Every entrepreneur understands that effective communication is one of the most critical factors for business success. You also realise that having your business phone line (or multiple lines) can be expensive. Google Voice is a perfect solution to get cheap ideas while keeping yourself always in touch.
Google Voice provides an affordable business telecommunication system within the Google environment. It integrates well with Google Workspace and is relatively easy to use. According to a study, 23% of global consumers use a third-party Mobile application to make voice calls. This means the need for assessment and critical endorsement in choosing a voice-calling app.
You will learn in this blog how to consider the advantages and disadvantages, key characteristics, and drawbacks of Google Voice and read about a possible Google Voice substitute. This article will help you enhance your knowledge to make calls that could further help you in decision-making.
What is Google Voice?
Google Voice is a relative of Google that focuses on telecommunication and provides various features mainly targeting integrating different conveying methods. It helps users have one Google Voice phone number on multiple devices and lets them monitor and forward phone calls, text messages, and voice mails via the Web. This service has gained much acceptance from the general public and the business world owing to its applicability and compatibility with other Google products.
What is Google Voice for Business?
Google Voice for Business is a workplace-oriented version of Google Voice. This simple service offering shows that virtual numbers have greatly revolutionized today’s business world. Instead of using a cell tower, you use the internet to make this possible.
The biggest plus of VoIP services, such as the Google Voice Office Phone System, is that you never have to worry about SIM cards with this service, even traveling to another country. One of the best scenarios regarding business phone provision to employees is when you may not be sure they will be with you forever.
Google Voice for Business also eliminates the issue of clients calling your mobile number. In addition, it provides many other personalised or selectable conditions you are not likely to find with an essential cellphone service provider.
Setup Google Voice for the Workplace?
Getting Google Voice for business entails making Google Voice an app in the Google Workspace, plus adjusting your phone features. Follow these steps to get started:
1. Add the Google Workspace app
If you do not yet have a Google Workspace, then head to the Google Workspace website and create an account
2. Add Voice
You must enable Google Voice in the Google Workspace admin console, which you can find at Apps > Google Workspace > Google Voice. Be sure to install Google Voice licenses for those who use it. It can be done under the section of Billing > Subscriptions and then Google Voice.
3. Select a Subscription
Choose a plan for the service you need (Starter, Standard, or Premier) and buy the subscription. Subscriptions are paid per user per month. For instance, if you have 6 users, you pay $60 monthly on the Starter plan and a minimum of $36 on Google Workspace.
4. Configure Phone Numbers
Navigate to the admin console and click on Get Started. Define users’ locations to meet the laws and provide local numbers. Then, give numbers to users and also dial a number if required.
5. Configure Call Routing and Auto Attendant
When configuring Google Voice, one can create ring groups and auto attendants so that new calls come to the right employee or division of the company.
Best Features of Google Voice for Business.
Features and benefits delivered by Google Voice describe why and in what ways it may be valuable as a communication tool.
i. Smart Call Forwarding
Smart Call Forwarding is a service feature of Google Voice that transfers new calls to specific devices or numbers depending on the prior setting. Calling hours, for instance, or the caller’s number ID can be set to define where the call will go.
For example, someone’s calls can be diverted to a particular line in the day and to voice mail at other times. This ensures efficient call management and no truncated calls, increasing the chances of access and response to the call by all users.
ii. Voicemail Transcription
Voicemail Transcription is a service in Google Voice that converts voicemail to text over the user’s phone. This allows users to listen to their messages in writing rather than the usual audio messages. It provides a quick and easy way of previewing messages, mainly when the recipient is in a noisy environment where listening might be problematic.
iii. Spam Call Filtering
Google Voice has a simple option to fight Spam Calls targeting people who want to minimize unwanted calls. By doing so, if the numbers are unknown to the users or the callers are constantly recognized as spammers, then such numbers are blocked. Like any other tool that does not provide as detailed a service as the specialized anti-spam call services, it is effective in helping to reduce the interruption by spam calls.
It can be helpful to users who would want to block soliciting phone calls and go straight to what they deem pertinent in a call session.
iv. Multi-Device Support
Google Voice also has multi-device capabilities, meaning phone calls and messages can easily be accessed on multiple devices. This feature enables users to continue observing the targeted content despite their geographical location or the kind of device they are using, thus increasing dynamism.
Using a computer, smartphone, or tablet, the user can call out, answer and forward calls, check voice mail, and send messages using the Google Voice account created. It is designed so that irrespective of the device a user uses at a particular time, he or she can conveniently communicate with colleagues, clients, or contacts.
V. Google integration
The application smoothly integrates with Google Workspace, offering users improved productivity and collaboration tools. AI integration helps to share information and streamline work within the Google environment. It lets Google Voice users call, message, or send voice mail through Gmail and other applications in the Workspace.
Currently, many communication tools are accessible, meaning that agents can easily organize their work-related assignments and, thus, enhance the cohesiveness within the work process by connecting these tools. Moreover, interfaces with Google Calendar help conveniently schedule calls and meetings, which enhances productivity and lets people within different teams stay synchronized.
vi. Text Messaging
Google Voice also allows its users to send text messages. The platform exchanges SMS messages instantly, and text-based communication with contacts has been fluent since its initiation. This functionality lies in both single and multiple messaging, where users can exchange messages with more than one recipient at one time.
Also, Google Voice technology has a multimedia messaging feature that allows sending text, images, videos, and files, among other things. The text messaging feature adds to Google Voice’s flexibility and practicality, making it a one-stop communication service.
vii. International Calling
Using Google Voice, people can make international calls; it allows them to call phone numbers located in another country at a comparatively low price. This feature ensures that one can interact with contacts across the globe without being charged the fees that are characteristic of most telephone service providers.
viii. Number Porting
Another useful service tied to Google Voice is the ability to transfer phone numbers to the service. This capability allows users to continue using local phone numbers they are already accustomed to while enjoying all the features of Google Voice.
The main communication advantage of number porting is that users transfer to a new service provider while all their contact lists and other arrangements are transferred automatically without interference. Through such a smooth integration, users and organizations can adopt Google Voice without intermission in their communication stream.
Benefits of Google Voice for Business
Google Voice improves business communication by consolidating calls, messages, and voicemail in one place. It also makes work easier and enhances organizational performance and customer success.
1. Cost Efficiency
Google Voice for Business is very cheap, especially regarding rates for local and international calls. There are free calls within the United States and Canada, and the international rates are relatively low. This means that any business can control communication costs while at the same time ensuring that they provide reliable and easily accessible communication means for their employees. For these reasons, Google Voice can be considered relatively inexpensive for enterprises of all sizes.
2. Easy Integration
Google Voice for Business excels at integration, letting you integrate the service with Gmail, Calendar, and a few others. This integration reduces time, helps people collaborate, and optimizes communication processes within the organization, helping increase productivity and effectiveness for those using the Google platform.
3. Scalability
With scalability as its focus, corporations can easily align their media needs to the business’s growth path. For example, when practising the addition of new users, going multi-location or adapting to changes in customer demands, Google Voice enables easy up or downscaling. It can support businesses of all sizes with the functionality to manage their communications.
Disadvantages of Google Voice for Business
For Google Voice for Business, possible disadvantages are that Voice may depend solely on internet connectivity, which might affect call quality and lessen the support of executive telephony features sufficient for large companies looking for extensive means of communication.
1. Internet Dependence
Google Voice has one major disadvantage: call functionality depends on Internet connection availability. In areas of low connectivity or during network outages, malfunctions may occur, including dropped calls or a drop in call quality. This can reduce the dependability of communication, which is terrible, especially for businesses that rely a lot on Google Voice.
2. Limited Advanced Features
The lack of advanced features means that Google Voice lacks many higher-level telephony functions that might be absent and inadequate for businesses that must route phone calls in often complicated ways, incorporate IVR systems into a PBX solution, or obtain in-depth telephony analytics.
One is that it is inefficient for big companies with many users regarding communication requirements.
3. Privacy Concerns
The first and significant disadvantage of Google Voice is the relative privacy involved with keeping communication data on Google’s servers. Such systems may be founded with some commercial apprehensions like loss of privacy and tampering with data that firms do not wish to disclose to strangers.
4. Support Limitations
Some restrictions of using Google Voice support may include but are not limited to, delayed response to requests for support and absolutely no one-on-one meeting in case of emergencies. Some users might consider this level of support inadequate, especially when urgent help is needed, or the service’s configuration is complex.
Final Words - Boost Your Business With Google Voice
The advantages and disadvantages of using Google Voice as a business telephony solution reveal that it is a flexible and cost-effective solution that is particularly advantageous for SMEs already working within the Google environment.
However, its downside could be best explained as a reliance on internet quality or lack of some built-in features. However, its undeniable strengths included cost, use of this interface, and transparent, smooth integration with Google Workspace. You can select any plan of Google voice for business according to your business needs and requirements.
FAQ's - Boost Your Business With Google Voice
Q1. Is Google Voice suitable to be used in business?
Indeed, Google Voice may become a suitable solution for businesses, particularly small and medium-sized ones, searching for an efficient yet cheap method of integrating telephony. However, companies that need more capabilities might have to focus on other solutions.
Q2. How can I get my company's Google Phone service?
Google services for business encompasses configuring a Google Workspace account, subscribing to a Google Voice plan, obtaining or transferring a local phone number to the Google Voice service and tweaking your options and preferences from the Google Voice web or mobile application.
Q3. Is it possible to discover your actual number using Google Voice?
It is usually unnecessary since Google Voice offers anonymity as a caller or SMS sender, using your Google Voice number instead of your real one. But to maintain this level of privacy, one must be very careful with the privacy options’ settings.
Q4. Is Google Business or Voice a costly VoIP service?
Each Google Voice business phone has a separate plan for small and medium-sized enterprises. After agreeing to pay $10.00 a month for their services, you receive several voice features, which makes it inexpensive.
Q5. What is Google Voice's main drawback for businesses?
The main drawback of creating a Google number for a company is that it only functions with other Google Workplace services. This is typically a drawback when your business uses third-party, non-Google CRM connectors like HubSpot, Slack, and Zoom.
