How To Choose a VoIP Provider (2023 Guide)
Who would have thought that people making calls without picking up the phone would become the norm?
A few years ago, this was hard to imagine.
With various business use cases, the best VoIP providers offer many features that cater to businesses, such as call forwarding, caller ID, voicemail, etc.
In this post, I’ll review everything you need to know about voice-over-internet protocol systems and how to choose the best VoIP provider for your business.
Aspects To Consider When Choosing A VoIP Provider
There are a few crucial aspects to consider when choosing VoIP phone service.
These aspects, offered by different VoIP service providers, include the following.
Business Communication Needs
The best VOIP service provider is the one that can cater to your business communication needs.
They should offer your company essential VOIP features like call forwarding, caller ID, voicemail, and more.
International Calls
Using the right internet protocol system also allows businesses to make international calls which is a great feature for companies with employees or customers in different countries.
Using the same broadband internet found in most offices, you can set up a VoIP phone to make calls to different countries without worrying about expensive long-distance charges.
Calling over an internet connection also means there is no need to worry about the quality of the call, as it will be the same as if you were making a local call.
Customer Support
The best VoIP service provider is the one that can offer you support when you need it.
Your platform should have a team of customer service representatives who can help you with any problems.
The provider should also have a knowledge base or FAQ section on their website that you can use to find answers to common questions.
The Available Reviews
The right VoIP system for your needs will have good reviews from other users who are ideally involved in your business’s same niche.
You can find these reviews by doing a quick search online.
When you read these reviews, pay attention to what other users say about the features offered by the provider and the quality of customer service.
Compare Pricing
Various VoIP providers offer different plans at various price points.
Comparing these providers’ pricing is essential to find the best deal.
Just visit the product’s pricing page and compare VoIP providers and their plans.
Check The Contract Length
Business VoIP providers will often have contracts that you will need to sign.
Before signing any contract, ensure you understand the terms and conditions.
In particular, you should pay attention to the length of the contract and the early termination fee.
You will need to pay the early termination fee if you decide to cancel your service before the end of the contract, so being aware of what’s involved is essential.
Make Sure They Provide Scalable Options
If you want your small business to grow, choosing a VoIP provider that offers scalability is essential.
They should be able to increase the number of users on your account as your company grows and have the bandwidth to support a growing operation.
Check For Any Add-On Services They Might Offer
The best VoIP providers often offer additional services to add to your account.
These services can include call recording, call center software, and more.
See What Features Are Included
Various features come with different VoIP plans.
Some of these features are essential, while others are nice to have – understanding the difference is essential when making a final decision.
In the next section, I will review some of the most critical factors.
What Features Do You Need In A VoIP Provider?
The functionality that a business needs will vary from one company to another.
However, some features are essential for most businesses.
Let’s look at some of these critical features.
Integrations
One can integrate VoIP phone systems with a variety of business applications.
Businesses can use a VoIP phone system with other software, such as customer relationship management (CRM) and office productivity suites.
Third-party integrations make it easier to manage business communications and can make employees more productive.
Messaging Features
Features such as SMS marketing and instant messaging (IM) are becoming more common in business VoIP plans.
These features allow you to send and receive real-time text messages using your VoIP phone number.
It’s also a convenient way to communicate with employees, customers, and partners.
Video Calls And Conferencing
While not something that a traditional phone system offers, video conferencing is a feature that is becoming more common in VoIP plans.
This feature lets you meet with employees, customers, and partners using your VoIP phone system and an attached camera.
If video and voice conference calling are essential for your needs, check out my list of the best conference calling services for more information.
Auto-Attendant Features
A voice over IP (VoIP) phone system can be a great way to manage your business calls.
The system can prompt customers to choose from various options when making phone calls.
For example, one might press 1 for sales, 2 for customer service, or 3 for the company directory.
This process is known as an auto-attendant.
Auto-attendant features can be valuable for managing your business calls and ensuring each call goes to the right person.
Call Quality
Whether you call a cell phone or a landline, your customer experience will suffer if poor call quality exists.
Ensuring your VoIP provider offers consistent, high-quality calls is essential.
Mobile App
Using a mobile app, you can make and receive calls using your VoIP phone system from your mobile device.
A mobile app is a convenient way to stay connected while on the go.
Call Routing
Regarding telephony, calling routing refers to routing calls to the right person or department.
A business phone system must have call routing features to handle each call efficiently while minimizing the waiting time.
API Features
Some might consider an API (application programming interface) feature to be one of the advanced features of a VoIP phone system.
However, an API can be a valuable tool for businesses that want to integrate their VoIP phone system with other software in the most straightforward way possible.
CRM
Some VoIP systems have an in-built CRM that allows a business to access customer information while on a call.
Depending on one’s needs, the whole process might be even more accessible when working with data.
Security Measures
The right VoIP provider will have security measures to protect your business from fraud and hacking.
The number of past recorded outages will also be a factor in determining the security of the VoIP provider and is something to consider.
Team Messaging
Telecommunication between team members is an essential part of any business.
A VoIP phone system should have team messaging features that allow employees to communicate quickly and in multiple ways.
Bandwidth Usage
A contact center using a VoIP phone system will need enough bandwidth to support the number of incoming calls.
The VoIP provider should be able to offer a plan that meets the needs of the business without going over the bandwidth allocation the company has.
Call Waiting
If inbound calls are received while other calls are already in progress, the VoIP phone system should have a call-waiting feature.
One can put the new call on hold until someone can answer the person that’s calling.
Porting
Porting is the ability to have a phone number transferred from one VoIP provider to another.
It’s a valuable feature if you need to switch providers without contacting all your customers and letting them know your company’s phone numbers have changed.
Price
Having a cost-effective VoIP phone system is essential for any business.
The service price will be determined by the features you need and the system’s number of users.
The Right Phone System
Most companies will offer multi-line phone systems that allow for a great degree of customization.
Taking on simultaneous calls, certain direct calls to specific departments, and even having customers leave voicemails – all through one headset – is now the reality for many businesses.
The Difference Between Calling Software And VoIP Software
Call center software also includes traditional calling software.
While this might be a type of VoIP software, there are some critical differences between this type of software and VoIP.
First, let’s look at VoIP systems. These systems use the internet to make calls.
One can do this with a computer, smartphone, or other internet-connected devices.
Call center software also uses the internet to make calls, but it is designed specifically for businesses that need to manage a high volume of calls.
Call center software typically has more features than VoIP systems, such as recording, automatic call distribution, and interactive voice response.
Knowing your business needs and which provider can best serve such needs is crucial to choosing the right platform.
When Does A Business Need A VOIP Provider?
There are a variety of situations in which your business may need a VoIP provider.
For example, if you have multiple locations worldwide, getting a VoIP provider that can offer international calling is essential.
Additionally, if you have employees working remotely or branch offices in different parts of the country, having a VoIP provider that can provide reliable long-distance communication services can be invaluable.
Another situation that might require the need for a VoIP provider is if you have complex customer service needs.
Businesses can use a VoIP system to provide customers with advanced features like call forwarding, auto attendant systems, and interactive voice response (IVR) systems.
This will allow customers to connect easily with an appropriate representative and help create an improved customer experience.
Businesses may also benefit from using a VoIP provider when they want to take advantage of additional features like virtual fax machines or web conferencing capabilities.
A VoIP system can give businesses more flexibility and scalability regarding their communications needs by providing access to various features such as video conferencing, audio conferencing, and group chat options.
Finally, having reliable and cost-effective communication is crucial for any business; therefore, finding the right VoIP provider should be at the top of your list when evaluating your options.
By having access to quality voice-over IP technology, businesses cancan save on their telecommunications costs while still enjoying all the benefits of modern VoIP solutions.
Registering For A VoIP Number
Want to know if a VoIP company is the right fit for you?
Most offer a trial period that you can go through to decide.
I’ll use MightyCall to show you how to get your VoIP number in this example.
These are the steps to follow.
Step 1: Go to their website and choose Free Trial.
Step 2: Click on start 7-day free trial
Step 3: Choose your city, and enter an area code or ‘letters or digits’.
You’ll get a list of possible numbers to choose from. Choose the number you want.
Step 4: Fill in your information, and you’ll be done.
Get started with MightyCall.
Wrap Up.
Choosing the right VoIP provider is an important decision for any business.
The provider you choose will determine the quality of your VoIP calls, the features available, and the price you pay.
When choosing a VoIP solution, do not make hasty decisions.
It’s vital to consider your business’s needs, compare pricing, and read reviews to find the best provider.
Further reading on AdamEnfroy.com: Want to compare top-rated platforms to communicate with others online?
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Last Updated on March 14, 2023 by Adam Enfroy
