List of VoIP Requirements for Small Businesses
It can be tempting for small businesses to choose any VoIP solution at any cost when it comes to VoIP. VoIP is promoted as a method for small businesses to sound like "big ones," but in order to get the most out of a VoIP solution, small businesses still need to plan for a VoIP deployment in the same manner that large corporations do.
If you work for a small business, like most of them, you probably wear many hats, and the "VoIP Expert" hat is probably not one you own. Allow me to lend you mine for a little while while I take you through the fundamental requirements that must be met before implementing VoIP in your small business.
12 VoIP Requirements for Small Business VoIP
1. Your network is vital for clear VoIP calls. Think of it like a road: a smooth, congestion-free setup is essential for optimal performance. If you have heavy internet usage, consider a separate network for voice traffic. This ensures quality calls and is well worth the investment as switch prices have become more affordable.
2. Bandwidth is key! Small businesses often overlook the impact of VoIP on their internet connection. To avoid quality issues, ask your VoIP provider about their packet size and calculate the added bandwidth needed for your expected call volume. Upgrading your internet connection may be necessary for seamless VoIP calls.
3. Understand your calling patterns before switching to VoIP. If you primarily make local calls, the cost savings may be minimal. Long-distance calls, however, can offer significant savings with VoIP. Remember, you can use IP phones for enhanced features even without relying solely on VoIP for calls.
4. Don't ditch the PSTN entirely! Even if VoIP is your primary choice, keep at least one PSTN line as a backup. This ensures you can still make and receive calls if your network or internet connection experiences issues.
5. VoIP Disaster Planning: Be Prepared! Unlike traditional phones, VoIP relies on your network. Outages disrupt service.Solution: Backup internet & UPS (battery backup) ensure calls during emergencies.
6. For business phone systems, consider hosted VoIP for very small teams, explore both hosted and premise-based for growing businesses, and focus on premise-based solutions for larger organizations.
7. Choosing your VoIP service provider takes research – compare nationwide, regional, and local options for the best combination of features, uptime, service agreements, and customer reviews.
8. Choosing the right VoIP calling plan is crucial. If you have high call volume, a flat monthly rate might save you money. For lower usage, a per-minute rate could be the better option. Do the math before you choose!
9. Don't buy VoIP hardware blindly! Assess each user's needs first. Consider factors like frequent conferencing needs (speakerphone quality), the number of simultaneous calls they handle (line appearances), and preferences for headsets versus handsets.
10. Set a realistic budget for your VoIP deployment. Factor in hardware costs, service fees, and whether you prefer upfront payment, monthly charges, or a hybrid approach. Remember, the total cost of ownership (TCO) gives you the true picture.
11. While VoIP usually lowers monthly call costs, there are upfront costs. To estimate your payback period, calculate your monthly savings from switching and divide it by the total upfront costs. This will tell you how many months to recoup your investment.
12. Know Your Tech Skills: Don't underestimate the upkeep! VoIP is user-friendly, but troubleshooting takes expertise. Assess your in-house tech talent honestly. If lacking, factor in outsourced tech support costs when considering your VoIP solution.
These 12 key considerations are a springboard for your VoIP journey! Every business is unique, so tailor this list to your specific needs. By addressing these points, you'll be well-equipped to choose the perfect VoIP solution for your small business.