Things To Know Before Choosing The Right VoIP Provider For Your Business
People love talking over the phone, and doing business over the phone always seems more professional. Now, while the service is in demand, the traditional way of installing conventional phone lines and dealing with phone companies is not ideal. Fortunately, in the modern day and age, there’s a much better alternative in the form of VoIP (voice-over internet protocol).
The number of these services is growing, so you might soon face a paradox of choice – the difficulty of telling different offers apart and choosing the best. Here are a few things you need to know and questions you need to ask to figure it out.
Business Requirements
Before you even start looking for VoIP providers, you need to determine the requirements of your own business.
How Many Lines?
The first question you want to ask is how many lines you will get. This is probably the single most important question when making this choice, and if the number is too low, there’s no need to ask any subsequent questions. Before you ask it, however, you need to know how many lines your business needs.
How Many People Are In The Office?
If your team is in an office, you will probably prefer to look for a local provider. For instance, if you’re from Wisconsin, looking for hosted VoIP in Wisconsin makes more sense than in Florida, right? However, one of the reasons you’re getting VoIP is that it’s great for remote work. This way, even remote workers get access, giving you much flexibility.
What Is Your Average Call Volume?
Some providers will charge you per call volume. In some scenarios, you’ll pay a fixed fee for a specific number of hours and pay extra every time your team oversteps it. Then again, in some scenarios, the connection quality may fall from overuse. You need to understand the capacities of your business before you ask the provider if they can handle it.
Reliability And Uptime
If you’re paying for an essential service, you want it to be available for as long as your business is running. With that in mind, you need to pay special attention to uptime. This is especially important for your employees living abroad since downtime will make them unavailable.
What’s Uptime?
The simplest definition is that uptime is the percentage of time a system or a service is available for use during a given period. If a service is available for ⅘ days, its uptime is 80%. This is quite a simple equation, and it can help you see how much you’re getting for your money.
How Do You Calculate Uptime?
Now, the example we’ve used for the previous question is instructive, but it’s not very relevant or faithful to the argument. You’ll rarely see a figure as low as 80% when looking for uptime. Instead, you’re looking at decimals like 99.9% or 99.99%. Ideally, you want 99.99% and better (like 99.999%).
What’s The Track Record And Reputation Of The Provider?
When you ask about the uptime, every provider will promise you the world. This is why it’s so important that you ask around a bit. Every provider has a reputation that’s nearly impossible to hide. If they don’t deliver on the promised uptime, you shouldn’t have too much trouble uncovering this.
Scalability
One of the questions that every entrepreneur has to ask is – what happens if my business grows or shrinks? Can I change the package and get more? What if my business stops doing so well? Can I downscale a package and save money this way?
What Is Scalability, And What If I Need More?
Scalability is the potential to increase the scope of the service and pay more or downscale it and pay less. Since you never know how well your business will do in the future (despite all the forecasting and your optimism), it’s a smart business practice to retain this option.
What’s The Compatibility With Existing Hardware?
If the technology is not compatible with the existing hardware, every upscaling will be incredibly expensive. You’ll have to get a new device for every additional line, which means that you’ll constantly face higher costs than you would have if you just checked this at the start.
What About The Software Integrations?
VoIP can be integrated with the majority of platforms that you’re using, regardless if these are conventional communication platforms, project management tools, etc. The thing is that this can make it much easier to keep track of the progress and performance of your staff members, which is something that you should never underestimate.
Cost And Cost Structures
Whenever you’re choosing a service, you need to understand how much it will cost you. Sometimes, the answer will not be as simple as you would like it to be.
How Do They Charge?
Not all providers will charge you the same. This is why you need to figure out their pricing structure. Namely, depending on the pricing model, you may be charged per user. Then, there could be some fees regarding special features and extra expenses to remember. Either way, you must understand how they charge before, not after.
How Much Will It Cost In Total?
Once you understand your business’s pricing structure and requirements, you’ll be able to calculate the total cost. This is the only thing your accounting team and your budget are concerned with. Can you, under current circumstances, afford the total cost? If not, what can you afford?
What Additional Fees Are There
As for the fees in question, you may have to face activation or setup fees, pay for the new hardware, face international calling rates, and much, much more. In general, some providers have limitations on the number of minutes of data that can be used, and overstepping this will cost you extra. You need to know this in advance.
Wrap Up
As you can see, what you’re aiming for is a reliable and scalable VoIP service that you can afford. You need to start by figuring out what you need; this way, you’ll know more than just which questions to ask – you’ll also know how to respond to the answer that you receive.
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