Good communication within an organisation is one of the most crucial aspects that keep it functioning.

In 2021, some organisations have moved back to workplaces, while some others continue to work remotely. Especially in the remote working scenario, employees need to connect to each other, clients, regulatory bodies, etc. as and when required over telephone systems and other modes of virtual communication. Organisations of every size require robust technological support to facilitate the exchange of ideas and information in this flexible model of work.

But selecting the right communication technology can be a daunting process. If you have been searching the markets for a phone system, you must have encountered the VoIP telephone systems for small business. They are gaining popularity with their advantageous features and advanced communication support. This article will further explain the things you need to keep in mind when selecting a VoIP telephony for your organisation.

1. Analyse your Requirements

One of the most basic considerations when looking for a communication solution for your business is the analysis of your requirements. For example, features such as caller ID, call waiting, call forwarding, etc. are the most basic ones and come with all VoIP telephony. Advanced features such as call screening, call transaction, auto-attendant, etc. may or may not be added to the packages. If they are what your business requires, you must confirm them with the service provider before finalising the deal to avoid getting any last moment surprises. This helps give you a better-defined perspective of the solution that can fit your bill and provide the services your workforce requires.

2. Narrow Down The VOIP Telephony Providers That Might Qualify

When you have acquired a clear understanding of the features that your business requires, you can filter the available VoIP service providers accordingly. There is no need to waste time contacting the ones that do not provide the services and features your business requires. Instead, this valuable time can be used to negotiate the useful and important features and costs with providers that suit your business requirements. The three of the most important features that can help provide a smooth communication experience are discussed ahead.

3. Enquire For Third-Party API Integrations

Your business might already be using support systems such as a helpdesk application. The VoIP telephone service you select must be able to integrate with similar third-party APIs for a smoother transition to the new system. You can ask the provider if their VoIP also integrates with other software such as a CRM system, cloud storage service, etc. which are already used by your organisation. This integration saves a lot of efforts, time, and costs when implementing a VoIP communication service.

4. Consider The Security Features

Keeping business secrets safe is one of the keys to success. Hence, all the communication over your business phone system must be kept secure to reduce the risk of breaches or leaks of confidential business information. Competitors or malicious software might be prying on the data that is shared through the public internet. Hence, make sure the provider supports end-to-end data encryption. When a robust encryption framework is merged with multifactor authentication, secure data access, and other effective security options, communication security can significantly be enhanced. Carefully consider the security checks that a provider offers to your data.

5. Do Not Forget The Importance Of Customer Support

Everything said and done, all communication systems require regular maintenance and up-gradation. You will need strong customer support in these scenarios. Conduct thorough research on the after-sale service or customer care given by a provider. You can also visit local business listing websites for previous customer reviews and ratings. Consider this as a precaution against scenarios where your only mode of communication has a breakdown, and you need it fixed as soon as possible.

Benefits of good customer support can include (and are not limited to):

  • Reduced risk of system failure
  • Reduced system downtime
  • 24/7 Support for any problems
  • Streamlined communication experience

6. Pick The Best Plans

After considering all these aspects and requirements, the final decision comes down to studying every plan carefully. Find out all the costs that you may have to pay for including the hardware, software, maintenance, installation, support, fees for cancellation, usage limits, etc. Going through return policies is also helpful. Make a final decision after keeping all this information in mind.

The Takeaway:

VoIP telephone systems are the modern-day communication solution for every business. As a small business, you only need to consider the factors that can benefit your organisation and save costs along with providing uninterrupted communication. You can also contact NECALL Voice & Data to take care of all your voice and data solution requirements. Our experience of serving business communication needs spans over almost 3 decades and we continue to strive for the best services possible.