If there’s one thing that every business needs, it’s a solid communication system. Teams need to be able to work together while offering customer support and dealing with external suppliers.
For the last couple of decades, email has reigned as the go-to for anything communication-related. And for good reason. It’s easy to use and accessible around the world, while leaving a paper trail to keep everyone in the loop and up-to-date.
But now, Voice over Internet Protocol (VoIP) technology threatens to replace it. It combines voice, video and text messaging with a host of other features that email can’t quite compete with.
So a very relevant question to ask is, can VoIP replace email for business communication?
Why Are More Businesses Turning To VoIP?
With VoIP, all voice and video calls are made over the Internet. You may not realise it, but it actually powers your Microsoft Teams meetings and WhatsApp calls.
But it’s a lot more than just talking on the phone, it encompasses screen sharing and file transfers with calling and texting, to create one seamless communication ecosystem.
Here are a few reasons why VoIP is becoming a popular choice for businesses, from startups to corporations.
Real-time interactions: Conversations are instant which reduces the time spent waiting on an email thread to form.
Supports remote workers: Since VoIP is run online, it can be accessed from just about anywhere on any device, as long as you have an Internet connection.
Integrations: Most of the modern VoIP systems can integrate with other business tools like Customer Relationship Management (CRM) software.
Does Email Still Reign Supreme?
Despite all the added benefits of using VoIP, email still remains deeply ingrained in business communication. Here’s why it might not be going anywhere any time soon.
Everything Is Documented
With emails, you get an entire record of conversations that are all time-stamped. This is required for both legal and compliance purposes. If anything is questioned, you can have the email thread on hand.
You Respond When You Can
Emailing allows you to reply when you are able to and it’s on your own terms. On the other hand, VoIP is in real-time which can cause some conflict if teams are working in different time zones or can’t respond at that moment.
It’s Easier To Access Archived Messages
It’s easy to store messages on email to retrieve them at a later stage if you need to. In most cases, you can type the subject or recipient into the search bar and it will bring it up for you.
It’s a bit trickier with VoIP as you would need to sift through old call recordings to find the part that you’re looking for.
It’s Universally Compatible
Email is available to everyone, everywhere. It doesn’t matter how big your business is, where you are located or what operating system you use, you can still use email.
It’s also accessible from most devices, so you could still access it from a mobile device or laptop while you are travelling.
Could VoIP Replace Email In The Future?
Technically speaking, VoIP could replace email for business communication – but not entirely. In real-life scenarios, most companies are already using a hybrid mix of the two.
VoIP shines when it comes to real-time conversations for meetings and internal check-ins but email is the preferred choice for formal correspondence that needs to be documented.
So rather than having one completely replacing the other, it’s more realistic to have a blended communication approach. VoIP can be used to have a voice or video call brainstorming session or to make a decision, while a follow-up email afterwards can confirm it all in writing.
What About Unified Communications (UC)?
Some forward-thinking businesses have gone one step further. Instead of using a hybrid approach, they have implemented Unified Communications systems.
These could potentially be the future of communication, combining email, messaging, voice and video calling all into one platform instead of having to use them separately.
But until this becomes more widely used, businesses are more likely to leverage both email and VoIP. This will be done strategically depending on the type and urgency of the communication involved.
