Voice over IP (VoIP) has become a mainstream term in the business world. Small and medium-sized businesses are quickly beginning to realize the benefits of VoIP and reaping its rewards.
It may seem at times that people are overstating the benefits of an IP phone system, so it would be best to pay special attention to how their communication needs were met. The reason is because different industries and types of companies experienced a variety of output from VoIP, and their uses of the diverse features and capabilities produce individual results.
Nonetheless, it’s something worth trying if the setup is easy and provides overall cost reductions. It also doesn’t hurt to mention that a reliable VoIP system can increase productivity and create seamless communication across all departments.
So, how do you know where to start?
Initial Setup
VoIP users have a choice between using a Hosted VoIP and On Premise PBX. The main difference is where the servers that provide the service are housed. With a hosted VoIP system, the server is off-site and the provider is responsible for its maintenance and updates; an on premise PBX means the user relies on their in-house IT team for installation and upkeep (with training available from the service provider).
Hosted VoIP is known to be more cost effective, user-friendly, and troubleshooting is handled by the provider. On-premise gives the user more control to manage their users and can reduce expenses over time but can make expansion a much more complicated project.
To help you decide, you should note that a hosted VoIP system is recommended for small to medium-sized businesses and On-Premise is usually recommended for Fortune 500 companies.
Service Capacity and Prices
Does your business run exclusively on mobile or do you need to service multiple locations? Your business model can help determine the best providers based on the features and capabilities they offer.
Common essential features are call forwarding, conference calling and voicemail-to-email; but you can find a variety of different features that can meet your demands. Some providers even offer customizable solutions to better serve your needs. Productivity-boosting accessories are also available to complement your call management tools.
It's not hard to find an affordable phone system, but you do want to keep an eye on those extra monthly charges. Some providers offer added features along with fees while others do so at no extra cost so you will need to consider your communication needs and who can best meet them with your available budget.
If you’re taking the Hosted VoIP route, your costs will be significantly reduced since installation and cabling fees are virtually eliminated.
Remote Workers
It’s becoming more common to make your smartphone your main business device but it can also make it difficult to create and maintain a professional image. This is especially true for companies who rely on remote workers for different organizational functions.
Although hardware such as desk phones are most common among VoIP users, it’s not impossible to foster a professional image while also enjoying mobile capabilities. Ask your provider if they can provide mobility tools as well as international calling rates if your remote workers are overseas.
Note that vanity and local numbers can be assigned to keep the illusion of a centralized company. This is also helpful for a company with multiple locations that wants to keep a local image.
Security and Emergency Options
When considering security, it’s not enough to install cameras and alarms. Your communication lines are just as important and solid protection should be considered when shopping for your next business phone provider.
Call continuity keeps your calls coming in when there’s a power outage or loss of internet connection. It happens too many times that business owners are unable to operate because there isn’t a determined route for callers to reach anyone. Implementing E911 and disaster-proof capabilities are just a few ways to keep your communication lines secure.
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