Flexible communications solutions are becoming more and more crucial as the world turns virtual. When it comes to business communications, you may have heard of softphone systems, although that terminology is getting replaced by other, more up-to-date categories of tools like unified communications.

Softphones are often software-based phone systems that provide internet-based calling in addition to other functions.

Here, we'll go over a number of topics related to softphones, such as their definition, benefits, and features. 

What Is A Softphone? 

A softphone is a user-friendly interface that performs many of the same tasks as a traditional phone. Users have access to dialing and all the features included with their VoIP system through this interface. 

Instead of utilizing a traditional dial pad, a softphone allows calls to be placed via desktop software, mobile apps, or web-based applications. The speaker and microphone system of your device is used by softphone technology to convey voice packets to the intended receiver.

Depending on the solution you select, softphones may run totally in the cloud, making them available from any location with an internet connection. Applications for mobile devices, desktop phones, and browsers all enable remote work and work-from-home scenarios.

How Does A Softphone Work? 

A stimulator of Stringee's softphone

With the exception of using software to place calls, softphones function like conventional hard phones and landlines. They can do everything that landline desk phones can, as well as many things that they can't, including SMS, Click-to-dial, Call recording, Visual voicemail management, Team messaging, and Video calling.

Softphones are compatible with a wide range of systems and may be used on both desktop computers and mobile devices. Desktop software is compatible with Mac, Windows, Linux, laptops, tablets, and web browsers.

Softphone Features

StringeeX's softphone interface and features

Users have a wide range of feature options while using a softphone. Users can modify it to match their business needs, from the user-friendly interface to the numerous built-in caller settings. The majority of softphones include functionality like mute, hold, transfer, and flash in addition to internet messaging capabilities like instant messaging.

Shared contact lists

Users of softphone apps can share their own contact lists with coworkers and subscribe to company contact lists. This is quite helpful and makes it much easier for staff to find client contact information. This will spare you from manually looking up and calling each extension, whether you run a little business or a major corporation.

Instant messaging 

There are numerous ways to send a text message, but it is simpler to locate, search for, and cooperate when communication is centralized into a single stream that is controlled by your softphone. You'll enjoy having all of your business communications and communication in one place if you've ever searched through a ton of texts, emails, and other services to figure out the date someone provided you a file or a delivery number - you know they sent it yesterday, but can't remember how they delivered it to you.

Video conference calls 

Video calls via StringeeX Contact Center Software

The majority of us are accustomed to making video calls using different services on our laptops or mobile devices. But using a business phone to make a video chat with a coworker is a fantastic method to communicate. You can connect with your team and communicate through the best medium at any time with the freedom that video calls offer. On the same platform, you can use your presence to see when your team is available, send an IM to confirm the time, and then start a video call. By doing this, you can successfully streamline team communications.

>>> Read more: 10 Applications Of Video Call Center For Healthcare

Employee Presence

Softphone systems display your team's online and offline statuses as well as any busy or in-session times. Instead of sending a message and waiting for a response, you may find out whether someone is accessible right away by asking them if they are grabbing a coffee, out to lunch, or in a meeting. Furthermore, you can check to see whether they're in a meeting or on a call and send them an instant message to see if they can accommodate a last-minute request. Being present allows you to reach out to your team and make wise communication choices, which increases productivity.

Voicemail

The ability to receive audio files via email or push notifications on your mobile device makes voicemails a significant improvement over softphones. A transcription of the audio file's content is available. Therefore, when in a conference, you may quickly scan the message to decide whether it is urgent and warrants leaving the room or whether you would like to follow up later.

Softphone Benefits

Substantial cost savings

A softphone can be easily and cheaply added to your plan, especially if you already have a Voice over IP service. International and long-distance phone calls are also far less expensive when made over the Internet than they would be with a conventional landline. 

Numerous VoIP softphone companies provide free, unlimited domestic and international calling as well as, as part of a subscription plan, a predetermined quantity of long-distance or toll-free minutes per month.

Additionally, since softphones can handle both audio and, in some situations, video conferencing, you won't have to spend as much money on pricier conference room hardware and add-on features. Teams can merely stick with their current tools instead.

Portability

You may carry your communication with you wherever you go thanks to softphones. Calls can be made using a laptop, tablet, or smartphone. While you wait for a critical call, you are not chained to your desk. You can go to the gym, have lunch, go to a crucial meeting, or simply go outside when it's time to answer that crucial call. Wherever your travels take you, you can stay on top of communication and immediately answer coworkers via text or video call.

Better privacy 

Given the cost savings to employers, it is now rather common for employees to utilize personal smartphones and other devices for both professional and personal calls.

This, however, can be a concern because it forces team members to give out personal phone numbers to home and cell phones so that everyone, not only VIP customers, can reach them whenever they want.

In addition, some individuals might not want their personal phone numbers shared with professional acquaintances.

Softphones provide a way to interact on personal cell phones and gadgets without forcing team members to disclose their personal phone numbers or display them on Caller ID screens. Instead, the company phone number is shared and displayed, protecting the privacy of personal data.

Enhanced teamwork and productivity

Knowing when team members are online or offline is crucial in today's extremely remote working environment.

Users can utilize presence capabilities to determine whether a coworker is accessible to answer a question or whether another person should handle it. Utilizing features like drag-and-drop call transfers, visual voicemails, voicemail-to-email setup, and incoming call notifications, softphone systems, along with presence, make it simpler to host video conferences and meetings.

Simple operation and quick setup

It's no secret that installing and setting up business communication software may be difficult and time-consuming.

Softphones, on the other hand, allow consumers to begin using them as soon as they have chosen a phone number and paid for their preferred plan, contradicting the previous statement. The absence of necessary hardware substantially removes the need for equipment installation.

Users will also be able to get started right away because the softphone interface imitates a typical smartphone calling screen (and because chat and video calling interfaces resemble well-known, well-liked programs like Slack and Zoom quite a bit).

Wrapping Up 

Softphones provide scalable and adaptable internet-based calling. Softphones are a fantastic option for businesses that require flexible communications that work from any location. Softphones promise all the functions of conventional phones with fantastic extra capabilities like video conferencing, chat, and SMS.

StringeeX platform provides an all-in-one softphone for business to communicate internally and externally. Use our 15-day free trial to leverage StringeeX's features for your businesses.