Top 10 Features to Look for in a VoIP Phone System

VoIP Phone System.

Businesses today are highly mobile. As jobs become more remote, Voice over Internet Protocol (VoIP) phones simplifies communication difficulties that remote work brings. 

Through a VoIP phone system, employees can phone colleagues and customers through their internet connection, hold voice call meetings with more than two parties, and more. If you’re considering getting a VoIP phone system, here are features to look for.

Your Desired Features and Options for a Business Phone System

VoIP phone systems have two features. The standard features are a set of features every system must have. Advanced features include upgrades and other features that distinguish them from the competition.

VoIP system standard features include the app for voicemail to email or text, voice calls and text messaging via online connection, video conferencing, and call forwarding.

Advanced features are constantly changing as technology develops. It can include AI and interactive voice response systems.

Clarify Your Purpose of Getting a VoIP Phone System

When choosing a VoIP phone, what is your purpose for getting one? What do you hope to replace the old tools in your business to have faster operations?

By knowing your “why,” you can look for VoIP features your business needs. Here are some reasons our clients switched to VoIP phone systems that may resonate with you:

  • They use it as an internal business communication tool 

Employees across the states and even worldwide can instantly contact each other via voice or video call. This is a standard feature with VoIP phone systems. With VoIP phones, employees can easily hold meetings and collaborations in their homes and office.

  • They use it for cold calls

Some businesses hire salespeople to target other companies to sell services or products. Through VoIP phones with call schedulers, salespeople can call companies at a convenient time.

  • They use it for customer service

Robust customer service is a vital part of a positive customer experience. To achieve this goal, some of our clients choose VoIP phone systems with an auto attendant that allows customer calls to be directed to the correct department.

Type of VoIP system that is Best for Your Business

There are different types of VoIP systems. It’s best to be familiar with them when considering your options. Here are some of the most common types:

  • Hosted Private Branch Exchange (PBX)

This system is often used by companies with on-premises PBX system that requires SIP trunking to connect with other communication tools via an internet connection.

  • Cloud-based PBX

This system is connected to an external cloud system and hosted in a data center by the VoIP service provider. It costs less than a hosted PBX.

  • Unified Communication (UC)

The UC system is a platform app that can be uploaded to a device. It consists of communication tools to communicate through calling, chatting, and more in one place. If you don’t have a lot of customer acquisition channels, the UC system can be for you to have it all in one place.

  • Communication Platform as a Service (CPaaS)

Instead of a platform, CPaaS integrates into your existing platform, allowing you to add more communication features. For example, if you want to add text messaging to your customer acquisition channels, CPaaS gives you tools to add it without changing the structure of your platform.  

User Lines and Scalability

How big is your business, and how many user lines do you need? How many employees will need a VoIP phone? A small-to-medium-sized company can require up to 20 phone lines to support its operations. If you plan to expand your business, check the scalability of your VoIP phone system. It will also help you plan your budget. 

Uptime Guarantee

Call quality and reliable service are vital for professional communication. If communications are down, businesses can lose money they could’ve earned. When choosing a provider, check their uptime guarantee. Do they have multiple data centers to support numerous systems in the possibility of downed servers? 

What is their service-level agreement (SLA) if a VoIP system goes down? Read and negotiate your SLA with your provider to prevent frustrations and costly slip-ups.

VoIP Security Measures

Any system that runs through an internet connection is susceptible to data breaches or interception. Look for phone systems compliant with ISO, PCI/DSS, or GDPR.

Phone systems with included firewalls also ensure that calls to passwords are encrypted in secure sites.

Providers with multiple data centers create secure VoIP phone systems. Each data center has more than one server to store, process and distribute data. But with various data centers, your data is secure even if one center fails.

H2: Customer Support for VoIP Phone Systems

Different people have different levels of technological knowledge. Reliable customer support is essential to guide you with VoIP problems beyond your tech-savviness. If your business operates 24/7, then a VoIP provider that guarantees 24/7 customer service is fit for you.

You can also see their live chat responses, email time responses, and other self-service options if they do not have 24/7 customer service.

Third-party Integrations

A sound VoIP phone system can integrate with your existing third-party tools to improve workflow and customer experience. If your business uses Microsoft as a general office tool, you can incorporate your VoIP system to link and organize emails, meetings, and calls.

Pricings and True Costs

Many VoIP providers offer $50 per monthly subscription or installation. But there can be hidden costs that add up to its actual price per month. Look how much it would cost per phone call duration, per business line, and per live agent license to name a few. Please take advantage of their free quote to know more. 

Terms and Conditions

Once you have found a VoIP phone system you are interested in, it’s essential to read the Terms and Conditions. It is where you can find pricing terms, procedures, and which party is responsible for backing up specific files. You can also use their FAQs page for instant answers. 

VoIP Provider Reviews

A VoIP phone system is an investment to help improve your business operations. Reading reviews can help you notice the pattern of reliability of each provider. Pay attention to their user experience, audio quality, and customer service experience.  

Face-2-Face Telecommunications Office Phone System: Your VoIP Phone System for Small Businesses

When looking for a VoIP phone system, you must match your needs to the phone’s features. What advanced features will you need today or in the future? Are communications guaranteed to be up and secure? Does the VoIP provider give reliable service? 

At Face-to-Face Telecommunications, our cloud-hosted phone systems start at a low cost of $35 per month, complete with a security gateway firewall, gigabit data switches for fast and reliable communications, and more. Get your free quote today to look for the best VoIP phone system for your business.

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