In-house phone systems are dinosaurs, and their technology is doing more harm than good to businesses. They rely too heavily on gatekeepers to take and direct calls and are no longer efficient. There are too many risks that come along with the technology, from voice phishing to interceptions.
Did you know that the main risks to businesses are internet scams and identity theft? The need for sensitive information and credit cards in conducting transactions has led to customers thinking twice about dealing with unfamiliar businesses because they don’t know whom to trust.
It’s not only the best product or service that keeps you competitive these days. Making sure you have strong security encourages customers to take their business to you without wondering whether their data will be safe.
You can do this by using VoIP. Be wary, as not all VoIP is the same. Keep reading for tips on how to protect your customer when using this technology.
What Is VoIP?
VoIP is an acronym for Voice Over Internet Protocol. As the name states, the technology is a system that uses the internet to make secure calls instead of traditional copper wires. Long gone are the days of seeing miles of cables all over the place.
Another advantage that VoIP has over traditional telephones is that you are not required to sit at a desk while making a call. An app installed on your cell phone allows you to move around with ease when you’re on a call, and a simple program can turn your computer into a powerful communications hub. With VoIP, you can communicate from anywhere you have access to the internet.
VoIP For Everyone
The best part of VoIP is that you don’t need to change your existing phone numbers. You just need to make the list of the numbers you want to port into the system and let your provider do the rest for you. If you don’t want to use your current number, there’s always the option of getting a different one.
The most important thing to look for when choosing a provider is whether they can handle your business needs. VoIP can come as a cloud-based service, or you can choose to have a physical system on-site, which requires slightly more hardware than your original landline was using.
VoIP vs. Traditional Phone Systems
You may be asking yourself what the difference is between a traditional phone system and VoIP, but don’t worry, VoIP is fairly new, and many people are still coming around to the technology. One of the major differences between the two is that landlines have physical wiring while VoIP does not.
With traditional landlines, you are also restricted to a specific location. Traditional phone systems generally cost more than VoIP and come with fewer features. VoIP goes beyond what traditional systems can offer; it comes with features that encourage group work and help your business thrive.
Benefits And Features
With VoIP, you get features such as call queues, routing, and encryption. Setting up a greeting message allows clients to know that you are available but are tending to other customers. The system should keep them updated on their current place in the queue.
Another benefit to having a queue is that you can have your customer leave a callback number, so their place in line is saved, and they get a call when it’s their turn. Security is also added to this feature by using voice recognition which makes it difficult for thieves to copy.
How Are They Different In Terms of Security?
Routing calls allows customers to be put through to the next available rep, so they don’t have to wait unnecessarily. This ensures they get their problems rapidly and successfully solved. Make sure to follow the standard password protocol and continue to use strong passwords.
For this to function properly, you must make sure that each employee is familiar with how the system works and can comfortably provide every client with a solution to their problems. The system uses internal software to shield calls, making it difficult for hackers to trace.
State Of The Art Encryption
Having your system encrypted with the latest software helps not only to protect you from potential threats but also to secure your customers’ data. Calls are one of the easiest ways for scammers to strike unsuspecting victims. Having the right encryption can stop that.
Information that is encrypted is unreadable, so you’re safe, even on the off chance that a thief gains access to it without the right credentials. The data can only be read by you and the person you are speaking to, as both parties on a call have special encryption codes active on their devices.
VoIP Security Tips
The best way to avoid security threats is to train your employees on how to spot them before something happens. One of the main reasons why these threats happen is that many employees don’t have the proper training to spot issues. Having monthly training can lower the risk of an attack by up to 50%.
You can instruct employees on how to spot general scams that are standard within the industry. Common scams like voice phishing can be easily combated if an individual knows what to look for, and this can be easily taught across a few sessions.
Wi-Fi Encryption has two benefits, it prevents outsiders from listening in on your conversation, and it increases the security of your VoIP system. WEP used to be the standard when setting up Wi-Fi passwords, but as scams became more frequent, the systems of choice became WPA2 and WPA3.
Protecting Your Online Activity
WPA stands for WiFi Protected Access, and it’s a standard for many modern routers. You should think about getting one if your current router does not support it, or you will risk security threats to your business.
Even though modern VoIP offers a built-in VPN, having a VoIP system that doesn’t have VPN support isn’t the end of the world. Installing a VPN helps to encrypt your connection by hiding your IP address. Many VPNs even support remote teams
It may seem like common sense, but keeping your system updated can help to deter potential attacks. New updates bring in firewalls and close backdoors that were exposed during the previous rollout. Don’t waste time by delaying updates, as they can save you millions.
How to Select a Secure Phone Provider
Not every VoIP provider offers the same level of security, so make sure you don’t jump at the first offer you see. Ensure your provider offers on-hand IT support. Every second of downtime is money lost. IT support gives you peace of mind knowing that someone is looking out for you.
To be able to communicate internally safely, it is suggested that you set up a Virtual Local Area Network. This solution allows you to remain secure within the comfort of your building and establish subgroups within an office that restrict access to members of a specific team. Companies can sometimes focus on the external and forget about internal attacks.
Here are additional steps you can take to keep yourself safe while using VoIP:
- Do your due diligence. It not only wards off all threats but also adds a layer of protection that can deter potential attacks that come from within the company.
- Daily Data Backup. Having a provider that backs up your data daily can save you hours and resources in case there is an unforeseen event that could cripple your business. Instead of waiting days on end to set up your system, the backup means you can be back online in less than an hour.
There’s nothing more difficult than having to chase your provider around for the simplest things. Having a provider that lets you check your call logs in real-time is a luxury that many don’t provide. This allows you to keep a heads up for potential attacks on your server.
Secure Use of SIP
Providers that offer SIP with their VoIP service add extra protection by preventing your calls from being intercepted and listened to by outsiders. SIP stands for Session Initiation Protocol. It allows a message to be sent to the correct person, which prevents interference from hackers.
You don’t need a legacy phone line when using VoIP with SIP because it offers a direct and secure to your contact by using the latest cybersecurity.
You don’t need to worry about sending SMS or making video calls because SIP supports both as well.
Conclusion
Having a secured line doesn’t only benefit you; it helps your customers as well. VoIP uses the latest technology to keep your privacy and differentiates you from your competitors. Having the right provider on your side can put your mind at ease, allowing you to focus on your business.
As long as your provider offers data protection and encryption while taking the necessary precautions, your security is guaranteed to be stronger than a traditional landline.
