Your Guide to VoIP

How to Choose a VoIP Business Phone System – Step by Step Guide

There is a dizzying array of options out there for businesses attempting to choose their next phone system. Perhaps you’re looking for a ‘team’s phone system,’ or you’ve been overwhelmed by the results of your 'business phone systems near me' search. Regardless, it's essential to ask the right questions of a phone provider during your research. Take a look at the following questions to help you navigate your choices and put your business in a position to win with your next phone system deployment. 

Step 1. To cloud or not to cloud?

Answering this initial question will quickly narrow your scope of options. One of the most critical factors that can start to steer your decision-making is: do you want to own the hardware and software your phone system runs on, or would you like someone else to run it all for you?

There are pros and cons to both deployments. 

In an on-premise deployment, you have more control over the environment, when maintenance is done, what customizations can be made, and how the system is designed. It also makes you responsible for maintaining the system, supporting it and the initial capital costs are higher than a hosted system. This can be an excellent choice for companies that prefer cap-ex costs, enjoy the flexibility benefits of owning the system and have the skills or the support to run their system.

In a hosted deployment, the pricing is typically a per-user monthly cost. Should I Move My Communications to the Cloud? All the software upgrades, maintenance, and support are generally included in that price. Licenses are commonly offered in bundles depending on the features your users may require. You do not have access to the underlying system, but you may have self-service options to onboard new users, set up call flow, and do other essential tasks. These deployments can shine for small businesses or businesses with many remote employees or many small offices. Because the system is designed to be available over the internet, a geographically diverse workforce can be a natural fit. These can also become more expensive as the number of users grows. 

Step 2. Determine the Features Your Business Requires in a Phone System

If you've outgrown your current phone system, or it has become outdated and cumbersome to manage, it is crucial to define what you WISH your phone system could do. Modern VOIP systems can integrate with many parts of your business. If your business depends on a suite of software, why not see how your phone system could enhance those systems and make your business flow intelligently and more efficiently.

Questions to consider:

• Where do my employees need to work? Home, office, on the road?
• Are there opportunities for my phone system to enhance my business or my interactions with my customers?
• Do I want video conferencing, messaging, etc., or just a phone on a desk?
• How does my phone system enable my remote workers and provide business continuity?

Step 3. Pricing 

It’s important to know what you’re going to pay. However, there may be some non-obvious questions to ask to get the complete picture.

Step 4: Consider the Future of Interactions

AI is changing nearly every piece of technology we interact with daily. Phone systems are becoming more and more automated and can lower staffing costs and higher customer satisfaction. Suppose you are running a business that serves considerable inbound call volume. Why not investigate how your next phone system can make it easier for you to serve your customers or even for them to serve themselves?

Step 5: Drive it before you buy it.

Especially in the hosted model, providers may be able to set up a proof-of-concept system for you in the hopes of being your system of choice. Whether you have decided on an on-premise or hosted model, it is essential to work with a partner, vendor, or integrator that looks to understand your business and can help you achieve the best result. 

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How Can VoIP Help K-12 Schools?

When you think of VoIP, perhaps high-rise office buildings come to mind. Maybe bustling rows of employees working in cubicles. But VoIP has many uses beyond downtown office buildings. One of the fastest-growing segments to embrace VoIP technology is K-12 school districts. According to the National Center for Education Statistics, the average high school in the United States has more than 700 students, while primary and middle schools average 446 and 595 students, respectively. 

Between students, administrators, faculty, and parents, communication between these groups are more critical than ever. With VoIP technology, school administrators and IT directors no longer have to wait for vendor support to make minor changes and upgrades to the system. VoIP systems can have an immediate, measurable effect on how school districts function, leading to organized communication across all facets of the school district. These modern systems allow districts trapped by legacy phone systems to tailor the solution to their needs, saving time and money in the process.

1. Improves Productivity and Enhances Communication Between Employees & Faculty 

Facilitating streamlined communication between educators and administrators is crucial to holistic learning outcomes for students and teachers alike. Outdated phone systems do not lend themselves to modern productivity expectations. With a VoIP system, teachers and other facility members can place calls seamlessly to their colleagues in other schools or campuses without hassle. Plus, features like auto-attendant mean Administrative Assistants no longer need to operate a manual switchboard or facilitate the transfer of calls between campuses and administrative buildings.

2. it COntains Innovative Features to Support Distance Learning 

2020 taught us that distance learning is, in fact, a viable option. But beyond pandemic-related challenges, VoIP integration in the classroom provides unique learning opportunities for students of all ages. If weather conditions in rural areas do not permit students to travel to school, video conferencing may make attendance easier. Video conferencing can also be used for ancillary activities, like foreign language classes or hosting guest speakers from other countries.

3. Allows for Streamlined Parental Notification

VoIP systems allow for both easy dialing and contact management between teachers and parents. School districts utilize VoIP to alert parents when their child has missed class, has a student-teacher conference, or when the school district has called a snow day. 

4. Voip Can Double as Integrated Bell Tones

Purchasing a new system solely for integrated bell tones can be costly. With the proper integration solution, a VoIP system can double as a school bell tone. For some schools, a bell tone integration alone may be worth the switch!

5. Enhances School Safety

According to surveyed teachers, 7% of 4th-grade students attend schools that are 'less than safe and orderly. Outdated and cumbersome phone systems are no good in an emergency. VoIP systems contain intuitive interfaces and embedded emergency notifications, making it fast and easy to send and receive important messages and alerts. 

→Additional Resources for School Administrators

Top Frequently Asked Questions About VoIP

Think about how many calls your office takes in a single day. Office managers and front desk teams are constantly answering the phone, routing calls to the right person. Your sales reps are spending a good chunk of their day on the phone as well- chatting with prospects and entering their information into a CRM. When you incorporate a solution like Voice over Internet Protocol (VoIP) into your company’s communication systems, everyone from the top down will see immediate advantages: time savings, productivity increases, and simplified business processes, to name a few.

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