By Emma Lewis, bOnline
Running a small business can be tough, and for many entrepreneurs the idea of heading off on holiday seems like an impossible dream. The responsibilities pile up, customer needs are constant, and the fear of missing something important often outweighs the desire to unplug. However, with the rise of modern communication tools like VoIP (Voice over Internet Protocol), taking a well-deserved break is so much easier.
VoIP allows you to make a receive phone calls from anywhere in the world with just an internet connection. These systems also come packed with features, like call recording, call menus and divert, hold music and much more. All of these features can make managing a business remotely simple, reliable and cost-effective.
What Does VoIP Do?
When you make a phone call using a VoIP system, the sound is transferred across the internet in digital ‘packets’. This is instead of using a traditional copper landline or a mobile phone. So all you need is a VoIP service and an internet connection, either Wifi, 4G or 5G. The trick is finding a VoIP provider, like bOnline, that specialises specifically in small businesses, freelancers and start-ups.
Why Is VoIP So Useful For Small Business Owners Planning A Holiday?
You Can Work From Anywhere – VoIP calls can be made and received using smartphones, tablets or laptops using an app or browser. As long as there’s a stable internet connection, small business owners can answer client calls anywhere from a beach in Bali to a caravan in Cornwall. So no more worries about missing important calls or business opportunities, even when you’re having some downtime.
Call Forwarding – Most VoIP systems allow users to set up call forwarding to other team members or even a virtual receptionist. If you don’t want to take business calls during certain hours of the day, you can route calls to a member of your team or set up automated greetings and voicemail routing to handle enquiries.
Voicemail-to-Email or Text – Instead of checking voicemail manually, VoIP services can convert voice messages into text and send them directly to your email or phone. This means you can screen important messages quickly and efficiently, so you only respond to what really matters.
It’s a perfect compromise for people who want to keep an eye on the business discreetly without being constantly on call.
Keeping Your Team Connected
VoIP isn’t just about voice calls – it often comes bundled with tools like team messaging, video conferencing, file sharing and more. This is great if you employ other people in a team, as you can quickly check in with them over a short video call or chat, without breaking the holiday flow.
Tools like Zoom, Microsoft Teams and Slack integrate seamlessly with VoIP solutions to keep internal communications going while you’re away.
Cheaper International Calls
Using VoIP to make international calls can be massively cheaper than using a landline or mobile phone. Many VoIP services offer bolt-on international calling packages so you can stay in touch with customers around the world without worries about roaming charges or hefty bills. This is particularly useful for business owners who travel regularly or have customers and suppliers abroad.
Maintaining a Professional Image
With VoIP, you can keep your business number even while you’re away. Clients won’t see a random international number on their caller ID – they’ll see your business line. This can help you maintain a professional image and build trust, even when you’re not physically there.
Additionally, features like custom greetings, hold music and call queuing can give your business that extra polished look.
Scalability and Flexibility
If your team is picking up the slack while you’re on holiday, VoIP makes it easy to add or reassign users on a short-term basis. You can change your call flow so that key staff members receive calls that would typically go to you. Many systems allow this kind of adjustment within minutes through an app or online portal.
Once you’re back, you can go back to the normal call routing setup easily.
Preparing for a VoIP-Supported Holiday
To get the most out of VoIP during your time away, some preparation is key:
- Test your setup: Before leaving, make sure your mobile app is connected, your voicemail settings are correct and your team knows how to manage calls while you’re away
- Create a coverage plan: Decide which team members will handle what. VoIP features like hunt groups or ring groups can help distribute calls fairly
- Set boundaries: Just because you can answer calls doesn’t mean you should 24/7. Use features like “Do Not Disturb” or call scheduling to define your availability
- Communicate your plan: Let customers, clients and other interested parties know you’re away. Also, reassure them that the business is still running smoothly
How Do I Get A VoIP Phone System For My Small Business?
Choosing a VoIP phone system for your small business isn’t always straightforward. But a good place to start is by being clear about what features you need, like call forwarding, hold music, call recording etc, then choose a VoIP provider that fits your budget and offers reliable customer support.
Most providers offer flexible plans with easy set up online. All you need is a good internet connection.
