8 tips for choosing the best VoIP for your small business

1.
VoIP phone service: why your business needs it

Having a reliable and efficient communication system is essential for the success of any small-to-medium business. Traditional landlines are slowly becoming a thing of the past, making way for a more modern and flexible solution: VoIP phone service.

But what exactly is VoIP? VoIP, or Voice over Internet Protocol, is a technology that allows you to make and receive calls over the internet rather than traditional phone lines. Beyond voice calls, VoIP also offers a range of additional features that take traditional business phone systems to new heights.

Overall, investing in a VoIP phone service for your business is a smart move. Its advanced features not only save you money but also provide greater flexibility, service, security, scalability and more—all things your business needs to thrive in today’s competitive landscape.

Before diving into the vast array of VoIP features and capabilities, it’s important to assess your business needs. Consider factors such as the size of your business, the number of employees, the nature of your industry and your communication requirements. Understanding your specific needs will help you choose the right VoIP service that aligns with your business objectives.

With that in mind, let’s jump into some more tips for choosing a business VoIP service for your SMB.

2.
VoIP vs. traditional phone lines

When it comes to choosing a phone service, you might find yourself torn between VoIP and traditional phone lines. Let’s dive into the key differences and provide some notes to guide you.

As mentioned, VoIP phone systems use the internet to transmit calls. On the other hand, traditional phone calls rely on POTS (Plain Old Telephone Service) lines, or what most people know as those traditional copper landlines. While both options offer essential communication features, there are several factors to consider when making your choice.

Cost-effectiveness is often a top priority for SMBs and VoIP shines in this department. With VoIP, you can take advantage of lower monthly fees and reduced hardware expenses. Traditional phone lines, on the other hand, usually involve higher installation and monthly costs.

Scalability is another crucial factor for SMBs. VoIP excels in this area, allowing you to scale up or down effortlessly. Adding new lines or expanding your VoIP phone system’s capabilities can be done online with a few clicks, without the need for complicated hardware installations or technician visits.

VoIP also offers greater mobility and flexibility in comparison to traditional phone lines. You and your employees can make and receive calls from anywhere with an internet connection, keeping you connected whether you’re at the office, on the go or working remotely.

However, it’s important to consider the specific needs of your business before transitioning over to an internet-based phone system for small business. Traditional phones may still be a fitting choice for certain industries. For instance, if your business experiences frequent and lengthy power outages, a traditional phone line might be the more reliable option. This is less of a concern now that you can get battery and internet backups for VoIP and take advantage of features that automatically forward calls during a device outage.

To make the right decision, ask yourself a few key questions: What are your communication needs? Are you planning to expand or downsize in the near future? Do you have reliable and fast internet connectivity? By considering these factors, you’ll be able to determine which option is best suited for your small business.

3.
VoIP service features

When it comes to choosing the best VoIP service for your small business, it’s crucial to consider the features offered. The right set of features can significantly enhance your communication capabilities and improve your workflow. Let’s dive into some of the key VoIP service features that are particularly beneficial for SMBs.

Call routing and forwarding

Look for VoIP services that offer flexible call routing and forwarding options. With these features, calls can be automatically routed to a device or department based on predefined rules. This ensures that important phone calls are never missed and are directed to the right person or team, regardless of their physical location.

This kind of seamless call management enhances customer service and improves overall efficiency. Use call routing and forwarding to keep your customers happy and maintain your availability, even on the go.

Virtual Assistant/Auto Attendant

Picture this: A customer calls your business and is immediately greeted with a professional and customizable menu that directs them to the right department or provides a greeting with important information.

As an SMB, you know that every customer call is valuable. A virtual receptionist is a feature that can transform your customers’ experience. Greet callers with a professional, customized message and direct them to where they need to go.

For instance, a medical office can direct patients to schedule appointments, access prescription refill options or get general information through an automated menu. A virtual receptionist ensures that your customers receive prompt assistance while reducing the burden on your staff.

Voicemail-to-email transcription

This feature transcribes voicemail messages into text and sends them directly to your email so you can easily read and prioritize messages. This can be particularly helpful for professionals who are constantly on the move, such as landscapers or sales representatives. You can stay connected and respond promptly to client inquiries, ensuring that no potential opportunities slip through the cracks.

Call recording

Being able to record phone calls can be helpful for quality assurance, training purposes or legal compliance. With call recording features, you can review important discussions, capture key details and improve your customer service. Whether you’re a law office keeping track of client consultations or a restaurant addressing feedback, call recording is a feature you don’t want to overlook.

4.
Don’t ignore collaboration features

Effective communications among team members is key for all businesses. That’s why it’s crucial to consider the collaboration features offered by a VoIP provider for your SMB. These features can greatly enhance productivity, streamline communication and foster teamwork within your organization. So, let’s dive into what you should look for.

Conference calling

The ability to seamlessly arrange conference calls is a must-have for any company. Seek out a VoIP provider that offers conference calling with crystal-clear audio quality. Ensure it can accommodate the size of your team and allows for easy integration of new participants. A conferencing feature that’s easy to use and reliable will keep your team connected and productive.

Team messaging

Consider a VoIP service that includes team messaging capabilities. This feature allows employees to communicate and collaborate in real time, whether they’re in the office, working remotely or on the go. With team messaging, you can create group chats, share files and documents and keep everyone on the same page.

Videoconferencing

In today’s digital age, face-to-face meetings don’t always require physical presence. Look for VoIP services that offer videoconferencing capabilities. With high-quality video calls, you can conduct productive meetings with clients, remote team members or other business locations without the hassle of travel.

Screen and file sharing

Collaboration often involves working together on documents or presentations. Consider a VoIP service that allows videoconferencing with easy screen sharing and file collaboration. This way, you can effortlessly review documents, make changes in real-time and share ideas seamlessly, no matter where your team members are located.

Third-party integrations

Many VoIP services integrate seamlessly with applications like project management tools, customer relationship management (CRM) systems and instant messaging platforms. This integration enables your team to access relevant information and communicate more efficiently within a single platform, minimizing the need to switch between different applications.

5.
Admin and security features

As a business owner or manager, you need a system that is not only easy to manage but also reduces the risk of security breaches. After all, protecting your data and maintaining control over your communication channels is a must. Here are some essential admin and security features to look for when selecting the best VoIP for your SMB.

User-friendly management tools

As a business owner, you don’t have time to waste on learning and setting up complicated phone system settings. Many VoIP services offer intuitive web portals or mobile apps, allowing you to easily manage user settings, call routing and other important features. Simplified administration means less hassle and more time to focus on growing your business.

Access controls

A robust VoIP service should offer access controls to safeguard information and prevent unauthorized access. Consider features like password-protected user accounts and role-based access controls to ensure that only authorized personnel can access and manage your VoIP system.

Encrypted communications

Some VoIP services provide end-to-end encryption of your voice data, ensuring that your conversations remain private and protected from eavesdropping or interception. While most users may not necessarily require this level of security, it is a feature to consider.

Spam blocking and call screening

Unwanted phone calls can be a major disruption to your day-to-day operations. Most VoIP services offer spam blocking and call screening features that can keep those pesky spam calls at bay and help you focus on what matters most—serving your customers and managing your business.

Data backup and logs

Accidents happen but they don’t have to be catastrophic. A reliable business VoIP service should provide automated digital data backup and call logs, giving you peace of mind knowing that your crucial information is safe and retrievable if needed.

6.
Factors to consider when choosing VoIP service provider equipment

From VoIP equipment requirements to support options, here are some essential factors to consider when selecting a VoIP service provider for your SMB.

VoIP hardware requirements

How to choose hardware for your business VoIP largely depends on your business needs. In some cases, you may require specific hardware to fully leverage your VoIP service.

Determine what your working situation requires. Do you need physical VoIP phones for each desk in the office or will some employees be using softphones on their computer or mobile phone? Do you require VoIP headsets or cordless IP phones? Do you need a separate conference phone? Consider the type of devices you’ll require and if the provider offers them as part of their service or if you need to purchase them separately.

If you already have traditional analog devices and want to use these existing phones with your VoIP system, you’ll need an analog phone adapter. Find out whether the device will be included as part of your plan or if it’s a separate cost.

Compatible modem or router

Some VoIP service providers require special modems or routers to ensure that your existing equipment is compatible.

Before making a decision, check with the providers you’re considering to see if your existing router and modem are compatible with their VoIP service. Some VoIP service providers require specific hardware configurations or recommend certain router models to optimize call quality and reliability.

Network requirements

Consider the bandwidth and network requirements of the VoIP service. Ensure that your internet connection is robust enough to handle the additional data traffic for VoIP calls. Cloud systems generally require stable and high-speed internet connections to deliver excellent call quality and minimize disruptions.

Phone support

It’s crucial to choose a business phone service provider that offers reliable phone support. Look for a provider that offers accessible customer service with real people ready to assist you if you run into any issues. Having a knowledgeable support team just a call away can save you time and keep your business running smoothly.

7.
Don’t settle for second-class support

While many providers claim to offer top-notch support, it’s important to do your due diligence and investigate their reputation before making a decision.

One of the easiest ways to gauge the quality of a VoIP service provider’s support is by checking online reviews. Take the time to read through feedback from other business owners who have used the service. These reviews can give you valuable insights into the level of support offered by each company. Look for patterns and pay attention to recurring complaints or praises.

Another effective way to gauge a provider’s support quality is by asking for references. Reach out to other businesses in your industry who have already made the switch to VoIP. Ask them about their experience with the provider’s customer support team. Were they responsive? Did they resolve issues promptly? Gathering real-world feedback can help you make an informed decision.

Remember, stellar support is not just a nice-to-have—it’s an essential component of any business VoIP service. Do your research, read online reviews, ask for references and choose a service provider that values your success as much as you do.

8.
Scales with your business

As an SMB, you’re constantly looking for ways to expand and take your business to new heights. That’s why you want to choose a business VoIP service that can keep up with your evolving needs.

Traditional phone systems often require lengthy service calls and technician visits whenever you need to add new lines. This can be a time-consuming and costly process, causing unnecessary delays in your business operations. However, with a VoIP system, you have the freedom to scale your business phone system without the hassle.

Whether you’re opening a new branch, hiring additional staff or expanding your operations, VoIP systems can adapt to your changing requirements seamlessly. Typically, you can add new lines and features with just a few clicks, giving you the flexibility to scale your phone system in real-time.

When considering the best VoIP provider, for business look for ones that emphasize scalability and make it clear that you can easily add new lines and features as your business grows. Remember, your phone system should be a valuable tool that supports your small business’ success, not a roadblock that holds you back.