If you’re thinking of switching to VoIP service from a traditional landline based Key, PBX, or hybrid phone system, you’re not alone- businesses of all sizes are beginning to realized the cost-saving benefits of computer/telephony integration. Switching to a VOIP phone is relatively simple- changes can be made quickly and easily, and there is usually very little equipment to purchase.
Whether you’re switching to a business VoIP service or implementing a phone system for the first time, here are a few things you need to consider:
Internet Connectivity
VoIP phone systems use the internet to make and receive calls- you’ll need to make sure your connection and your power supply can support system requirements. Generally, a steady, uninterrupted power supply and a high-speed internet connection are all that’s needed. Your connection should be able to support the added traffic that the system will create. Vendors will ask how many employees will be using the system, how many calls are placed daily, and take into consideration features like auto attendant and call transferring when setting up your internet connection to support your system. You may need to purchase additional routers or install a backup power supply.
VoIP Adapters
If you’re witching to VoIP from a traditional phone system, you can save by purchasing adapters for your current phones. A traditional phone fitted with a VoIP adapter works identically to a VoIP phone. Most adapters are less than $50 each, and are often available in bulk discounts for larger offices. In lieu of adaptors, you can also purchase VoIP phones, headsets, or microphones that can be connected directly to a computer and used in place of a traditional headset. Most business and residential VoIP service providers sell both VoIP-compatible phones and adapters.
VoIP Phones
Voice over Internet Protocol phones are slightly more expensive that VoIP adapters, but are a good investment if you plan to use the system for several years. VoIP phones are easy to use and install- they don’t take any special training to set up. Once installed, they work identically to traditional phones. Most VoIP phones cost at least $100 each, with many vendors offering steep discounts for phones purchased in bulk.
Switching to a VoIP system takes surprisingly little time. Once you’ve decided to make the switch, you can shop around for providers and compare prices for services and equipment. Most providers can also make suggestions about system configuration (i.e., if you need a faster internet connection) during this stage. Once you’ve settled on a service provider and purchased equipment, you can have the new system up and running in less than a week.
About the Author
Merrin Muxlow is a writer, yoga instructor, and law student based in San Diego, California. She writes extensively for Resource Nation, a company that provides resources for business owners, and is a frequent contributor to several sites and programs that offer tools for entrepreneurs, including Dell and BizEquity.
Tag: phone systems
One of the best ways to save money is to start with the expenses that are the easiest to reduce. Over 68% of business owners cited “cost savings” as the primary reason they’d switch phone systems, according to a recent survey. Phone systems are an often overlooked source of cost savings. By switching to VoIP or a hosted service, you can save tens of thousands of dollars a year in service and maintenance costs alone. Here’s our real business-tested, expert approved, step-by-step strategy for switching to a more cost effective phone system:
Make a list of requirements. If you already have a phone system, this is easy. Do you need voicemail, videoconferencing, call monitoring features, or more? If you’re a brand-new business, start with the basics- ask around to see what kinds of features are absolutely necessary and pick a system where you can add features later on an as-needed basis.
Do a little research on types of systems. Phone systems basically come in 4 flavors- landlines, internet-based, and combination of both. Traditional landline systems (Regular PBX phone systems and KSU systems) that use routing software (if you need lots of extensions or features) can be housed in your office or off-site by a provider. Internet-based systems use an internet connection to route calls. The type of system you choose makes a BIG difference: according to a recent study, switching to VoIP can save a business with over 500 employees up to $300,000 yearly.
Work out the nuts and bolts. If you have a current provider, you’ll need to work out the particulars of the switch. Consider things like downtime, number portability, and installation timing. Switching from a traditional landline model to a hosted PBX or VoIP system can take up to a week.
Negotiate your contract. Before you sign a brand new contract with a new provider, consider bargaining with your current vendor for more services, features, and upgrades to save on your overall cost. If you’re satisfied with your current service, bargaining is a great way to save without the hassle of switching to a new provider. One of the best ways to lower your bill is to lengthen your contract, expanding it to include more services at a lower cost.
Consider all potential expenses. Consider costs beyond those quoted by your service provider for equipment and setup expenses. Training is a good example. VoIP or hosted systems can have complex features that employees will need to learn how to use. Make sure you have the available budget to pay for training- at the very least, to pay for the time it will take for employees to learn how to use the new system. Some setup costs might not be apparent in the quote, for example, fees associated with switching internet service providers or upgrading your connection to handle the additional traffic a VoIP system will create. Make sure you consider all costs associated with the switch to get the big-picture estimate for how much money you’ll end up saving.
Merrin Muxlow is a writer, yoga instructor, and law student based in San Diego, California. She writes extensively for Resource Nation, a company that provides resources for business owners, and is a frequent contributor to several sites and programs that offer tools for entrepreneurs, including Dell and BizEquity.