Strategies for Future-Proofing Your VoIP Phone System While Managing Costs
Discover how to get a VoIP phone system that saves you money without sacrificing the features and capabilities you need.
Making the move to Voice over Internet Protocol, or VoIP, is a fast and easy way to upgrade your business’s communication stack to the cloud. As an internet-based solution, a VoIP phone system is more cost-effective than traditional systems that connect to older analog lines.
However, no two VoIP phone systems are the same. There are multiple deployment models, varying levels of complexity, some with and without on-site installation, and of course, different pricing structures.
What’s the best way to futureproof your investment while keeping costs low? Let’s read on, shall we?
Get the least complicated VoIP phone system that works for YOU.
Overall, a VoIP phone system is a lightweight, internet-based solution that can simplify your infrastructure while offering more flexibility in how you operate. With so many features to choose from, piecing together the right system can feel daunting, no matter how you approach it.
Our best advice? Reach us for some professional support and guidance. Secondly, find the simplest solution that meets your needs.
To do that, you’ll first need to get crystal clear on your requirements. It may help to ask yourself the following questions:
- Which features are essential to your operation right now?
- What isn’t working with your current phone system?
- How many users will you have today and a year from now?
- What business tools do you need to integrate with?
- What industry regulations do you have to comply with?
- Are you looking for something for regular business use or a high-volume contact center environment?
Ultimately, it’s best to keep it simple! If the math is in fact “mathing,” you’ll find paying for hardware or features you won’t need in the long run could result in overspending more money than necessary.
While it’s important to consider what you’ll need later, it’s easy to get stuck thinking about all the possibilities. But not to worry; Dove is always ready to assist as your technology advisors and provide some peace of mind.
There are different types of systems and unique deployment types, so to add more to your plate of consideration, let’s cover the best types of systems to consider.
Infinitely scalable cloud-based communication platforms
Cloud-based communications platforms, like Dove Phones, are fairly plug and play without the additional and excessive hardware normally used for your standard on-premise PBX systems.
At Dove Phones, as your provider, we manage all the software and hardware behind the scenes on your behalf. And your team can handle calls using phones (in some cases, existing phones will work), mobile devices, or a desktop.
But unlike an on-premise PBXs, or an overly basic VoIP system, systems like Dove Phone offer a wealth of features, additional communication channels, plans to choose from, and unlimited scalability.
Dove Communications, and many other service providers also offer highly customizable contact center solutions for managing incoming and outgoing calls at scale. In other words, there’s plenty of room to grow.
Dove Phones, VoIP systems also offer text messaging, videoconferencing, team chat, file sharing, and online faxing (this is called UCaaS) as well as integrations with many other systems. You can get just about every channel you’ll need for internal collaboration and external communication.
Virtual call center solutions
If you only have one or two sales or customer service representatives, you’re probably fine using a typical phone system.
But large teams managing high call volume often need more advanced features. Thankfully, they can leverage VoIP functionality through call and contact center software.
Just like a regular system, virtual call center software can be fully managed by your provider, deployed on a cloud server you own, or on a physical server in your office.
These are the most complex systems, including a range of features to:
- Route callers to the right place.
- Assist supervisors in monitoring performance.
- Sync critical customer data.
- Monitor compliance and process adherence.
- Communicate via messaging apps and social media.
- Deliver exceptional customer experiences.
- Automate repetitive tasks.
- Keep agents engaged.
- Maintain consistency.
- Provide detailed analytics of for users and for callers.
It’s easy to get distracted by advanced call center capabilities, but it’s important to consider what you actually need vs what’s nice to have.
VoIP phone systems vs SIP trunking
SIP trunking is only an option if you’re currently using a qualified landline system or a PBX, or Private Branch Exchange system.
Similar to a hybrid VoIP system, it’s a cost-effective way to transition to internet-based communications without getting rid of your existing infrastructure and hardware.
However, SIP trunking works on top of your system rather than replacing it. Which can be a problem if you’re using antiquated systems that are no longer supported such as Toshiba or Panasonic.
Landlines also require copper wires going to the phone provider. It’s expensive to maintain these. On top of that, the longer your recipient is from your physical location, the more work is required to connect you. Hence, you have to pay more for long-distance calls.
With SIP trunking, you replace those copper wires with virtual lines over the internet. Right away, long-distance calls are a thing of the past.
You’ll also see significant cost savings because SIP trunking services are priced per channel (also called a trunk). Each channel can handle one call at a time, so you’ll need 15 channels to support 15 simultaneous calls.
VoIP systems, on the other hand, charge per user. You need far fewer channels than you have users, giving you an immediate cost reduction.
With all the information provided above, there is a lot to consider. We understand it can be overwhelming, and that’s why we’re here to help!
At Dove Communications, we offer VoIP and SIP services through our Dove Phones services. Our support and customer service set us apart from other providers, and we take pride in being local VoIP on-site installers in Los Angeles and all the surrounding areas, with premium SLAs and free remote programming for all our clients.
But, we get it, and we understand that every business has different telecommunication and technology needs. That’s why we are partners and vendors for all major service providers, including RingCentral, Spectrum Business, GoTo, AT&T, and more. We can help you find the right system for your business!
Contact us today to set up a free telecom and technology analysis.