Looking to upgrade your office communication system to adopt a cost-free and more effective one? Business VoIP, a cloud-based phone structure may be what you are looking for. But what is VoIP and how do you find the right provider for your needs?
Business VoIP: How to Choose a Provider
Voice over internet protocol (VoIP) is a virtual phone solution that digitizes voice signals and transmits then over an IP network. This means that with business VoIP, you can make and receive voice and video calls over the internet. And this greatly improves the quality of your work calls.
Many organizations are switching to VoIP for their internal and external communication needs mainly because of its affordability. Such a system doesn’t need multiple phone lines and since it doesn’t use traditional phone lines, international and long-distance calling is much cheaper. You only pay what you have subscribed to with your provider. So, how do you decide which business VoIP provider is the one for you?
Research Providers and Review Plans
It is a good idea to survey the market and see what is out there. Research the top providers. What are they offering and how much are they giving you for those prices? Most virtual phone service and VoIP providers will offer a variety of subscription plans based on business size, number of lines required number of users, amount of calling minutes needed, and so on. This is where you decide what your business VoIP needs are: how many employees will be using the service? What is your average call volume? And more. Compare prices with competitors to determine if they are worth it.
Call Management Tools
Since you are making changes to your existing office phone system, you should also pay attention to what call management tools the new service will provide. How you handle business calls affects your team’s efficiency and productivity. Do you need calls to forward to different departments or spread across multiple offices? For an enterprise with a high incoming call volume, an automated interactive voice response (IVR) can answer and distribute calls, and in some cases, assist the caller without an agent’s help. Features like Simultaneous Ringing and Time of Day Routing direct calls to different numbers or lines to ensure someone answers the call.
Find the Perfect Feature Set
Next, look for other advanced and resourceful features and services. Another major reason to have a business VoIP service is the additional phone call features that become accessible to you. Do you need tools to manage inbound or outbound calls? Can you benefit from call tracking analytics and metrics provided by call activity logs? Are you required to record all business calls? Most providers offer a basic set of features and additional ones that can be added on later. The following features come included for free with every Global Call Forwarding plan:
- Advanced IVR
- Black and White Lists
- Call Transfer
- Customer Greeting
- Dedicated Account Manager
- Failover Forwarding
- Fax to Email
- Local Ringback Tones
- Simultaneous Calling
- Time of Day Routing
- Voicemail to Email
- 24/7 Customer Support
And, you can add these advanced features for a small additional fee:
- Call Recording
- Rollover Minutes
- Inbound SMS Plan
- Outbound Calling
- Outbound Call Recording
This is the most important factor when deciding on which business VoIP provider to go ahead with. If you expect a high volume of incoming calls, then call management tools and IVR can vastly improve caller experience. Callers are greeted and don’t have to wait in long lines to get in touch with you, and they will appreciate that. An organization with a higher outgoing call volume will need an outbound calling service.
Also, keep in mind, if you are a financial services company, you will need to comply with MiFID II and Dodd-Frank regulations for call recording. Businesses in other industries can record and review calls for performance analysis or protection from liabilities.
Make a Decision
To learn more about business VoIP and how it can be used within your office, call Global Call Forwarding at 1 (561) 908-6171. We are here to help you fulfill your business needs cost-effectively and without much hassle.