Choosing a VoIP phone system for your business can be challenging. With so many providers and so many different offers and features, it can be tricky to figure out what’s the best deal and what is right for your business.

Reasons to opt for a VoIP phone system

There are many reasons to choose a VoIP business phone system. This includes cost savings, scalability, reliability, enhanced security and a range of functions and integrations.

Tips on how to choose the best VoIP phone system for your business

There are many critical factors that you should consider when selecting a VoIP phone system and service provider for your business. Price is not the only consideration - you should also be looking at customer service and pricing structures as well as what can meet your specific needs.

It’s useful to start out by defining how many users you’re likely to have and what VoIP phone features your business needs (e.g. caller ID, call forwarding, a virtual assistant, call recording etc.). In many instances you’ll get basic features included in your plan and will be able to select optional extras for an additional fee. Also consider what software integrations you would like to have, such as your CRM. 

Finally, consider from a cost perspective what your current phone expenses are, and what savings you hope to make (directly and indirectly - for example through savings on maintenance or through enabling your staff to work remotely). 

Below are some specific factors to look out for when making this decision.

1. Rates

Cost is always an important business consideration when choosing a new service provider. But don’t be tempted to choose a VoIP provider on low rates alone. 

Many VoIP providers will offer different packages, each with different rates. For example, a basic package may be $19.99 a month, but it may be limited to just a few users and may not include some of the advanced features you’re looking for. Sometimes you can choose a basic package and pay a small fee for individual extra features that you need. 

It’s important to also check what the top tier packages are, what they offer and how much they cost so you can see what to expect if your company scales quickly. If a provider doesn’t offer any advanced packages and you’re planning to scale, then you may want to look elsewhere.

2. Customer support and customer service

Check to see if the service providers offer 24/7 phone assistance, live chats, or other levels of customer support. 

It’s also worth checking the reputation of the VoIP providers on your short list. Look at what customers are saying, and what their ratings are like on business platforms. That can give you a sense of how good and reliable their customer service and support are, both of which will be vital to ensuring seamless business communications.

Sometimes there’s quite a bit of training that’s required to help your staff be able to use the new VoIP software effectively. Check whether the service providers you’re shortlisting offer any training services. Also check to see if they help with installation and maintenance.

3. Integrations 

One of the primary advantages of using a VoIP system is the ability to integrate VoIP with a range of other software applications you may be using. However, not every VoIP provider will offer integrations with the software you have - so this is another factor to check before signing a contract.

For example, you may want to ensure integrations with Dropbox, Google Drive, or your custom CRM tool. 

Integrations can ensure optimal productivity and can save a lot of time and money, so don’t be tempted to overlook their importance.

4. Security

Given the amount of data that’s transmitted daily over VoIP and handled through integrations, it’s imperative to stay up to date with the latest security features. It’s therefore important to do due diligence checks on vendors to assess which ones offer the best security services, and to figure out what they take responsibility for in terms of security. 

See whether the providers offer encryption, multi-factor authentication (MFA), and even biometrics to help minimize cybersecurity risks. 

There’s also a lot of security measures that your in-house IT staff, or managed IT service providers like NB Technology, can implement on-premise to help ensure the security of your VoIP and other digital communications. 

5. Advanced features

There are a range of features that make VoIP phones very attractive for personal and business use. Some systems will, for example, let you make calls using handsets and headsets, make calls through your mobile phone or from a laptop or PC, or allow you to join a video conference. 

Other features include integrations with software that your company uses like a Google calendar, transcribing voicemails, and the option to send files and messages via VoIP phones. 

Compare what features are included in the plan you’re looking at, and see what other vendors offer. Also be sure to identify which features you need, and which would just be nice to have (or which you may want to add in time once your business scales).

6. The fine print

It’s also a good idea to look at the fine print and see what you’d be agreeing to if you signed a contract for a VoIP package. What are the costs if you cancel the contract? What limits are imposed in terms of users and usage? Is the contract for a fixed term, or is it month-to-month? These are all important things to consider as they may affect your cash flow and budgeting. 

NB Technology can help you find the best suited VoIP phone system for your business

VoIP systems and vendors vary in terms of pricing, customer service, advanced features they provide, the level of security they offer, and what integrations they can offer. 

Choosing the right service provider will depend on your exact needs as a business, and will depend somewhat on the reputation and reviews of individual providers. 

You’ll need to take time to compare and consider all options, before making a decision. Sometimes you can even test a provider for free for a few days, to get first hand experience using their products.

As you can see, there’s quite a lot of work and effort involved in selecting the right VoIP vendor for your business. At NB Technology, we help businesses like yours to find the right VoIP solution, so that you can carry on with what you do best. We work with a range of VoIP providers and can manage the entire process including the installation and testing of the system. 

Contact us at (704) 644-1220 for a no obligation consultation to discuss your VoIP phone needs and any inquiries you may have.