In today’s modern world, phone calls still play a crucial role in day-to-day communication, especially when running a small business. Unfortunately, while traditional desk phones are useful, they have some limitations and may hinder your company from leveling up.
Old desk phones can also be pricey, which may leave little room to wiggle to upscale your business. This is why small business owners should consider implementing Voice over Internet Protocol (VoIP) systems.
A VoIP system is an excellent investment for small businesses for countless reasons. Not only does it offer more flexibility and a range of advanced features, but it also provides huge cost savings.
Upgrading your traditional phone systems to VoIP systems can also unlock your company’s ability to communicate smoothly and efficiently. For example, you can use such systems to power up your other marketing strategies, mainly if you’re using ringless voice mail drops to reach a larger audience.
But before everything else, it’s best to understand the basics of the VoIP system first. This way, you’ll know how to implement it effectively and how you can benefit from it. To start, read the guide below.
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What Is A VoIP System For Small Businesses?
VoIP systems allow users to make phone calls over the internet compared to traditional phone systems. Instead of a complicated set of devices and cables, they use an existing connection. It means you can set it up in a few minutes without spending much money. That’s why VoIP is a perfect communication solution for small businesses with a tight budget.
Call costs with VoIP systems are cheaper, allowing your company to save more on local or overseas calls. Small business owners may also take advantage of various VoIP system features such as call queues, analytics, personalized messages, video conferencing, and more.
VoIP systems also help improve the productivity level of your small business by simplifying the process of making a call. For instance, other systems have auto-dialers that automate making phone calls. However, if you prefer a separate dialing technology for your small business, you can consider service providers similar to Power Dialer to supercharge your sales calls.
Advantages Of Using Small Business VoIP Systems
VoIP systems are more affordable than traditional phone systems. Aside from conventional phone lines, small businesses must install cables, desk phones, and other hardware requirements. Moreover, they should pay call rates every time calls are placed.
With a VoIP system, you don’t need any additional equipment to install it. In many cases, VoIP service providers manage all equipment on their premises. This way, businesses don’t have to hire more employees to manage the system.
In addition to the financial benefits of VoIP systems, there are advantages you can experience from installing one, which can help grow your business. These include the following:
- Portability
You can use VoIP systems anywhere as long as you have an internet connection. These enable you to make or receive calls from various devices, including smartphones.
With that in mind, you can ensure that you’ll be able to contact your customers or employees anywhere or anytime. VoIP systems can also allow you to transfer calls to your employees without requiring your customers to contact another number.
- Flexibility
Small business owners can take advantage of a VoIP system’s flexibility. Since you can use it wherever you want, you can deploy phones wherever your employees are.
Such flexibility provides your business to expand and avoid additional costs for square footage to accommodate more employees. With VoIP systems, you can support employees remotely without worrying about additional expenses.
- Meet Customer Demand
It isn’t easy to know how many phone lines you’ll require, particularly when your business is still growing. As you hire more employees in the future, you should ensure your communication system is updated.
One of the advantages of VoIP is it doesn’t charge extra when you need to add or remove users. With it, you can add new lines as you hire more staff. And when your employee leaves, you can quickly reassign or remove the line. You may also scale your VoIP systems to meet your company’s customer demand.
- Extensive Additional Features
The reason why VoIP systems are better than traditional phone systems is due to their extensive features. These systems can let you connect various devices to keep your company’s productivity high.
Typically, a VoIP system includes features such as voicemail, contact lists, virtual numbers, and caller ID. These features may all be used to boost your small business’ operational efficiency. For instance, messages and voicemails can be forwarded to other team members with a single click. If you or your employees are on the go, you can request voicemail-to-text transcriptions.
Several features are included in different provider packages. Depending on your unique needs, budget, or preferences, you can also request custom VoIP services.
- Offer A Competitive Edge
There are plenty of things a small business should do to compete effectively with other well-established organizations. A VoIP system gives your company a competitive edge as it enables you to manage external and internal communications more practically and cost-effectively.
VoIP systems can also let you communicate with prospective customers at little to no cost. These may even allow you to talk to customers or partners over long distances, enabling you to compete with other companies internationally.
- Easy To Set Up
One of the best things about VoIP systems is that they’re easy to set up. The implementation process isn’t complicated and can be done in a few hours, depending on your chosen providers. Also, since it doesn’t require expensive hardware or equipment, you can use VoIP with your existing computers and other communication devices.
There are other benefits you can enjoy from using a VoIP system for your small business. If you want to experience such perks, it’s essential to choose the right VoIP system.
How To Choose The Right VoIP System For Your Small Business
VoIP systems are undoubtedly beneficial for small businesses. However, it’s also crucial to remember that not all are the same. While others may benefit from a particular VoIP system, some may need a more advanced one.
To help you select the right VoIP system for your company, here are the things you need to bear in mind:
- Understand Your Needs
VoIP systems vary widely. This is why you should determine your needs when choosing the best one for your small business. Do you need a VoIP with advanced features? Or do you need something that meets your increasing customer demand? Knowing the answers to these questions will help you choose the system that’ll benefit you most and can give you the best value for investment.
- Compare The Price
Price is a crucial factor for many business owners, but it shouldn’t be your only basis when looking around for a VoIP system. Regardless of your budget, compare the prices of your prospective systems. Check the difference in every pricing structure of the vendors. Doing so will help you determine which system is affordable and can offer added value to your small business.
- Check The Features
VoIP systems have many features to offer. One of these is call routing or call management. An excellent VoIP system for small businesses can route calls in case one of your sales representatives doesn’t answer them. Today’s technology also enables companies to provide a touch or voice menu. It’s better than trying to hold impatient clients in the queue until your representatives answer the calls.
When choosing a VoIP system, opt for the one that brings new features that’ll help improve your company’s efficiency and productivity. Ensure it has basic routing and management features to provide your customers with better experiences.
- Don’t Take Security For Granted
Never skimp on security when looking for a VoIP system for your small business. If possible, do your due diligence on vendors to know where their responsibility lies when handling your data. You can also negotiate security terms with your preferred vendor to protect your data.
Find VoIP systems that have end-to-end encryption or advanced authentication options. Such security features are essential to keep your data safe from the increasing number of cyber criminals targeting VoIP systems.
- Look For A VoIP Service Provider Wisely
No two service providers are the same. Therefore, it pays to select the right service provider for your small business. One of the things you should check is the vendor’s reputation. A well-established service provider is known for its good reputation in the industry. If you don’t want to waste your time and money, look for a reputable vendor that’ll meet your needs.
To check a service provider’s reputation, read reviews or testimonials from previous clients. Doing so will give you insights into the clients’ experiences and how they deliver service.
It’s also best to settle with a provider that offers 24/7 customer support. This way, you can guarantee that you’ll get a quick response or answer to your queries or issues you’re dealing with. If the vendor doesn’t have customer support, don’t waste your resources and look for another one.
It’s necessary to take the selection process of the best VoIP system seriously. Once you do so, you’ll enjoy its exceptional benefits, which can make a difference in running a successful small business. Use the above factors as your guide to making a well-informed decision when choosing a VoIP system.
Implementing Your VoIP System
When you’re done selecting the best small business VoIP system, the next thing you should do is implement it. The good thing about VoIP systems is that they’re easy to install and manage. Below are some tips to ensure a successful implementation process:
- Plan Ahead
Take your time with the implementation process and proceed with a plan in mind. If you don’t want to deal with any inconvenience while using a VoIP system, proper planning is necessary—and doing it in advance may be handy.
During this process, identify your key stakeholders and create a timeline. You should also plan to transfer all your contacts and other information from your old phone system. So, take time to prepare the implementation properly.
- Set Up Integrations And Add-Ons Properly
When setting up a VoIP system, learning how to implement integrations and add-ons is essential. These may help improve your system, especially chatbots and call routing. By adding them to your VoIP, you can upgrade your customer service and boost your sales team’s productivity.
Fortunately, most integrations and add-ons are easy to set up. All you need is to download, install, and configure them. However, others may require more work like integrating your Customer Relationship Management (CRM) system with your VoIP. But most providers offer support or tutorials to help you experience a smooth process.
- Train Your Employees
If you want to make the most out of your VoIP system, you need to train your employees. Not everyone knows how to use this kind of system, and some may even find it hard to adjust when using a new one. So, if you don’t want that to happen, plan how you’ll train your employees.
For best results, create an easy-to-follow, comprehensive training program that covers the basics. For example, it should explain how every feature works, how to use it properly, and best practices when receiving or making calls. If you have several employees, consider using video tutorials and online training courses.
- Test Your System
Before rolling out your small business VoIP system, test it to ensure everything works. It may help you address or identify possible issues, saving you time and money from dealing with major problems in the future.
To test your system, make test calls by logging into your account and dialing some numbers. Then, check the features, such as the quality of calls, voicemails, and call forwarding. Do this before business hours or during the off-hour period for your employees.
The implementation process doesn’t end with installing your VoIP system. To ensure it works efficiently, you should keep track of its performance. Doing so will help you identify possible areas or issues for improvement. It also ensures your system meets your small business needs.
Final Thoughts
As a small business owner, you strive to be more competitive and efficient. While there are other communication solutions you can consider, investing in VoIP systems can give you an edge. The key is to choose the best VoIP system and work with a reliable service provider. When implemented correctly, you can enjoy its countless benefits such as flexibility, scalability, and cost savings.