How to Maintain Strong Communication in International Business with VOIP and Unified Communications

Expanding your business internationally is exciting, but it also brings unique communication challenges. Outdated technology can be a major roadblock when trying to maintain seamless, effective communication across borders. However, with the right tools, international business communication can be effortless.

In this post, we’ll explore how tools like SIP trunking, international phone numbers, and unified communications can revolutionise your global communications strategy.

Why Communication Matters in International Business

When expanding into overseas markets, businesses face the challenge of overcoming barriers such as time zones, cultural differences, and unreliable communication tools. This can lead to miscommunication, delayed responses, and strained relationships with international customers and partners.

The key to avoiding these pitfalls is adopting modern communication solutions that allow for real-time collaboration, regardless of geographical location. Whether you’re a small startup or a multinational corporation, the right communication tools are essential to building strong relationships and ensuring smooth operations on a global scale.

According to data featured in UC Today, 52% of large corporations reported an uptake in productivity after onboarding unified communications, highlighting the effectiveness of the technology in bringing teams together.

Types of International Communications

Gone are the days of businesses relying on analogue phone lines and faxes to reach their international partners and customers. 

Today, internet-based communications powered by VOIP (Voice Over Internet Protocol) take priority. Not only do they offer impressive call quality and versatility, but they are also essential in light of the PSTN (Public Switched Telephone Network) switch-off.

The PSTN switch-off, scheduled for 2027, will see the UK’s copper wiring infrastructure phased out. As a result, businesses must switch to internet-based alternatives to stay connected, making VOIP and unified communications solutions crucial for future-proofing global operations.

Here are some key international communication tools your business can take advantage of:

International SIP Trunks

SIP (Session Initiation Protocol) Trunking is a form of VOIP communication that enables internet-based calls for businesses. Originally, the term “trunk” referred to physical phone lines, but now it typically denotes a virtual connection between your Private Branch Exchange (PBX) and the PSTN through an internet connection.

Key advantage of international SIP trunking:

• Scalability: As no physical lines need to be installed, SIP trunking makes it easy for businesses to scale up or down, including expanding internationally.
• Flexibility: It allows businesses to easily set up new domestic and international locations, and it supports remote and hybrid workers.
• Cost Savings: There are no expenses related to installing expensive hardware or maintaining physical phone lines.
• Security: With encryption and advanced security protocols, SIP trunks provide a safe and reliable connection for international communications.

With SIP trunking, your business is prepared for the PSTN switch-off, ensuring uninterrupted international communication.

International Phone Numbers

One of the best ways to foster strong international relationships is by offering local communication options, even when calling from abroad. International phone numbers allow your business to present a local presence in different countries, making it easier for international customers to contact you.

That’s exactly what international phone numbers provide:

• International Toll-Free Numbers: These numbers are free for international customers to dial, removing cost barriers and encouraging communication.
• International Local Numbers: These numbers can make it appear as though your business is calling from a nearby town, state, or region, helping build trust with local clients.

Since these numbers are VOIP-powered and approved by phone service providers in their respective countries, they are both affordable and reliable. Offering international phone numbers allows your business to cater to a global audience and ensures better customer engagement.

How to Engage Employees in International Communications

One of the biggest hurdles in international business is ensuring smooth communication between employees across various time zones. The key to successful cross-border collaboration is adopting modern communication platforms that eliminate technical awkwardness and allow seamless interaction among team members.

Research from Elite Group, reveals that 37% of IT workers in large corporations describe their teams’ collaboration as “not very effective.” This highlights the need for improvements, and new technologies like unified communications (UC) can provide the solution.

Unified Communications consolidates all the communication tools your international business needs into a single, cloud-based platform. These tools include:

• Voice chat
• Email
• Instant messaging
• Video conferencing
• File transfers
• Collaborative digital environments

UC platforms can be accessed by any authorised employee with an internet connection, enabling real-time collaboration from anywhere in the world. UC tools also support language translation services, making it easier to communicate across language barriers.

Understanding Intercultural Business Communication

As communication tools evolve, businesses must also be aware of cultural differences in how communication is perceived and conducted across various regions. For example, phone calls may still be the preferred communication method in certain countries, while text messages and emails dominate in others.

By using a comprehensive communication platform like UC, businesses can adapt to the communication preferences of different cultures, ensuring that messages are clear, effective, and timely. Offering local phone numbers and allowing customers and partners to communicate in their preferred manner can help build trust and foster strong international relationships.

How Technology Can Improve International Communications

One of the main barriers for international businesses is effective communication across different time zones and regions. When teams are spread across the globe, it can be challenging to ensure everyone is on the same page, especially when there are language barriers or delays in response times. Without the appropriate tools, this disconnect can lead to inefficiency, missed opportunities, and hindered collaboration.

Modern internet-based solutions, such as unified communications (UC), offer businesses a way to bridge these gaps. UC platforms allow international teams to collaborate in real-time, with access to the same collaborative spaces, regardless of their physical location. This not only provides clarity over tasks and project timelines but also ensures all team members are aligned, even when working across different time zones.

To further enhance communication and ensure no important information is missed, tools like Leexi Notetaker can be incredibly valuable. Leexi automatically transcribes meetings and generates summaries of key points discussed. This means international teams can access meeting summaries in real-time or after the fact, ensuring that no critical details are lost, even if they were unable to attend. These transcription services make it easier to stay up-to-date and provide a quick reference for teams across different time zones.

Combining real-time collaboration through UC with automated meeting transcription tools like Leexi can significantly streamline international communication, improve knowledge sharing, and increase productivity across global teams.

How Elite Group Can Improve Your Business Communication Skills

Are you ready to elevate your international communication strategy? Get in touch with an Elite Group specialist today, and let’s explore how we can help you optimise and strengthen your global communication efforts.

With decades of expertise in business communications, our dedicated team is here to support you every step of the way. Whether you’re looking to implement SIP trunking, adopt unified communications, or set up international phone numbers, we provide bespoke solutions designed to meet the unique needs of your business.