We can compare a VoIP phone system and a regular phone system based on the following categories: technology and features.
Differences in Technology
A landline phone was a predominant form of tech whose first modern breakthrough was in 1876 when Alexander Bell patented the telephone. It then evolved into a classic piece of technology in the workplace involving a desk phone and a physical line to a switchboard.
While the landline became a standard in business, technology continued to develop, which eventually led to the introduction of the internet. Now, it has come to a point where people have leveraged the internet to connect people.
A VoIP phone system uses devices such as personal computers and smartphones to function as well as - and even better than - the landline phone.
Differences in Features
A regular phone line functions exactly as it says it should - as a phone. It allows you to call people and has evolved from a simple way to contact others into a system that includes voicemail capabilities, call forwarding, call transferring, and call conferencing features.
Meanwhile, a VoIP system takes all these features and improves on them. The more modern technology gives VoIP some key advantages a landline can’t have, such as portability, scheduling, and video conferencing.
It also easily integrates itself within the modern system by using desktops and smartphones and taking advantage of email notifications.
Advantages and Disadvantages of VoIP
Despite VoIP phone systems having more features, that doesn’t mean there is no disadvantage with shifting to a VoIP setup.
A VoIP phone system has more features than a regular phone. This will help your business if you have a lot of incoming calls from your customers or business partners.
Plus, if you’re also running 24/7 customer support for a website, having a VoIP system can keep your customers connected to you even at home.
This kind of flexibility is essential for companies with remote employees. Since VoIP uses an internet connection instead of a physical phone line, you can have a landline number for someone in Japan, even if your company is in the United States.
Meanwhile, a VoIP system’s main disadvantage is a side-effect of its benefit - technological reliance.
Internet shortages are much more common than landline phones shorting out. You need a stable internet connection, plus a good tech team to set up and maintain your system.
There is also a definite learning curve for staff, as the robust features and dashboard can be overwhelming without proper training.
Advantages and Disadvantages of Regular Phones
Regular phones still have their place in the workplace. They come with their own advantages and disadvantages and must be considered when you’re thinking about improving your communication system.
Regular Phone Pros
A regular phone line, despite having fewer features than a VoIP phone system, still has its place in the modern work environment. For example, a landline phone is a safety requirement in some situations - such as an emergency phone inside an elevator.
If all of your employees are also in one building and have a stable location, it may also be more beneficial to stick to a regular landline.
The costs of a VoIP system for this kind of situation may be more than you’re willing to pay for - especially if you’re not using your landline numbers a lot.
Traditional phone systems are also generally perceived to be easier to use and more reliable.
Regular Phone Cons
A landline phone’s main disadvantage is its inflexibility. You’re stuck with one extension line or number in one location, and it’s on a physical connection set up by your landline provider. Plus, it doesn’t have as many features as VoIP phones.