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How To Choose The Right VoIP System
An efficient telecommunication system is crucial for your business communication, particularly if you are a small business. In the past, only large organizations could afford a full-featured communication system but not anymore. The advancements in technology have put VoIP technology within reach of small and medium-sized organizations.
According to Tech.co, small companies are increasingly switching to VoIP to tap into its cost reduction ability of up to 40 percent on local calls and around 90 percent on international calls. What’s more, VoIP also helps boost your team’s productivity.
Despite all the advantages, choosing the right VoIP can be tricky. No two service providers have the same offerings. Therefore, before committing to a service, you should ensure that it fits the bill and meets your business needs and expectations.
So, in this post, we discuss the five pointers you should consider before making the final decision of choosing the right VoIP for your small business.
Understand Your Options
The abbreviated form of private branch exchange, a PBX, makes internal communications more efficient by enabling call routing through circuit switches. All you have to do is dial a few digits to make internal calls. On the other hand, VoIP leverages ethernet to route calls from the central office and remote locations through the internet. So, if you decide to go the VoIP way, you essentially have two service options. First, your calling will be managed off-site through a cloud-based service with hosted VoIP. Like with most other cloud services, you will be able to save significantly on upfront costs and pay for services as required. On the other hand, with an on-premise solution, you will have to invest both in hardware and software. But you do get to enjoy complete control over your system.
Decide on a Budget
How much can you afford to spend on your VoIP system every month? Fortunately, pricing is flexible with VoIP, unlike a landline phone system. So, when in the hunt for the right VoIP provider, you will easily be able to find a plan that aligns with your business budget. Typically, VoIP pricing can range anywhere between $20 per user to $200 per user. However, remember that the more you pay, the more robust communication features you will be able to enjoy. Furthermore, pricing will also depend on whether you choose a hosted system or a simple cloud-based system. When you are budgeting, the main points you should keep in mind are the type of phone system, the number of users, and the features you require. Often, you will have to put together a different budget for communication hardware, like headsets, desk phones, etc.
If VoIP service is your primary method to stay in touch with your prospects, employees, and clients, then it should be backed with prompt customer support. During the initial stages and third-party integrations, a VoIP might bump into problems. So, a dedicated customer support team that is available 24/7 is vital to manage all the issues. Additionally, you will require help with maintenance, up-gradation, and equipment breakdowns even after the service is deployed. So, make sure the VoIP products you choose offer dedicated customer support.
Other than the call handling services of VoIP, you should also consider how well it would integrate with other support systems. Ideally, you will have to sync your VoIP service with your helpdesk application, CRM software, and cloud storage to streamline all your business processes. So, ensure the VoIP service provider offers all such options. In case the VoIP doesn’t integrate with a specific application, it should at least have to support third-party API integrations.
Security of VoIP
Strong security features are vital for almost all types of business communications. And this rings particularly true when you search for a suitable VoIP. This is because VoIP sends your data through the internet, which is a public medium that isn’t secure at all. Hence, you should opt for a VoIP provider that offers strong end-to-end encryption. Apart from a robust encryption framework, advanced security options include options like multi-factor authentication and secure data access.
Do You Need a Full VoIP System?
The customizing capability is what makes VoIP the most ideal for business communications. Meaning, when you choose a system, you will be only paying for what you really use. For many businesses, a full VoIP system with physical desk handsets might not be worth the time and money you invest. On the other hand, VoIP systems that contain ‘softphone’ tech, allowing people to make calls from their business laptops, will be ideal.