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Small Organizations Need Big Business Phone Service

Posted by Mark Greim on Jul 16, 2019 9:18:00 AM

To compete in today's environment, small businesses need enterprise level features and capabilities found in Hosted VoIP phone service. Settling for low-featured phones or over spending for a complex phone system isn't necessary, and small businesses can rise above their competition with improved communication practices.

Small Organizations Need Big Business Phone ServiceHosted VoIP is affordable, flexible, and scalable.   Businesses only purchase the number of VoIP Phones they need, and can easily scale up as the business grows.  This keeps the overall cost of a phone system commensurate with the size of the business.  There's no longer a need to install an overpriced, larger phone system to provide the features you need on the hope that you will grow into it.

Businesses across all industries are using Hosted VoIP.  Retail, professional service firms, healthcare clinics, manufacturing offices, construction companies, and non-profit organizations have all implemented Hosted VoIP, as the system is flexible and customizable to fit the unique needs of every business in every industry.

VoIP features deliver communication advantages.  Every business looks to create an advantage over their competition.  With Hosted VoIP, you can design a call flow and auto attendant that is unique to your business environment with your customers in mind.  You can increase access to your customer facing employees with virtual phones, direct dial numbers, call groups, and other levels of programming.

Small Businesses Choose Hosted VoIPNow, the key is finding a Hosted VoIP provider that understands these needs and is built to support small business.  Such providers will do the programming and on-going administration for you, freeing you up to concentrate on your business. These providers also deliver affordable, consistent rate plans and not plans that increase as you add features. 

If you've been delaying getting your business on Hosted VoIP, chances are that your competitors have already made the switch.  This technology has never been more affordable.  Feature sets continue to grow and the technology is now proven with time.  Reach out to a Hosted VoIP provider today and see how affordable and applicable it is for your business.

 

About the author:  Mark Greim is the Vice President of Sales and Marketing at sipVine, a provider of a variety of VoIP phone solutions and services. Mark has extensive experience working for start-up or entrepreneurial organizations and has a passion for affordable, reliable, and purposeful technology solutions in those environments. 

Tags: small business phone service

Consider Separating Your Data and VoIP Networks

Posted by Mark Greim on Jul 15, 2019 9:18:49 AM

With business internet usage continuing to increase, contention for bandwidth between your data and VoIP activity can create problems.  Yes, the convergence buzzword has been replaced with contention!

Why is this happening?  Businesses are evolving faster than the ability for suppliers of bandwidth to keep up with demand.  More are using cloud computing applications, using the internet to move data to a host server rather than to servers on their local area networks.  On-line data backup is another such application.  General use of the internet continues to accelerate, both for personal and business purposes.  With the sky-rocket adoption rate of smart phones, the lines between business and personal have blurred, and office internet usage is following suit.  Social media is not only a personal outlet, but a business tool and resource.  Buying practices have shifted toward internet research and ecommerce, and marketing activity has followed. Separate Data and Voice Networks

I’m looking at my personal browser.  On a daily basis, my browser auto-opens tabs for three social media sites, four cloud applications, news, and Google.  Each application is actively worked throughout the day.  This is becoming the norm, and it requires a lot of bandwidth to perform efficiently.

What is the impact on VoIP applications?  When a company uses a hosted VoIP service, voice packets travel over the same internet connection as the data packets.  Good VoIP companies will provide a quality of service device or program your router to prioritize voice packets over data to ensure that your calls remain clear and free from interruption.  However, if the internet connection is highly saturated with activity, even the best QoS routines will be compromised.  Phone conversations can experience poor voice quality and phones can lose their registration and go off-line.

What can be done?  Where available, you should look at your internet provider’s capability to add bandwidth to the circuit or change to a provider who has the ability to grow with your needs.  Depending upon your internet usage and needs, you still may have occasional contention between your voice and data traffic.  Again, make sure your VoIP provider has the capabilities to implement QoS on your network.  However, an alternative may be to separate your voice and data network.

Finally_Make_the_Move_to_VoIP-3With a separate voice and data network, your calls and phones will no longer be impacted by your data usage.  Many VoIP phones have two ports on the back which allow for a computer to share an Ethernet cable to the network.  The phones and computers can still share an Ethernet connection to the servers, but they will simply be directed out disparate internet connections.  This can be accomplished by setting up a vLan on your switch or by simply assigning the phones separate IP addresses and route them out the new internet connection.  Your network manager or your hosted VoIP provider should be able to assist you with this programming. 

Finally, voice calls do not require much bandwidth (80 kb/s non-compressed).   Dependent upon your concurrent call maximum, your alternative connection may not be required to be very large.

Capture some statistics on your network usage.  Compare this with the anecdotal complaints from your employees about internet speeds and VoIP call quality and then investigate your options for more bandwidth and/or disparate connections for voice and data.

 

About the author:  Mark Greim is the Vice President of Sales and Marketing at sipVine, a provider of a variety of VoIP solutions and services. Mark has extensive experience working for start-up or entrepreneurial organizations and a passion for affordable, reliable, and purposeful technology solutions in those environments. 

Tags: VoIP Bandwidth Requirements, Voice Quality

My Phone System is Failing! What do I do?

Posted by Mark Greim on Jun 10, 2019 10:20:00 AM

Every business with an analog phone system faces this question at some point.  The first sign that something is wrong typically is that you are having difficulty securing replacement handsets or other components.  The manufacturer has long since put that system on "end-of-life" and is looking for you to upgrade to their newer model.  You're able to hold on for a while by finding parts on Ebay until your actual service vendor indicates that they will no longer be able to support your system, which really disturbs you because you've been spending a small fortune with them to keep the phone system alive!

SIP_5ptchecklist_300x400.pngDoes this sound familiar?  We hear from businesses all the time who have been able to hold off on phone system replacement, but have been experiencing these end-of-life conditions and spending a lot of money and resources to avoid the replacement.  The worst feeling is the fear that something catastrophic will happen to their system and they won't be able to get it back going again.

Well, there is good news for you.  Most businesses have or are moving to a Hosted VoIP service.  What this means is that they will never have to worry about phone system replacement again!  Moreover, because they are not actually buying a phone system to sit on-site and they are only purchasing the VoIP handsets, the cost to do this is much lower than purchasing a replacement system.  It may even be less than the maintenance costs spent annually to keep your old phone system alive!

phone.jpgHow is this possible?  The Hosted VoIP provider is responsible for maintaining the phone system and keeping it state-of-the-art.  Your business will receive the benefits of service enhancement and never have to monetarily fund or physically replace a phone system again.  Your VoIP handsets should last years.  At sipVine, we use Polycom or Cisco phones and we rarely have one go bad.  If one is damaged, it can simply be replaced.  If that model is no longer available, you would receive the upgraded model and it would work alongside your other phones without issue.  There are not many areas of infrastructure investment where you are no longer concerned with obsolescence.

Virtual_Phone_Mobility.jpgWhen you begin your review of Hosted VoIP services, you will see a vast number of areas of improvement when compared to your old phone system.  Providers may have different approaches, but you should be able to program you flow of calls and your auto attendant to better match the needs of your internal and external customers.  You can create situations where your customers always get to the person or group they are looking for.  There are strong features surrounding mobility and virtual office locations.  The general feature set is robust, providing small and medium-sized businesses with an enterprise level phone system.

The bottom line is that you should be able to save money on the monthly service and the upfront purchase of the capital.  You will become more efficient and improve your communications with your customers.  And, you'll never have to search Ebay again for replacement parts!  So, if your phone system is failing, contact a Hosted VoIP provider today!

 

About the author:  Mark Greim is the Vice President of Sales and Marketing at sipVine, a provider of a variety of VoIP phone solutions and services. Mark has extensive experience working for start-up or entrepreneurial organizations and has a passion for affordable, reliable, and purposeful technology solutions in those environments.

Tags: Hosted VoIP, Phone System Replacement

How VoIP Technology can Improve Your Business

Posted by Mark Greim on Jun 10, 2019 9:44:21 AM

Like many office technologies, VoIP can deliver improvements in productivity and customer satisfaction.  VoIP is also very affordable and can generate economic returns, so it is no wonder that businesses are making it the telecommunication approach of choice.  Even businesses who stubbornly deployed the "if it isn't broke, don't fix it" philosophy are beginning to show up among the converts!  It may not be broken, but the improvements to the business have resonated so loudly that they could resist no longer.

So, how can VoIP technology advance businesses?  Below are just a few ways:

Provide a Better Call Experience - Your customers and associates will enjoy a better call experience in a variety of ways. There are several methods of getting customers to the right associate expeditiously.  First, the previous phone system may not have allowed for direct dial numbers to associates.  With VoIP, all associates can have a direct dial number, and they can choose to provide it to their clients, prospects, or other key contacts, bypassing the main line of the business and freeing the bottleneck.  Additionally, these direct dial numbers and extensions can be forwarded to a cell phone, duplicated on a soft phone application, or made to simultaneously ring to a cell phone, making that associate easily reachable when key contacts call. 

In addition to the direct dial and forwarding approaches for associates, customers will delight in quick routing of their calls via a well-designed auto attendant.  Companies can choose whether calls are handled by a general reception function and backed up by an auto attendant or have the auto attendant route calls at the beginning of the cycle.  The key here is to have an efficient auto attendant with just a few primary options, ones that represent where the majority of the calls are routed.  Thus, if a caller is looking for "customer service", a simple press of an option will route them to a call group of customer service employees.

Enable Remote and Mobile Associates - How many businesses out there have their associates utilize personal cell phones when representing their company? Not only are they giving out their cell number as a "direct dial", but when they dial out to customers or prospects it is not showing the caller ID of your business.  What if that associate left your organization?  Customers would be trained to call that cell phone number instead of a number owned by your business.  How does Hosted VoIP technology provide an alternative?

Virtual Phone for Remote StaffRemote or highly mobile associates can be outfitted with a VoIP application that will work as if they are under the same roof as the corporate headquarters.  You can literally have associates all over the country and, to your external caller, it would appear as if they have an office in your building!  If they have a VoIP phone at home or at a remote office or a soft phone appliance programmed accordingly, they can make and receive calls as efficiently as someone in the office.  Calls can be quickly routed to them, they can be included in any common ring group, they can have a direct dial number (either in the area code/exchange of the headquarters or local to them, whichever is appropriate), and they will have an extension on the system.  Thus, they can extension dial all other associates and vise versa. 

Drive Economic Value - The fact is that new technology is an investment. Some of the benefits mentioned above would fall into the intangible benefit category, especially as defined by those hard to convince!  The good news is that there are many opportunities for tangible returns against the investment in the Hosted VoIP technology.  Additionally, the investment is not large when compared to purchasing a traditional phone system.  In this case, businesses are only purchasing the VoIP desk phones, as the actual system is maintained centrally by the hosted provider.  Therefore, if a business has a dying phone system, replacing it with a hosted VoIP solution will be much less expensive than an on-site system.  For those who are not yet in the market for a phone system replacement (falling into the "it isn't broke" category), economic returns can be driven in a couple of ways.  First, many times, the monthly telecom expense is reduced by moving to Hosted VoIP.  Second, there are some decisions that can be made in terms of how calls are handled that may result in some staff expense reductions or redeployments.

Remove Walls to Communication with Business VoIP-4Easy and Affordable Expansion - When your business expands, does your phone system expand with it? With Hosted VoIP, you never need to worry about your system's capabilities to grow with you again.  You simply add additional VoIP phones when and where you need them.  No new cards or upgrades are required, just the phones.  So, if you're adding resources at your current location, opening a new location, or setting people up in a work at home environment, you simply add the phones through your hosted VoIP provider.  You can easily add these new resources to existing call groups, expanding upon the accessibility of your employees to your customers, suppliers, and other important contacts.

If you're a business that has not yet evaluated hosted VoIP technology, it is worth the time and exploration to determine how your business can be elevated as well.  Get a leg up on your competitors and make the switch today!

 

About the author:  Mark Greim is the Vice President of Sales and Marketing at sipVine, a provider of a variety of VoIP phone solutions and services. Mark has extensive experience working for start-up or entrepreneurial organizations and has a passion for affordable, reliable, and purposeful technology solutions in those environments.

Tags: VoIP business phone services

Multiple Location Businesses Doesn't Mean Multiple Phone Systems

Posted by Mark Greim on May 13, 2019 10:07:11 AM

Businesses with multiple locations are perfect matches to reap the benefits of a Hosted VoIP phone system.  Standardizing the phone system and service across the entire organization creates operational efficiencies, financial rewards, happy employees, and delighted customers.

Phone Service for Multiple Location BusinessesAt the heart of the solution is the fact that each business location no longer needs to have an on-site phone system and a separate agreement with a phone service provider.  With Hosted VoIP, the "system" is essentially built and maintained by the Hosted VoIP provider and accessed by the business via their internet connection.  Thus, it essentially is the same phone system for the entire organization regardless of where the phones are deployed.  Local phone numbers are ported to the Hosted provider and the provider is able to secure more direct dial numbers for the location if required.

How does this solution create the best phone service for multiple location businesses?

Same Phone System Means Standardization

Each location is deploying the same type of VoIP phone and phone features.  Such a standard allows for common approaches to training and establishing call handling procedures.  Employees can move from location to location without the need for retraining, and customers can build a level of call handling performance regardless of who is handling their call.  Employees can also retain their direct dial number and internal extension if that is appropriate for the situation.

Call flows and auto attendant messaging and options can be standardized across the organization.  Again, this limits confusion among the customer base and contributes to brand consistency.

Same Phone System Means Efficiencies

Hosted VoIP creates opportunities to develop better procedures for handling communication.  Not only are multi-site businesses able to delight their customer base, they and drive real cost savings.

Virtual PhonesInternal communications are improved with Hosted VoIP.  Employees can extension dial or transfer calls to employees regardless of where each employee is located.  It is much easier to collaborate with peers in such an environment.  Internal meetings can be conducted over a conference call which can be set up as an extension to dial.  Employees who are out of the office on appointments, away from their desks, working remotely, or working from home can be more accessible with a soft phone app on their smart phones.  Extension dials or call transfers will go to their soft phone app when it is turned on, eliminating the need to leave voicemails or engage in a forwarding process to a cell phone each time these employees are away from their desks.

External communications are also enhanced with Hosted VoIP and commonality between locations.  Employees can have direct dial numbers.  Where appropriate for their role, they can provide external callers with their direct dial number and eliminate the need to go through a receptionist.  The soft phone app works well for external callers as well, and they will be happy to connect with their intended party even if they are not at their desk.  Of course, if that party is busy, voicemails can be  delivered to email so urgent messages can be reviewed and returned as quickly as possible.  Additionally, auto attendant routing can direct callers to the appropriate party for their particular need regardless of whether that employee is at the location called.  For example, the accounts receivable department may be located at a headquarter office, but each remote location's auto attendant has the option to route to accounts receivable.  When selected, callers are routed to a ring group of employees in that department at the headquarters.

Centralize Functions with Hosted VoIPCentralized processes and call flows by function is where real savings and customer satisfaction can be realized.  Each organization is different, but solutions can be customized to the unique call flow requirements and staffing scenarios.  Below are some examples:

  • Shared reception model - Each location may have a reception or main line ring group set up. In the cases where businesses want calls answered and avoid auto attendant routing, branch locations can serve as back-ups for each other.  So, if one location is busy handling callers, the next call can route to a back up location or locations.  External callers would have no idea that their call was answered in another town, just that it was answered.  Callers can be easily transferred to their intended party regardless of where that employee is located.
  • Centralized functions - Businesses can centralize the handling of certain type of call activity. Using "customer service" as an example, all calls designated for customer service can route to a centralized team.  This assumes that the responsibilities and functions of customer service are consistent between locations and can be handled centrally.  Instead of employing a customer service team at each location, a centralized approach can build a team based upon call demand and drive cost savings.
  • Decentralize teams - Now for the beauty of a common phone platform, you can actually decentralize common call flows.  Taking the customer service example again, instead of deploying the team at a central location, you can create a team regardless of the location.  So, you may have eight locations, but deploy five customer service representatives wherever they are located.  Calls can be transferred to a customer service extension which would ring to that group or callers can be directed to the group via the auto attendant.

Same Phone System Means Financial Benefits

Highlighted previously are ways to utilize the common phone system to drive efficiencies and cost savings.  These are areas where the greatest opportunities reside for creating large financial benefits.  However, businesses selecting Hosted VoIP can also receive some direct benefits on their telecom costs.

The most obvious direct financial benefit is the fact that you are not purchasing phone systems for each location, just the number VoIP phones required.  Not only is this outlay a fraction of the cost of separate phone systems, you no longer have to service or maintain a system.  This also creates an avoidance of obsolescence costs in the future, as it is the responsibility of the provider to maintain and upgrade their system.

There's also an opportunity for economies of scale on the monthly phone service costs.  Some Hosted VoIP providers have a declining rate per user on the system based upon the number of phones deployed.  Others may simply offer discounts for larger opportunities.

Finally, businesses may consider making a portion of their staffing model virtual, reducing the need for physical locations.  Because the phone system is in the cloud, employees can be set up at their homes where appropriate.  Virtual staffing models can be a good employee retention and satisfaction tool.

Every multi-location business is different and has unique opportunities and challenges.  Feel free to contact sipVine anytime to simply discuss ideas and scenarios that come to mind for your business. We love to talk through ideas and provide examples and solutions of what we have in place for similar businesses today!

 

About the author:  Mark Greim is the Vice President of Sales and Marketing at sipVine, a provider of a variety of VoIP phone solutions and services. Mark has extensive experience working for start-up or entrepreneurial organizations and has a passion for affordable, reliable, and purposeful technology solutions in those environments. 

Tags: Phone Service for Multiple Locations

The Non-Profit Organization and Hosted VoIP:  The Perfect Match

Posted by Mark Greim on Apr 15, 2019 9:29:23 AM

Every business and organization deserves the benefits of a Hosted VoIP phone system! Internal efficiencies, caller experiences, flexible deployment options, customization options and financial advantages are benefits enjoyed by organizations utilizing Hosted VoIP.Charitable Organizations Need VoIP

Non-profit organizations come in many shapes and sizes with varying means of securing funding or covering operational costs. Often, purchasing a new phone system is deferred or not even considered because of concerns over capital costs. One of the greatest benefits of a Hosted VoIP solution is that the costs are very reasonable and can easily be recovered through monthly phone service savings over the course of months, not years!

There are several reasons for the lower financial outlay when compared to purchasing a traditional phone system. First, with Hosted VoIP, you're not purchasing a phone system at all!  You're only securing the number of VoIP phones you need to operate. Good VoIP phone costs range from $90 to $250, with a standard expectation for a full-featured, top quality manufactured VoIP phone would be $125. Second, you literally would never need to consider phone system replacement again! As time goes on, you may need to replace a phone or add a phone, but it is up to your Hosted VoIP provider to maintain the system and add newer VoIP phone models to their phone system.

There are many Hosted VoIP providers for a non-profit organization to choose from. This provides the opportunity to seek out a phone company who will provide phone service at monthly rates that will save you money when compared to your current phone bill. You may also find local providers who provide who are interested in providing economic benefits to the non-profits in their community. 

Relious Organizations and Hosted VoIPFor example, sipVine, as a way of giving back to their hometown community of Kansas City and all the communities they serve nationwide, automatically discounts the VoIP phones and phone service for their non-profit customers. "Many businesses took a chance on us back when we started in 2005", states Robert Conner, sipVine's CEO.  "We have grown tremendously since then after being embraced by this community and others. We take great pride in sharing this good fortune with our communities by offering discounts to non-profit organizations. We'll find a way to save them money so they can choose to divert the monetary gains toward their mission rather than administrative expenses."

Because many non-profit organizations haven't even considered changing phone systems and moving to a Hosted VoIP phone system and service, it may be difficult to get started.  Below is a list of some of the features that may be beneficial to your organization:

  • Voicemail to email
  • Auto attendant with customization options
  • Unique call flow options
  • Time of day routing and messaging alternatives
  • Holiday scheduling
  • Direct dial numbers
  • Apps to connect your cell phone to the service
  • Conference calling options
  • Virtual faxing
  • Scalability
  • Deployment of phones anywhere

Health Organizations and Hosted VoIPThose In addition to these phone features, also consider the service qualities you want in your Hosted VoIP provider, such as:

  • Local provider with local support
  • Will review your requirements and customize a plan that works
  • Will handle of all of the programming of the phones and call flow and as well as on-going administration
  • Provides training
  • Offers discounts for non-profit organizations

Should your non-profit need any assistance in assessing the benefits of moving to a Hosted VoIP service specific to your organization, please don't hesitate contacting sipVine.  No obligation, of course. We're here to help!

 

ConciergeEmail_boysandgirlsclub

 

 

About the author:  Mark Greim is the Vice President of Sales and Marketing at sipVine, a provider of a variety of VoIP phone solutions and services. Mark has extensive experience working for start-up or entrepreneurial organizations and has a passion for affordable, reliable, and purposeful technology solutions in those environments. 

Tags: Phone Service for Non-Profit Organizations

The No-Stress Way to Upgrade Business Phone Service to VoIP

Posted by Mark Greim on Mar 12, 2019 9:32:00 AM

The debate between landlines and cloud telephony is over.  Most businesses have converted or soon will be converting to Hosted VoIP for their business phone service.  Whether your small business is located in Kansas City or New York City, traditional phone companies continue to increase the pricing on analog landlines, which only fuels the exodus.  Manufacturers of phone systems are discontinuing systems that are analog based in favor of VoIP phone or VoIP enabled phone systems.  Soon, it will be difficult to find replacement parts or phones and receive repair or maintenance services on analog-based phone systems.

SIP_300x400_5ReasonsIf you're running a business that is still utilizing an analog phone system, you are obviously maximizing your return on investment.  However, you may be finding that with your phone service plan price increases and your rising cost of service and repair, your monthly savings by moving to Hosted VoIP will provide a quick return on the new investment.

You also may be very busy running your business and any thought of changing over your phone system may create stress and wasted cycles.  Rest assured as there are ways to create a no-stress conversion to Hosted VoIP.

Find the Right Provider

It all starts with finding the right provider, as a successful selection will help make all other conversion actions (or steps) go well.  There are many options for your consideration, but for a stress free experience, consider going with a local provider.  Such a provider will:

No Stress Move to Cloud Telephony
  • Be more familiar with your business and the community you both serve.  They can visit with you face to face and get to know your expectations and requirements.
  • Deliver and install the VoIP phones
  • Conduct on-site training for your employees
  • Be in a better position to troubleshoot any post-install issues

Be sure that the local provider is actually providing the system and service and not reselling or white labeling a product of a national provider.  It is also good to look for longevity in the market.  Ask for local references, both long term clients and recent additions.  These should give you a good idea of how the provider is performing.

Ensure Programming will Maximize the Benefits

Again, the right provider will help you through this important component.  National providers are quick to drop ship phones and turn the programming over to you to handle via a web portal.  A local provider will be able to meet with you, understand your business requirements, and help identify areas of opportunity, such as call flows, automated attendant options, and customer communication demands.  The local provider will be able to consult with you on some best practice options and also customize these options specifically to how you want to communicate.  You can also increase your availability for key customer contacts, like sales and customer service, through mobility options. 

Finally, the provider should be able to take all of the information gathered and pre-program the phones and call flows prior to the installation!

Help Make the Conversion Day Successful

You can relieve a lot of stress in this stage by selecting the best day and time for the installation and training.  The provider will be able to come in and set up the phones, conduct a training session, and seamlessly port your current numbers to the new service. 

Successful Conversion to Cloud TelephonyThe installation shouldn't be intrusive at all.  A new phone is placed where you need it, side by side with the current phone until the numbers port.  VoIP phones can share an ethernet connection with a computer if there is not a dedicated ethernet connection available.  You can help by making sure there's an ethernet connection wherever you want a phone.  Also, VoIP phones require power, so make sure electrical is available at each phone location.  Or, you can also choose to purchase a Power Over Ethernet (POE) Switch, which can easily be introduced to your network and eliminate the need for a power cord running to the phone.

Finally, VoIP phones work differently than an analog key system.  Although most of the changes are positive, it is still a change.  You can relieve stress by introducing your team to the benefits they will receive and set expectations that they should embrace the change!  This will certainly help relieve the stress of this or any conversion.

Remember to relax and take comfort in the fact that most of your business peers have upgraded their business phone service to cloud telephony.  By selecting the right provider, customizing your set up, and taking the steps to make the conversion successful, you will have a positive experience and receive many operational and economic benefits.

 

About the author:  Mark Greim is the Vice President of Sales and Marketing at sipVine, a provider of a variety of VoIP phone solutions and services. Mark has extensive experience working for start-up or entrepreneurial organizations and has a passion for affordable, reliable, and purposeful technology solutions in those environments. 

Tags: Hosted VoIP, Cloud Telephony

Unsure Which Direction to Go? Find the Best Phone System for Your Small Business.

Posted by Mark Greim on Feb 12, 2019 9:36:00 AM

You know it is time for a new phone system, but you're overwhelmed with how to start your search.  This will help you determine what type of phone service provider is best for your small business.  Many small businesses have determined that their existing phone system is outdated and past the point for repair and they are looking where to turn to maximize their new investment.  Their current phone system is failing or falling behind the features and functionality their peer businesses or competitors are now enjoying since moving to a Hosted VoIP phone service.  Even though it is clear through high adoption rates that most companies have selected Hosted VoIP as the best phone system for small business, it is more of a challenge to find the service provider that will work best for you.

SIP_300x400_SmallbusinessBullishThere's a new competitive landscape in the world of business phone service and systems.  In the old days, you would seek out a phone system from a local manufacturer's representative and the phone service from the Regional Bell Operating Company.  Today, Hosted VoIP providers deliver both the phone system and phone service to the business, essentially a "new telecom bundle".  The challenge is that there are a myriad of Hosted VoIP service providers, from large global/national providers to regionally focused service providers and down to value added resellers of a white-labeled product.  By comparing the capabilities of each type of organization and matching to the unique requirements of your business, selection of the phone service provider that is right for you becomes more clear.

Global/National Hosted VoIP Providers

This category of providers is best suited for small businesses who have:

  • In-house IT resources familiar with telephony programming
  • Needs for cutting edge phone features

Internal IT resources can spend the time required to program the phones and call flows themselves and take care of on-going administration.  Businesses who don't have the in-house capabilities or time to take on the programming and administration are less of a fit and tend to be frustrated with the customer service engagement with these providers.  The focus by the provider is to instruct the business on how to utilize the service portal rather than solving the issue.

Searching for Hosted VoIP ProvidersGlobal VoIP providers are typically publicly traded companies and tend to be on the cutting edge of new product development.  Their areas of focus are marketing and product development, as they are under the watchful eyes of their shareholders for new customer additions every quarter.  They dominate the paid search marketing strategies, so you will have no problem finding them on line and receiving a quote for your service.  These providers drop ship the phones and provide a robust customer portal for businesses to self-service their phone programming.

Regional/Local Hosted VoIP Providers

This category of providers is best suited for businesses who:

  • Do not have in-house IT resources
  • Prefer working with local businesses they can trust
  • Elect to have the systems programmed and installed by the providers, rather than DIY

Businesses who do not have an in-house  IT resource or have the time or expertise to handle the programming and administration of the phones and call flows are best suited to be served by a Regional/Local Hosted VoIP provider.  Typically, these small businesses are looking to maximize their communication strategies with current technology.

Providers in this category are typically privately held organizations with a singular focus on VoIP service.  They are not resellers or have secured a white-labeled platform from a major provider, but have their own platform and service.  Being privately held and internally responsible for product development, these companies tend to follow the larger providers when it comes to new feature development.  However, where they really shine compared to the nationals is in the level of customer service provided.  These providers tend to provide more of a full-service administration for their customers, rather than pushing customers to a portal.  They typically handle the programming of the phones and system for their customers so that the business requirements are better met.

Searching for Hosted VoIPWhen searching for these providers on-line, add your location.  For example, search for "hosted VoIP providers in Kansas City," and review the non-paid search results on the first or second page.  Not only visit their website to make sure they are truly local, but check out their Google listing and reviews.   Once in touch with these providers, asking specific questions about their platform (is it their own or do they resell or white label) and their approach to customer service (full-service or self-service) will help you confirm that you've found a provider in this category.

VARs and White Label VoIP Resellers

This category of providers may be a good choice for businesses who are:

  • Looking for a high level of features
  • Expect some degree of support

Small businesses can take advantage of this model and receive higher level features from a robust platform. What may be a challenge is that the Hosted VoIP company here is not ultimately responsible for the pricing, support, system up-time, and stability, and they may or may not disclose this fact with you.  You would need to decide if you are comfortable trusting your phone communications with this structure.

There are many businesses who have a specialty in another business service, such as IT support, who have added Hosted VoIP to their service offerings.  There are two ways they go about doing this, one more transparent than the other.  Value Added Resellers (VARs) or even independent sales agents like a telecom broker can resell a national provider's service and receive a commission.  There are some VoIP businesses who have been built around using a white label platform.  What this means is that the technology, system, and true back end support are provided to these businesses as a platform, but the businesses are able to place their logo into the structure and promote it as if it were their own.  These companies make money on the margin, the amount they can sell above the wholesale price.

Resellers or White Label VARs have less pricing flexibility and less influence over the actual solution to a service concern.  They may offer a tier-one type support where they can handle some customer service items through the platform's portal, but they would need to place a ticket into that provider for more complicated support issues.  However, for relatively very little risk and cost, they would have access to a very feature-rich VoIP platform.  For businesses who do more than just VoIP, this is an easy way to add value to their customer base.

Many times these opportunities are presented to you by your IT support company, who has added Hosted VoIP to their offerings via a reseller or white label relationship. 

Now that you’ve chosen the type of provider, what’s next?

Search_for_Right_VoIP_Provider-3Once you have determined what type of Hosted VoIP provider is the best match for your business, you can begin your search for the best provider for you within the category.  Again, finding the nationals is easy.  But, if the regional/local or Reseller/VAR works best for you, it will require a bit more effort to find one.  Once you do, the following list  of questions will help you determine if they are the right company for you.

  • Do they own the platform and system up-time, or are they reselling or utilizing another's platform in any way?
  • How do they handle customer service (DIY or live, local support)?
  • Do they perform all of the pre-install programming along with the physical installation of the phones?

Answers to these questions will allow you to know which category the provider is operating within and narrow the list of whom to get proposals.  Best of success to you in finding the right VoIP service provider for your business.

 

About the author:  Mark Greim is the Vice President of Sales and Marketing at sipVine, a provider of a variety of VoIP phone solutions and services. Mark has extensive experience working for start-up or entrepreneurial organizations and has a passion for affordable, reliable, and purposeful technology solutions in those environments. 

Tags: voip service provider selection, small business phone service

5 Questions Businesses Ask About Hosted VoIP

Posted by Mark Greim on Jan 10, 2019 2:22:22 PM

Every day more small businesses convert their phone service to a Hosted VoIP provider, moving away from traditional analog phone service and phone systems.  Common to the conversations with these small businesses are questions regarding the impact a switch to Hosted VoIP phone service will have on their company.

VoIP for Small Business - 5 Common Questions

SIP_300x400_SupportSmallBusinessWill Hosted VoIP save our business money?  The short answer:  Absolutely!  Small businesses can expect to save money on their monthly telecom expense, long-term on their phone system expense, and through efficiencies driven to their operation.  In response to the rapid decline of analog phone lines due to losses to Hosted VoIP, telecommunication companies have increased their rates.  Even without the rate increases, most businesses converting to Hosted VoIP have experienced a monthly savings.

Additionally, by shifting to a cloud-based phone system, small businesses only have to purchase the VoIP phones, not the phone system.  Thus, future costs will only be in the form of replacement handsets or upgrades as technology changes.  The responsibility for maintaining the system and keeping pace with technology improvements shifts to the Hosted VoIP provider. 

Finally, there are a myriad of ways Hosted VoIP technology can improve business operations.  The key is that it is a software program, with flexibility to adapt to how each company does business and serves its customers.  Setting up remote personnel, establishing a similar phone platform across branch locations, creating centralized call functions, enabling direct customer contact to applicable employees anytime and anywhere, and creating customer-centric call flows are just some of the concepts small businesses have utilized with a Hosted VoIP platform to drive operational efficiencies.

5 Questions Businesses Ask About Hosted VoIPMy phone system is working, why should I change?  This question is being asked less and less by prospective businesses, as the Hosted VoIP technology is now commonly utilized by businesses across all market segments.  Still, many business owners have been resistant to making a technology change or simply delaying until such an investment was absolutely necessary.  However, the time is quickly approaching for a decision to be made, as several manufacturers of analog phone systems have ceased production and support of the old technology.  As a result, replacement parts are becoming difficult to locate or very expensive.  So, rather than facing an impact to the business because of the phone system failure or constraints, business owners are moving to Hosted VoIP and considering it on a return on investment basis.

Can I keep my existing phone numbers?  Yes, moving (porting) your current phone numbers to a Hosted VoIP provider is not only possible, it is a regulated activity.  In addition to your current customer facing numbers, Hosted VoIP providers can deploy direct dial numbers for your employees, toll free numbers, and phone numbers in different cities across the world that can route to your main location. 

Will we be down during the transition?  This is a great question to ask of your Hosted VoIP provider, as processes differ across these providers.  The goal of everyone's process would be to eliminate downtime.  The phones and call programming can be configured and installed prior to the porting of the numbers.  Differences exist between providers and carriers as to whether the port can be initiated on-demand on the scheduled date or if it automatically happens on a scheduled date.  Obviously, if it is on-demand, there's no downtime.  Calls just begin coming in on the new phones.  If it is automatic, as long as the IP phones are installed before the port, the transition is seamless.

Is Hosted VoIP ReliableIs Hosted VoIP phone service reliable?  There are two areas to explore for answers relating to this question.  The first is the reliability of the internet connection to the business.  Hosted VoIP runs over the company's internet connection.  Over the past decade, there have been tremendous improvements in the available speeds, up-time, and reliability of business internet connections.  A VoIP call requires very little bandwidth, so, with higher available speeds now available, contention for bandwidth between applications is becoming less of an issue. 

The second involves the reliability of the hosted VoIP provider as well.  Given this is a cloud based-system, there are some safeguards built in to protect customers from key failure points, such as internet outages to their data centers, equipment failures, and such.  Ask for references, as the best people to ask about downtime experience are the businesses who rely on the service.  The good news is that there are opportunities on all fronts to help prevent a major outage. 

If you're a business that has not yet made the switch to Hosted VoIP phone service, invest a little time into researching your options.  Finding a provider that meets your needs and matches your values is not easy, as there are many out there.  But, the benefits cited above can greatly improve your operations and bottom line. 

 

 

About the author:  Mark Greim is the Vice President of Sales and Marketing at sipVine, a provider of a variety of VoIP phone solutions and services. Mark has extensive experience working for start-up or entrepreneurial organizations and has a passion for affordable, reliable, and purposeful technology solutions in those environments.

Tags: small business phone service

5 Events Signaling it is Time to Change Phone Providers

Posted by Mark Greim on Dec 4, 2018 9:50:00 AM

Changing phone providers isn't (and shouldn't be) top of mind for most businesses.  Investing in and managing the core business is always the priority, with infrastructure investments left to wait for the right time.  So, when is the right time?  There are some advantages from a strategic and efficiency standpoint that could make sense to implement at any time, but there are also some clear events that signal that it is time to change phone service providers and move to a VoIP phone system.

My_Phone_System_Crashed.jpgMy Phone System is Failing.  As phone systems age, businesses spend more and more time and resources on keeping it working.  This is an expense that is often overlooked when evaluating a system change.  The clearest signal that it is time to change is when the contractor used to maintain the system no longer supports the model.  Many times, parts are no longer available through normal distribution channels or are no longer being manufactured.  If your phone system parts are only available on eBay, then it's definitely time to make a move!

A great alternative to on-site phone systems is moving to a Hosted VoIP solution.  The problems cited above will not recur as it is the responsibility of the hosted VoIP provider to maintain and advance the phone system and service.  The business only purchases the VoIP phones, thus the only expense down the road will be for the occasional phone addition or replacement.

My Business is Moving.  This is a great time for businesses to evaluate their current phone system and provider.  Instead of spending the money on moving an old phone system, invest in a Hosted VoIP system.  The investment costs in Hosted VoIP are low because only VoIP phones are purchased.  The money saved on moving a system and potentially selling that system will more than likely offset the cost of the new VoIP phones.  Additionally, moving to a Hosted VoIP platform will provide additional flexibility to the business, as phones can be deployed anywhere there's access to high-speed internet.

Term_Contacts_bad_for_Phone_Service.jpgMy Telecom Contract is Expiring.  This is an obvious time to evaluate options, both on the phone service and phone system.  It is an opportunity to potentially save money on the monthly expenditure and remove the potential for non-budgeted expenses on phone system maintenance and obsolescence.  As stated earlier, the phone system and service are not necessarily top of mind for business executives.  Take a moment to review your current telecom contract to find the expiration date.  Your current provider will not likely remind you that your contract is expiring and you will find yourself auto-renewed.

You will find the telecom landscape has changed since you last signed your contract.  Most Hosted VoIP providers do not require contracts.  If they do, evaluate providers who do not, as there is no value in a term contract, except for the provider.  If the term contract is to secure pricing or concessions, you will find other providers have similar price advantages without requiring a term contract.

Phone Bill Rate Increase.jpgMy Provider Raised My Rates...Again!  One of the biggest complaints we hear about traditional phone service providers is that they raise their rates routinely.  There's typically fine print in any contract signed that allows for rates to be adjusted mid-term.  Moreover, rate increases are hidden in mysterious new surcharges that somehow appear on the bill.  They always sound "official" like "Recovery Fee".  The fact of the matter is that traditional telecommunication companies are losing traditional land lines in droves, and they're trying desperately to maintain margins by increasing their rates.

Get out of the cycle of absorbing rate increases and evaluate your options, as there are plenty out there!  At sipVine, we have never increased prices.  If fact, we have only lowered our prices since our inception in 2005.  Moreover, our published rates include any real surcharge costs we incur and we only add sales tax to our invoice.  Clearly, there are great alternatives to your current situation!

SIP_5ptchecklist_300x400.pngMy Competition has a Communication Advantage.  It may not be easily identified, but if your competition has moved to a Hosted VoIP platform, there are a number of advantages they have when it comes to their communication strategy.  Many areas can be made to be more efficient with direct inward dialing, call flow decisions, heightened remote or key contact availability, auto attendant features, and many more advanced communication features.  Where the previous four events are not high mindshare activities of business executives, leveraging infrastructure to create a competitive cost, efficiency, and communication advantage should be.  This is a great reason to evaluate a Hosted VoIP solution today!

About the author:  Mark Greim is the Vice President of Sales and Marketing at sipVine, a provider of a variety of VoIP phone solutions and services. Mark has extensive experience working for start-up or entrepreneurial organizations and has a passion for affordable, reliable, and purposeful technology solutions in those environments.

Tags: Hosted VoIP, Phone System Replacement, Moving Phone Service, Telecom Term Agreements

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