Looking for a new business phone system can be a headache. As a business owner, you're already juggling multiple tasks, and selecting the right VoIP service provider can feel like a daunting task. However, once your business decides to switch from traditional phone services, finding the best VoIP service provider becomes a crucial step in modernising your team's communication methods.
VoIP is like a modern magic trick for business communication, transforming the way businesses connect. With each passing day, more businesses are making the switch to VoIP systems for both internal and external communication needs due to its cost-effectiveness and advanced features
In this article, we will examine the most important things to consider when choosing your business’ VoIP service provider. No complicated tech jargon, just practical advice to help business owners choose the best VoIP service for their team.
What is a VoIP?
VoIP, or Voice Over Internet Protocol, is the technology your business uses to create a virtual link between two points: the device making the call and the one receiving it. In simpler terms, it's what enables virtual communication across different devices, locations, and users.
Unlike traditional landlines, VoIP operates over the internet, making VoIP connections completely portable. This means your VoIP phone system can be accessed from anywhere, using any internet-connected device.
With VoIP, users aren't tied to a single desk or device anymore. Instead, they can make and receive calls from virtual numbers using desktop computers, smartphones, tablets, IP desk phones, and more
What is a VoIP Service provider?
A VoIP service provider is a company that helps businesses to make and receive calls using the internet. They set up everything needed for online voice communication be it infrastructure, software, or support.
VoIP isn't just about talking, but providing a complete package of tools to help business communicate better. Offering other useful communication tools, like instant messaging, SMS, SIP Support, email services, and call management tools.
What's impressive is that VoIP service providers can also help businesses to connect their existing software, like customer relationship management (CRM) systems, cloud services, help desks, and online stores, to their VoIP service. Basically, VoIP providers offer everything a business needs to stay connected.
What to look for before Buying a VoIP Phone Provider
Once you’ve decided to make VoIP part of your business operations, you have another decision to make — which VoIP service provider to partner with.
Here are a few initial steps to choose the best VoIP service for your business to make sure you’re getting a solution that meets more than just your calling needs
Understand your business needs
Choosing a new technology usually falls to the IT department, but it’s a decision that can affect every department of your organization from sales and marketing to finance and operations and beyond. So, before you begin your search for the right system, start by understanding what do they need from VoIP services. Ask them questions like:
- Number of employees using the system?
- What is the expected call volume being made by the employees/ department?
- What are the pain points of your existing phone service and how is your employees/ teams experience?
- Reason to upgrade to advanced features that the VoIP should address?
- Any specific integration requirements with the existing system or software?
Compare prices and agree on a specific budget.
Cost saving is what a business is looking for while purchasing any VoIP phone system, however, it’s important to understand the underlying fees that are associated with it. This is where when you need to consider the up-front costs and other ongoing expenses like initial setup cost, monthly charges, domestic and international calling plans, and additional features.
Get quotes from different VoIP providers based on your business requirements, ensuring that it includes all the hardware, software, and services needed for the system Compare the pricing plans and feature list to evaluate the provider who would be offering the best value for your budget.
Read customer reviews
Choosing a VoIP provider for your business requires thorough research. It's important to look for customer reviews, testimonials, and case studies, particularly from companies similar to yours in size, industry sector, or business requirements.
One of the most effective ways to understand how a VoIP service operates is by learning from the experiences of other organizations. Their insights can provide valuable information about the provider's reliability, quality of customer support, and overall satisfaction.
Competitive features & available integrations
Your customers expect a certain level of service from the companies they do business with. Whenever they call, they expect to reach someone who can help them without delay or the need to repeat their query.
VoIP services address this issue by offering a rich variety of business features like automatic call forwarding, seamless call transfer between devices, virtual receptionists, voicemails, phone directories, recordings. These features can be integrated with CRM software and other collaborative tools, allowing employees to keep records in one place without juggling various files. These integrations enable teams to optimize their VoIP system and build a stronger, more seamless customer experience process.
Customer Support Availability
Choosing the right VoIP service provider is like finding a reliable teammate. You want someone who's easy to work with and always has your back, especially when things get tough. That's why it's essential to pick a provider that offers not just a great product, but also excellent support throughout the design, implementation and management phases.
Remember that VoIP provider’s role doesn’t end once an agreement has been signed. When your business relies on it for essential functions, you need to know you can count on it 24x7 and not just for specific hours for support and services from live agent, not from bot or webpage
Network Test
Before finalizing your decision on a VoIP phone provider, it's essential to evaluate your network infrastructure. VoIP depends on a consistent and dependable internet connection, so it's crucial to assess your network's capacity for VoIP calls and ensure the quality of service.
Check with your chosen provider to confirm that they can provide sufficient bandwidth, minimal latency, zero packet loss, and consistently high-quality calls, ensuring to get maximum performance from your VoIP system. Additionally, make sure to verify the data encryption and security protocols offered by the provider to safeguard sensitive information and data.
Conclusion
In conclusion, selecting the best VoIP services is not merely an expenditure but an investment that yields high returns, such as enhanced employee productivity, improved customer satisfaction, and a more agile and interconnected business environment.
The popularity of VoIP technology is rapidly increasing, and many VoIP service providers in India have helped SMEs and SMBs transition to the cloud smoothly and seamlessly. If you’re a business owner planning for the same, it’s advisable to know the pros and cons of VoIP services while getting the appropriate features and 24x7 support within your pre-decided budget to enable smooth business operations in india or internationally. Therefore, take your time to explore the available options and make a decision that takes your business towards new heights.
