Insider Secrets: How to Get the Best VoIP Phone System for Your Business

Updated: Apr 16, 2020

The best VoIP phone system for your business will come down to certain factors such as:

  • How much VoIP do you need?

  • Does your current phone system have VoIP capabilities?

  • How many extensions will you need?

  • How big is your organization?

  • What VoIP features will you need?

  • How much will a VoIP phone system cost?

All of these things have an impact on choosing which VoIP phone system is best for your business. In this post, we break down how to find the best VoIP phone system, how to choose the right VoIP service provider for your business, and 3 insider secrets to buying the perfect VoIP plan.

How to Choose the Best VoIP Phone System for Your Business

Picking the best VoIP phone system for your small-to-medium size business can be intimidating. A lot of VoIP service providers claim to have the best VoIP service, so choosing which one is the best for your business can be tough; to help you make the right decision, we're sharing the insider secrets to how to choose the best VoIP phone system and VoIP service provider for your business.

We mentioned VoIP pricing last, since price shouldn't necessarily be what influences you to purchase a VoIP phone system. While price is important, you want to make sure you're getting the best value and quality service. There will always be a cheaper VoIP phone system or service, but reliability and security may be compromised. There is also a reason VoIP service providers like True Dial charge more for different packages. The amount of research and development put into our VoIP phone systems and service is what you're paying for.

Only after you've identified your list of potential VoIP service and system providers, ask yourself which VoIP phone system provides you with the most value for your money? For instance, True Dial offers 150% more VoIP phone service for the same price, than comparable VoIP service packages from RingCentral™️. These are the things consumers need to know before purchasing a VoIP phone system.

Like any new technology for your business, you should always do your research to understand how it will impact your company. This applies to VoIP as well. So, what is VoIP?

VoIP or Voice over Internet Protocol can be defined as using the internet to make voice calls. Unlike traditional phone systems where audio travels through a PSTN (Public Switched Telephone Network), VoIP translates audio and video data into signals, which are switched back into audio and video output to the receiver. This leads to much higher flexibility and agility compared to traditional phone systems. Knowing what your business needs and how VoIP can help solve those issues is key to making the right decision.

Now that you understand what a VoIP phone system is, the next step in the process is to understand how it can benefit your business. In order to do so, you need to ask yourself some questions about the VoIP phone system needs of your business:

  • Do I need a special phone number?

  • Do I need to make a toll-free, local, and international number?

  • How many outbound calls do we typically make?

  • How many inbound calls?

  • Do we need call routing?

  • Does the business have multiple locations?

  • Do you want a unified number for all locations, or separate numbers?

  • Do you use SMS?

  • Do you need video conferencing solutions?

These are just a handful of questions you should be asking yourself as a business owner when considering a VoIP phone system. Once you've identified what your VoIP service needs are, you can find a VoIP service provider that can meet your individual requirements. Speak with different VoIP service providers to see what their packages include.

There are tons to VoIP service providers that can probably suffice for the needs of your business, but you ned to b sure to pick the right one. To know how to pick the best VoIP service provider, you need to be able to make the distinction. So, what is a VoIP service provider and how can they help you get the VoIP phone system your business needs?

A VoIP service provider is a company that provides VoIP phone service to its clients. Clients in this case are businesses. Typically, VoIP service companies operate as a SaaS (Software as a Service) where instead of selling VoIP phone systems and service to businesses on-premise, they host the service and have clients remotely. This eliminates the need for businesses to invest in their own PBX. With SaaS, they only pay a typically fixed cost, and can upgrade or downgrade at any time without worrying about infrastructure and equipment they just bought.

What are the different types of VoIP providers? There are a few different kinds of VoIP service providers and VoIP phone systems:

Single Service—VoIP-only providers: VoIP-only providers focus solely on providing telephony features such as voicemail, call forwarding, and caller ID, but typically no advanced call management features. If you need very basic VoIP services, these providers will be your best bet.

VoIP Cloud Phone System/Service Providers:

These VoIP service providers leverage cloud-based VoIP and cloud PBX technology. These cloud-based phone systems use VoIP as the backbone of their telephony features while combining advanced hosted PBX feature. These providers offer small-to-medium sized businesses advanced call management features, such as call routing, virtual extensions, mobile office apps, and more.

VoIP/Unified Communications Service Provider:

These VoIP phone system and service providers are similar to Cloud Phone System providers, but have more advanced features. They combine VoIP, Cloud PBX, Virtual Conferencing, and Team integrations under one unified platform. This acts as the central communication hub instead of piecing together different vendors.

VoIP as part of unified communications solution providers:

These are providers that are similar to VoIP with cloud phone system providers, but they take their offerings to another level. These companies combine different communications tools, like VoIP, cloud PBX, online meetings, and team messaging, into one platform. This provides businesses a central hub for communications instead of having to use different vendors for different communication tools.

The VoIP Unified Communications providers address most common communication issues while providing robust solutions in an all-in-one platform.

VoIP Phone System Reliability:

If a VoIP Phone System or VoIP service provider meet your needs, your diligence shouldn't stop there. You need to determine how reliable and secure their VoIP phone systems are. On it's own, VoIP phone systems are not secure. The data is translated through the internet, which is a public-access-network. This makes it susceptible to hackers. Yet, security measures can be implemented to secure your data during your VoIP service calls.

Thee industry standard for VoIP phone system security is encryption. Encryption is the process of data being converted from its original form into an encoded version that can only be read through a special decryption key. This ensures your data is secured across the IP networks.

Also, the best VoIP phone system providers will have multiple data-centers incase of a crash or power outage. These multiple locations enable a server to pick up the overflow if one server fails in real time.

Reputation: You should also consider the reputation of the VoIP phone system or VoIP service provider. Figuring out what reviews are legitimate and which are spam is worth looking into.

By taking these factors into consideration, you should be able to make a decision about which VoIP phone system and VoIP service provider are best for your small-to-medium sized business.

In Closing: If you are considering VoIP, contract True Dial now to discover how you can get 150% more VoIP for the same price compared to our competition!*

Published: 02/19/2020

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