Gone are the days of landlines, desk phones and losing contact with clients when you leave the office. The way that smartphones have swooped in and replaced the older, chunkier mobiles, VoIP business software has replaced landlines in offices across the world. There are plenty of reasons to switch over to a VoIP – the hard part is figuring out the provider and the service that’s good for you. This is where the VoIP.Guide comes in – below, we’ve explained the switchover process in 5 easy steps to help you and your business make the switch.
Step One: Identify your business needs
First things first; you need to know what features you require from the software before you even think of shopping around. A good starting point would be to determine your budget. Then look at the scale of your business. Do you frequently make international calls? Do you have a stable internet connection? How many employees will be using the software? If you have an idea of features that you need, then what software for Business VoIP should you use that does not compromise the quality of your audio and video? Once you have a ballpark for all these requirements, you can then proceed to the next step.
Step Two: VoIP software options.
If you’re new to the VoIP market, it might seem a little daunting to go about purchasing one. In simple terms, VoIPs transfer voice signals messages over the internet, as opposed to the conventional methods used by phone lines.
There are generally three main types of software available for business usage.
An On-Premise system allows the greatest room for customization because…you guessed it—it is set up inside your office premises. But it is also the most expensive type of system in market. This means that you will have to bear responsibility for the system’s maintenance, installation and other related expenditures. On-Premise systems are potentially ideal for large scale businesses that cannot forego the benefits of customizability
For those whose budget restricts them from purchasing a system that works onsite, Hosted systems are the cheapest option. You will only have to pay a rental fee to cover the VoIP provider’s service. Fair warning though; a hosted system will take away your privilege to customize the software’s features to suit your business needs.
But all is not lost in the land of Business VoIP software.
There is a third option that integrates features from both the on-premise system and the hosted system. Managed systems allow your business to own the VoIP software, so you don’t have to worry about any installation and configuration issues. However, you will have to rely on your service provider for any system malfunctions and glitches.
Step Three: The Deal Breakers
Choosing the perfect VoIP software can seem a bit overwhelming when you’re not really sure what to tick off the checklist. There’s so many VoIP providers on the market and all of them offer different types of services. Top 5 business VoIP recommends keeping these two tips in mind when choosing a service provider:
- Customer Service from the VoIP provider.
Suppose you urgently need your provider to take care of a technical fault but you cannot reach them. You are now off the grid, losing precious time, clients and money. To prevent such a scenario from unfolding, it’s best to choose providers that are helpful, communicative and have little to no system downtime. Here’s where you need to watch out for their customer services. A responsive agent will lessen the time and hassle that comes with technical issues.
- The end to end cost.
Pick a service that clearly mentions everything that you have to pay for. It is better to calculate the total estimated cost of the software before actually purchasing it. You don’t want any hidden costs like maintenance and cancellation fees or high international call tariffs to catch you off guard when it’s time for payment.
Step Four: Talk Directly to VoIP Providers
Once you’ve shortlisted your potential service providers, speak to their customer services agents on the phone. Verify the information you have and use the opportunity to compare competing brands. Do other VoIP Business Software providers offer a money-back guarantee? Do they offer customizability options? Are there any hidden costs you should be wary of? What about the Business VoIP software that they’re offering? Does that cater to the needs of employees and staff members that are always mobile and traveling? Note the behavior of the customer services agents on the phone and how they respond to you.
As mentioned above, helpful customer services are very important for the success of your business. We believe speaking to the agents directly about all your issues is guaranteed to lessen any problems and ambiguities later on. Communicate, communicate and communicate!
Final Word: Prioritize Your VoIP Business Needs
The most important thing when selecting a VoIP Business software is to keep in mind the individual needs of your business. Map out the salient features you expect from your service provider. Check out our list of recommended Business VoIP providers. Knowing what you want from your VoIP Business Software is a surefire way to stay ahead of the curve.
How to Choose the Right Business VoIP For You
Remember the days when we used landlines and desk phones? It was either that or meeting with them in person—an option that was not always feasible for businesses.
A reliable, cost-effective phone connection is a must-have, especially for every growing business. This is why VoIP or Voice over internet protocol software are taking over offices worldwide. Coupled with the power of smartphone devices, IP telephony technology has effectively replaced all other communication systems from the workplace. This service allows you to stay consistently in touch with all your important clients on the go.
If you’re looking to get with the program, here’s four easy steps on how to find the best VoIP service for your company.