A Voice over Internet Protocol (VoIP) phone system is a quick and easy way to upgrade your business’ communication tools. It is an Internet-based solution that frees businesses from the outdated traditional public switched telephone network (PSTN). This gives teams more freedom and flexibility in choosing where and how they work.
VoIP has many benefits, but it’s still evolving and we can’t just sit back and carry on through the next decade. The key is choosing the right system to meet the evolving needs and priorities of your business.
We guide you through solutions that deliver the best long-term performance for your organization, helping you:
- Understand the pros and cons of each VoIP-based approach
- Leverage the best cost-saving techniques to reduce your overall investment.
- Future-proof your chosen solution by purchasing with both current and potential communication needs in mind
Get the least complex and working VoIP phone system
Overall, an Enterprise Voice Phone System provides a lightweight, Internet-based solution that simplifies your infrastructure while providing more flexibility in how your business operates.
However, with so many features to choose from, putting together the right system for your business can seem quite complex at first, no matter how you approach it.
Figuring out what you need from a VoIP system can seem a little difficult, but it’s actually a good problem to have. The customizable nature of VoIP allows most businesses to benefit from a very simple and low-cost setup, with only the features they really need.
Be clear about your communication needs and objectives before you shop to avoid over-purchasing and complicating your choices. What aspects of your phone system are essential to your current operations?
If you find a solution that provides most of the features you need, but requires you to upgrade some additional features, keep looking. Don’t upgrade just for one or two additional features.
There are probably other highly rated VoIP providers that can price these tools as add-ons a la carte or customize bundles to suit your needs.
Tips when buying any type of VoIP phone system
Plug and play VoIP phone system
Your business probably already has an internet connection, which is a key component of this cloud-based solution.
As a result, setting up a new system may only require configuring a few additional routers to allow for wider coverage. You may also need to install an adapter on your desktop phone or the hardware you plan to use to ensure compatibility with your VoIP network.
VoIP providers can also provide insight into structuring your system and include a local area network (LAN) to maintain privacy. Once the backend is set up, all calls are routed to the designated business device via a VoIP-hosted private branch exchange (PBX) system over an established internet connection.
One of the biggest benefits of plug and play is that it eliminates the cost and hassle of replacing existing phones and hardware. This option is designed to complement your current system setup to make a simple and streamlined switch from landline to internet, making it ideal for new and small businesses with little existing infrastructure. .
To further reduce your initial investment, you can provide your team with refurbished phones. Some hardware is easier to upgrade or replace than others, so be sure to consider the brand and manufacturer when outfitting your hardware. You can also take advantage of the smart devices your employees already own, as long as you instruct them on best practices for maintaining network privacy, especially when working remotely.
Problems can arise with a play-and-play approach when growth outpaces the system’s capabilities. Let’s say your customer base has grown into the low thousands, your call volume has increased dramatically, and your number of employees has grown into the hundreds.
In this case, you need a better system for tracking metrics, segmenting customers, and creating multiple call flows.
At that point, a basic, no-frills VoIP framework can no longer handle all your communication demands. Fortunately, your budget is likely to be larger, so you should be able to upgrade.
Cloud-based VoIP phone system
Technically, cloud-based VoIP solutions are fairly plug-and-play in their construction. Configuration of the PBX, Session Initiation Protocol (SIP) trunking, and other key parts of the system are managed offsite through the provider’s servers. Your primary responsibility is to ensure that your business phone (whether desktop or smart device) is compatible with her VoIP network.
Switching from a landline network to a cloud-based VoIP system allows you to implement and update network-wide functionality in real-time. Change system settings, such as adding lines to accommodate your growing team or using a toll-free number for targeted marketing campaigns, from the online interface.
When you’re ready to deploy more advanced features like automated call menus and call routing, you can manage them from your trusted device through the same user interface. And as your business grows and your needs change, you can work with your provider to upgrade your plan or remove unnecessary add-on features.
As with plug-and-play solutions, the best way to keep costs down with cloud-based systems is to consider the quality and longevity of your communication devices. When investing in traditional desktop hardware, choose a recognized and well-regarded brand like Nextiva. It may be tempting to choose the cheapest option, but cheaper options are usually less reliable and don’t offer as many features.
On-premises VoIP phone system
On-premises VoIP systems are solutions that use on-site servers rather than servers hosted in the cloud. Some business owners prefer this approach because it gives them complete control over the structure and configuration of the system. Elements like setting up SIP trunks, adding or removing users, and updating system security features are all in your hands. VoIP providers simply extend Internet-based phone network capabilities to their existing framework.
If you don’t already have an on-premises system in place, this solution may be too expensive to implement from scratch. This is typically the most time-consuming and costly approach due to extensive hardware, monitoring, and upgrade requirements.
However, once the system is deployed and you add more users and features, Cheaper than paying an ongoing subscription to a cloud-hosted provider.
You can take steps to extend the lifespan of your on-premises systems by investing in quality hardware and a strong support team. You’ll need a dedicated IT staff who can manage your systems, coordinate additional features, and stay on top of the latest security practices.
Hybrid VoIP phone system
You can also consider a hybrid solution that combines on-premises and hosted approaches. This is a good option if you don’t have the budget for extensive IT support and want to easily configure certain features through an online interface.
The key here is to make sure your VoIP provider is knowledgeable and can provide the ongoing support you need. If you don’t have in-house IT support, you need to make sure you can trust your provider if something goes wrong.
Virtual call center solution
Some VoIP providers offer software-based solutions for managing not only your phone system but also your customer service needs. For example, Nextiva’s AI-powered contact center is built around AI technology designed to streamline and simplify the customer contact journey across all channels.
These virtual contact center systems combine VoIP service interfaces with additional customer service and sales capabilities. Build and access your CRM database, customize self-service features, and access additional tools.
As with any basic VoIP plan, shop around to find the option that best fits your budget and business size. Another important consideration is whether your VoIP provider can integrate with your chosen virtual call center platform, or whether it’s more cost-effective to get both from the same company.
VoIP phone systems and SIP trunking
Within the context of VoIP, a SIP trunk is essentially a “bundle” of virtual circuits that manage incoming and outgoing call or data traffic.
Each line in the trunk carries video and voice data to and from a specific destination within the enterprise. Because these circuits are virtual, they can be established and terminated in real time as data is sent and received. As a result, multiple team members can share a single trunk, depending on each team’s expected traffic load.
So why is this important? Managing these trunks (adding and removing trunks, troubleshooting technical issues, and maintaining system security) depends on whether your system is hosted in the cloud or located on-premises. It depends.
Cloud-based solutions are fully monitored by your VoIP provider and any changes can be made through an online interface.
Whereas an on-premises setup requires IT staff to manually add or update trunks through the system interface, the VoIP provider simply connects the system to the Internet network functionality. The main differences between these options are the amount of control you can exercise over your system and the costs associated with maintaining hardware, software, and dedicated IT staff.
Both approaches can be considered future-proof as they both require the same amount of upkeep and maintenance to stay ahead of new technology.
The key difference is that with on-premises solutions, you and your team are responsible for these updates, whereas with VoIP hosted plans, this is offered as an included service by your provider.