5 Things Your Business Must Consider Before Selecting a VOIP Phone System for Small Business in 2022

- May 09, 2022

VOIP Phone systems have become an integral part of most business communication strategies. VOIP Phone systems provide amazing benefits including managing your phone system; growing and reducing your phone footprint; reducing costs; and providing employees/users with more features and functionalities than ever before!

While VOIP phone systems provide many benefits, it’s important to carefully select the VOIP provider that will best fit your business’ needs as a business’ phone system is one of the most important parts of business operations.

Let’s dive in to the 5 Things Your Business Must Consider Before Selecting a VOIP Phone System for Small Business in 2022:

Power & Networking:

VOIP phones are different from traditional phones in that they often need dedicated power unless your environment can support PoE (Power Over Ethernet). Most VOIP phones support PoE which can power your new VOIP phone without the need for an additional power supply.

Some businesses don’t mind having extra cables around their phone systems, while other businesses are focused on presentation and aesthetic. Leveraging PoE to power your phone system is up to preference, but it is recommended as it’s easier and less to manage.

The power for PoE is provided by your Network Switch. Before you order your new VOIP phones, it’s important to verify whether your Network Switch supports PoE and if it has enough budget to support PoE for all your network devices.

Since VOIP phones leverage your internet connection to make and receive phone calls, it’s important to consider your internet service and bandwidth before switching to a VOIP phone system. While VOIP phone calls don’t require a lot of bandwidth, you still need a consistent and reliable connection to enjoy your VOIP phone system.

If you’d like to run a network assessment to test your internet connection, reach out to The VOIP Guru and we will gladly provide you with a free network assessment that rates your internet connection for VOIP phone service.

Type of Phones/Hardware:

VOIP phones come in all styles, shapes, and sizes. It’s important to consider how your workforce operates as most VOIP phone systems allow for calling using a softphone (app-based phone) and/or a hard phone (physical phone).

If you have a distributed remote workforce, your employees may prefer a headset they can connect with their computer which can be used to make and receive phone calls. If you have a workforce that reports into a physical location, they may prefer a physical phone that sits on their desk, is attached to a wall, or supports a headset.

Some of this may sound simple, but every employee has their preference and the more flexible you can be with your employees, the better their employment experience will be.

Mobile Users:

In some organizations, employee needs can range depending on their business unit, title, work environment, and much more. Within some organizations, positions like sales, management, or executives may need to be connected no matter where they’re at or the time of day.

Achieving this can become cumbersome and expensive if you don’t carefully consider their needs. Many VOIP phone system providers provide a softphone application which can be used to do things like texting, make and receive phone calls, send faxes, and much more. Oftentimes, businesses will have multiple solutions from different vendors when all their business objectives could be resolved by one provider. With the correct VOIP phone system for business, you can eliminate the need for video conferencing licenses, cell phone plans, and third party persistent chat services.

Type of Phone Accessories:

As you’ve noticed through this article, each employee has different needs. Some of your employees may require Bluetooth headsets to successfully conduct business while others may require an expansion bay that allows them to route calls to over 30 other extensions.

We typically find employee needs are universal by department, so identifying the best accessories can be less cumbersome than asking each employee 1 by 1 what they would like, but in most instances the executives typically get the best gear.

Contact Center Functionality:

A contact center is a software platform that provides your employees with the tools they need to successfully run a call center. Call centers aren’t specific to a single department as each company runs their business differently.

Call Centers are most common in organizations where customer support is being provided or there is an inside sales team that is making and receiving phone calls. If your organization runs and operates a call center, it’s imperative you consider how you want to improve your customer/client experience.

For example, organizations with a large number of inbound calls and a small team in their call center may want to consider a feature like automatic callback where a client or prospect can select to be called back once they’ve reached their place in line.

If you have any questions or need any guidance on how to choose the best VOIP phone system for your business, schedule your free 30-minute consultation with The VOIP Guru today! We work with businesses of all shapes and sizes spanning form multi-national organizations located in multiple countries to small businesses with a handful of employees.

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