2023 Buyer’s Guide: Essential Insights into Business VoIP Systems

Even if your office is your home, your desk isn’t your life. With a desk phone that could ring anytime, VoIP systems keep your business moving and clients happy, no matter where you are. This guide covers VoIP basics, compares them to traditional phones, and helps you choose the right VoIP service from the top options.

What are VoIP systems? 
VoIP systems are cloud-based phone solutions that use the internet to manage one or multiple numbers. Users can simply open an app on their mobile, tablet, or computer to make and receive calls from anywhere with internet access. For businesses, VoIP enables seamless remote operations, connecting team phone lines and offering enhanced functionality, including text messaging and app integrations.

Comparing VoIP and Cellphone Calls for Businesses

Using cellphones for business communication has limitations, whether you provide company phones or rely on employees’ personal devices. VoIP offers a versatile solution.

Benefits of VoIP for Business Communication:

1. Cost-Efficiency: Adding new phone lines to business cellphones can be costly.
2. Work-Life Balance: VoIP allows a clear separation between business and personal calls, promoting work-life balance.
3. Choosing the Right VoIP Provider:
   When selecting a VoIP service, consider the following questions:

• Compatibility: Ensure the software works with your browsers and operating systems.
• Contract and Cost: Understand contract terms and any additional fees.
• Number Addition Cost: Know the cost of adding new phone numbers.
• Setup Process: Inquire about setting up a VoIP system.
• Number Porting: Ask if you can transfer existing numbers.
• Customer Support: Check if customer support is available.

Six Essential VoIP Features for Businesses:

1. Shared Phone Numbers: Simplify communication with shared inboxes for multiple team members.
2. Auto-Attendant (IVR): Automate call routing, enhancing efficiency.
3. Integrations: Connect VoIP with other business tools for streamlined operations.
4. Voicemail Transcriptions: Read voicemails for convenience, especially on the go.
5. Call Forwarding: Redirect calls to colleagues when unavailable.
6. Call Recording: Archive and review calls for quality control and dispute resolution.

Four Red Flags to Avoid in a VoIP Phone System:

1. Ongoing Call Quality Issues: Consistently poor call quality indicates a problematic service.
2. Poor Customer Support: Avoid providers with inadequate or unsatisfactory customer service.
3. Complex Pricing: Choose a VoIP system with transparent pricing to avoid confusion.
4. Lack of Advanced Features: Opt for a provider that offers a range of features beyond the basics.

VoIP technology can greatly benefit businesses by providing cost-effective, flexible, and feature-rich communication solutions.