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Small Business VoIP Phone System

Elevate employee and customer communications with a small business VoIP phone solution.

small-business-voip-desk-phone.jpeg

Small Business VoIP Phone System

Elevate employee and customer communications with a small business VoIP phone solution.

small-business-voip-desk-phone.jpeg

Small Business VoIP Phone System

Elevate employee and customer communications with a small business VoIP phone solution.

small-business-voip-desk-phone.jpeg

Small Business VoIP Phone System

Elevate employee and customer communications with a small business VoIP phone solution.

small-business-voip-desk-phone.jpeg

In addition to providing clear voice calls and integrating with your other communications systems, VoIP gives you the flexibility to run a small business from anywhere, using any internet-connected device.

Here, we’ll dive into the world of VoIP to find out how the technology works, why it can save you money, and what to look for when choosing the best VoIP solution for your business.

Here’s what we’ll take a look at:

In addition to providing clear voice calls and integrating with your other communications systems, VoIP gives you the flexibility to run a small business from anywhere, using any internet-connected device.

Here, we’ll dive into the world of VoIP to find out how the technology works, why it can save you money, and what to look for when choosing the best VoIP solution for your business.

Here’s what we’ll take a look at:

In addition to providing clear voice calls and integrating with your other communications systems, VoIP gives you the flexibility to run a small business from anywhere, using any internet-connected device.

Here, we’ll dive into the world of VoIP to find out how the technology works, why it can save you money, and what to look for when choosing the best VoIP solution for your business.

Here’s what we’ll take a look at:

In addition to providing clear voice calls and integrating with your other communications systems, VoIP gives you the flexibility to run a small business from anywhere, using any internet-connected device.

Here, we’ll dive into the world of VoIP to find out how the technology works, why it can save you money, and what to look for when choosing the best VoIP solution for your business.

Here’s what we’ll take a look at:

What is a VoIP phone system for small businesses?

What is a VoIP phone system for small businesses?

What is a VoIP phone system for small businesses?

What is a VoIP phone system for small businesses?

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You’ll have heard of VoIP, but you might not be 100% sure how it works. It stands for Voice over Internet Protocol, which means that instead of using traditional copper wires to make and receive phone calls, you use an internet connection. VoIP technology translates analog voice signals into digital “packets” so that it can send digitized voice information over an Internet Protocol (IP) network.

Is VoIP worth it for a small business?

Is VoIP worth it for a small business?

Is VoIP worth it for a small business?

Is VoIP worth it for a small business?

You might be thinking that VoIP phone systems are only accessible to large enterprises. That may once have been true, but now it’s affordable for any size of business. In fact, it can save you money in terms of the initial setup, the ongoing costs, and the phone calls themselves.

You’ll also get more advanced features than you would with a traditional phone system. VoIP is usually part of a UCaaS (Unified Communications as a Service) platform that offers other communication tools such as text messaging, video conferencing, etc. in one convenient platform. This unified service will help streamline your business communications and improve the overall efficiency of your team.

Just make sure you choose a vendor that provides high uptime, good call quality, and top security.

Why choose 8x8?

On that note, why should you consider 8x8 for your VoIP needs?

8x8 offers a complete small business phone system with advanced call management features, such as visual voicemail and auto attendant, as well as video conferencing, business SMS, and team messaging. There’s also a built-in contact center with AI-powered workflows for every interaction. Besides excellent call quality and 99.999% uptime SLA, you get 24/7 expert customer support ready to address your technical concerns.

Benefits of a VoIP system for your business

Benefits of a VoIP system for your business

Benefits of a VoIP system for your business

Benefits of a VoIP system for your business

There are many advantages of VoIP for a small business. Clearer calls, the ability to manage all your communications from one place, the option of a hosted solution in the cloud, and more. Let’s take a closer look at four key benefits:

  • Flexibility and mobility
  • Scalability
  • Reduced costs
  • Improved collaboration

1. Flexibility and mobility

A VoIP phone system comes with a high degree of flexibility. You’re not tied down by physical hardware and phone lines in a specific location, so you can run your business from anywhere you choose. All employees can access the system from anywhere and on any device.

You can get one business phone number that you can access from all locations and devices.For example, calls can be forwarded from an office desk phone to your cell phone seamlessly when you’re not in the office. A VoIP phone system is ideal for businesses with employees that are not always staying in one place. As long as they’re connected to the internet, you’ll be able to reach them no problem.

2. Scalability

Just because your business is small right now, it doesn’t mean it’s going to stay that way, and VoIP has you covered as you start to grow. The ability to access it from anywhere means you can recruit from anywhere.

With a small business VoIP system, It’s easy to spin up new branches in other parts of the world or take on more remote workers.The subscription payment model lets you add extra users when you need to scale up, whether it’s just to handle busy periods or on a permanent basis as the business expands. There’s no need to install extra wiring, and remote employees don’t even require office space! And unified communications systems let you add integrations to build your tech stack.

3. Reduced costs

Saving money is a real bonus for smaller businesses. With fully cloud-based VoIP, there is no need to install and maintain servers yourself. Instead, all of that is handled by your VoIP provider off-site. As for hardware, you can choose to invest in VoIP desk phones if you have a physical office, but you can also opt to let employees use their own devices. All they really need to do is install the VoIP app your company is using and a good internet connection.

That eliminates both a large upfront payment for hardware and ongoing cost for maintenance on your end. You just pay a monthly subscription to your vendor they will handle the rest.VoIP also gives you cheaper rates for calling and messaging, including international calls. A streamlined communications system can also result in better teamwork, saving you more money by improving productivity.

4. Improved collaboration

As you’ll hear us mention a lot in this post, VoIP is incredibly convenient because the system is accessible to anyone with an internet-connected device. It’s perfect for team collaboration, whether you have a traditional office setup or a remote or hybrid working model.

A unified communications system puts all your tools and data in one place, making it easier to keep everyone on the same page. There are plenty of ways to keep in touch, with messaging, video conferencing, and document sharing alongside phone calls, and features like CRM integration enable employees to build relationships with customers.

How to choose the best VoIP solution provider

How to choose the best VoIP solution provider

How to choose the best VoIP solution provider

How to choose the best VoIP solution provider

As more and more businesses recognize the advantages of VoIP, the number of providers keeps growing. There are so many to choose from that it can be a daunting prospect to select the right one, so let’s take a look at some of the things you need to consider when choosing a VoIP solution provider:

1. Assess offered features

It goes without saying that your provider should ensure an easy setup and high-quality calls, along with top-notch security to keep your data secure. It’s also important to check the customer support package. You should always be able to contact your vendor on a convenient channel.

Here are some of the features to look out for:

  • Number porting
  • Local and toll-free numbers
  • Call management
  • Video call and conferencing
  • SMS messaging and group chat
  • Auto-attendant
  • Voicemail transcription
  • Analytics
  • Integrations

Let’s look at them in more detail.

Number porting

Check if the provider can “port” your existing phone number across to the new system. You don’t want the hassle of switching to a new number that your staff and clients have to remember.

Local and toll-free numbers

If you’re just starting a business and you’re in the market for a new number, many VoIP vendors offer these. Local numbers make people more likely to pick up a call, and toll-free calling encourages people to get in touch and gives the impression of an established business. In both cases, you can use just one number to cover different branches and regions.

Call management

Call management features are a big benefit of VoIP. It’s essential that the system can handle call queues, fast transfers, and smart routing for improved efficiency and happy customers.

You’ll also need call forwarding when you’re away from the office phone so that you can pick up incoming calls on a mobile phone without having to give out your private number. A caller ID feature is handy for security and reassurance, and call recording and monitoring help with compliance and coaching.

Unlike traditional phone systems where you have to install separate PBX equipment for call management features, VoIP providers usually offer cloud-based hosted PBX as part of the VoIP solution package. That means no additional installation or maintenance is required on your part.

Video calling and conferencing

Video helps you share visual information and take visual cues from participants to avoid miscommunication. It’s great for virtual conferences and 1:1 interactions. Remote teams can collaborate easily, especially if the technology includes screen sharing, whiteboarding, and chat. It’s also useful for live tech support or recorded tutorials and for coaching employees.

SMS messaging and group chat

Text messaging isn’t just for chatting with friends; it’s handy for business use too! You can send bulk texts to customers with information such as new opening hours, appointment reminders, and promotions.

Most people use their phones constantly, so they’ll see the notification—and they’re more likely to read and respond to a text than an email. Meanwhile, group messaging is ideal for collaboration, as you can message and share files with your entire team.

Auto-attendant

Sometimes called a virtual receptionist, an auto-attendant is an AI-powered feature that answers the phones for you. It ensures a professional appearance at all times, and it’s available around the clock, so you don’t need to worry about getting employees to work unsociable hours. VoIP systems let you record custom greetings and give callers the option to leave a voicemail.

Voicemail transcription

Some VoIP services provide this advanced feature, which is also known as visual voicemail. Basically, voicemail messages are automatically converted to text and sent to you via email, which is very useful when you’re on the road or in a meeting. No need to listen several times for the phone number or to scribble notes. And even if the audio message gets deleted, you’ll have a backup.

Analytics

The best VoIP solutions come with analytics to help you evaluate individual and overall performance. You can measure key metrics with tools like call logs for inbound and outbound calls, find out what customers really think with sentiment analysis, and spot problems as they happen with real-time reporting. You’ll be able to find ways to improve and make accurate forecasts about budgets and staffing levels.

Integrations

As well as providing unified communications, the best business VoIP services integrate seamlessly with other popular business apps, giving you access to even more tools in one place. You can use the systems you’re familiar with and link them to your VoIP setup, syncing data between apps for better productivity. The comprehensive tech stack is scalable and flexible as you grow.

2. Review the SLAs of your VoIP provider

When you’re running a business that depends on good communication (with customers as well as between colleagues), the last thing you want is a telephone system that lets you down at vital moments. Imagine the call gets cut off just as you’re about to close a big sale, or the system crashes on the day you launch your new delivery service, and customers can’t call to place an order.

There used to be a myth that VoIP was more glitchy than traditional phone systems, but that’s not the case—at least, not if you choose a reliable service provider! Look closely at their SLAs (Service Level Agreements) and make sure they offer high-quality service guarantees in their agreement. For example, 8x8 offers platform-wide 99.999% uptime SLA and 35+ public and private data centers with multiple redundancy and rerouting capabilities, ensuring that your business will not be disrupted due to a service failure

3. Research the pricing plans of business VoIP providers

Budget is all-important for small business owners, so you need to look carefully at each potential VoIP phone provider and find out exactly what they offer. Don’t be tempted to automatically go for the cheapest option, as it may prove to be a false economy. However, it may not be necessary to spend a fortune. There are affordable yet feature-rich solutions out there (such as 8x8).

The bottom line is that you need to figure out what represents value for money for you. Make a list of what you’re looking for (essential business needs and nice-to-haves) and pick a business phone service that checks all the boxes.

4. Review feedback from existing customers

It’s always worth learning what other customers have to say about a business VoIP provider, especially if their company or service is similar to your own. What kind of call quality do they get? Are the pricing and billing easy to understand? How is the onboarding and customer support?

Bear in mind that although most providers will include client testimonials on their websites, they’ll have chosen only the positive ones! For a wider range of feedback, check out technology review sites, where users are pretty candid about their experiences.

How do small businesses set up VoIP?

How do small businesses set up VoIP?

How do small businesses set up VoIP?

How do small businesses set up VoIP?

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1. Purchasing equipment

If your business is already established, you’ll have an internet provider, a modem, and a router in place. Just make sure that you have a good internet connection to cope with the new system as poor connection or low bandwidth can affect call quality, especially with video calls.

The next thing to consider is your phones. IP or internet phones are designed to work with VoIP technology. They’re wireless, so they don’t need to be connected to an outlet like a traditional landline phone, although they have the same calling features as any business phone. If your team does a lot of conference calling, VoIP also works with many conference phones.But if you want to stick with your existing phones, you can use them as VoIP phones with special adapters called ATAs. Or, if you want to dispense with phones altogether, you can use computers, laptops, and tablets as “softphones” simply by downloading VoIP software to make and receive calls.

VoIP phones come with a microphone and receivers, but softphone users will need a headset with a mic, especially for video and audio conferencing (the built-in mics on most laptops won’t be robust enough). Check out headsets or earbuds with noise cancellation if employees are working in a busy setting.

2. Hardware setup

That’s one of the great things about business VoIP phone service—there’s not much hardware to set up, and almost no technical knowledge is required. You don’t need to install new phone lines, and if you buy IP phones, you just plug them in, and you’re good to go.

With cloud-based VoIP, you won’t have to configure an on-premises server, and remote workers can easily use their own devices (just check that their connection is up to scratch). VoIP is so simple to set up that you won’t need an IT department, which is good news for small businesses.

3. Software installation

You might go down the software-only route without using IP phones or adapted desk phones at all. If you’re signing up for a cloud-based VoIP system, all you need to do is open an account and download the app to the devices you want to use.

You can then customize the system to your preferences and set up the VoIP features with no hassle. In case you do need a little help, most vendors provide onboarding or at least a knowledge base. 8x8 offers professional services experts for deployment and adoption.

4. Troubleshooting and maintenance

When you choose VoIP instead of a traditional phone system, there’s a lot less to worry about. Ongoing maintenance is taken care of by your provider, who will also handle any updates and upgrades (and typically roll them out so smoothly that you’ll experience no downtime at all).

On-premises systems with physical equipment and wiring have plenty of potential to go wrong, but you should find that there’s less need for troubleshooting with VoIP. However, all forms of technology are subject to the occasional glitch, which is why you need to choose a provider with fast, round-the-clock customer support. Don’t forget to check on your remote workers to make sure they’re not experiencing any problems.

Best small business VoIP services

Best small business VoIP services

Best small business VoIP services

Best small business VoIP services

As we mentioned, you won’t lack choices when it comes to picking a VoIP system for small business. To save you a bit of time, we’ve chosen five of the best providers, but you should still conduct your own research and make full use of demos.

1. 8x8

We’re going to come right out and say that 8x8 is the top choice for a small business VoIP system. The XCaaS eXperience communications platform goes a step further than UCaaS, putting the employee and customer experience front and center with an array of tools and features for an agile business.

The package includes voice, video, chat, contact center, and APIs, as well as integrations with popular business and CRM apps, such as Salesforce and Microsoft Teams. It has AI-powered analytics, enabling you to easily track metrics like missed calls or the number of answered calls, as well as carry out customer surveys.

Useful features include caller ID, blocking, do not disturb, call parking, and ring groups, as well as the multi-level auto-attendant and visual voicemail. The all-in-one 8x8 Work apps (for iOS, Android, and web) enable seamless communication and collaboration across channels, and there’s even a dark theme for user comfort.

The 24/7 expert technical support spans 90 countries, and the equipment comes with a seven-year warranty and replacement hardware whenever you upgrade or downgrade. 8x8 provides end-to-end security with a two-factor authentication system and is certified to the most rigorous compliance standards, including HIPAA, GDPR, and FCC requirements.

2. RingCentral

RingCentral MVP (which stands for message, video, and phone) is a well-known unified communications platform. Features include a clean user interface, a drag and drop approach for sharing files, and the ability to assign tasks directly in the messaging app. They have’ a handy mobile app and adesktop app that offersunlimited calls in the US and Canada, team messaging, video meetings, and SMS. There’s an option to add a contact center as well.

3. Grasshopper

Grasshopper is aimed at those who want to use their existing devices as softphones. Link your existing cell number, then choose a local, toll-free, or vanity number for business use. Calls are made via your cell, although you can use VoIP/Wi-Fi calling when the reception is weak.

Other system features include business SMS, virtual faxing, mobile and desktop apps, and 24/7 customer support. You do have the option to add on a live or automated virtual receptionist (via a partnership with Ruby Receptionist) for an extra charge.

4. Nextiva

Nextiva is another UCaaS platform that’s simple to use and navigate, and it’s generally good on integrations. The Essentials Plan for the Nextiva app offers video calls, internet fax, and team messaging. They do offer more advanced features with their more expensive plans.

5. GoTo Connect

GoTo Connect is a cloud phone system with built-in messaging and meetings and is simple to use from a desk phone, desktop, or mobile device. It comes with a visual editor to help you configure call routing, and you can add toll-free numbers or port your current ones.

Their Basic plan includes unlimited calling and texting within the US and Canada, video conferences for 40 minutes (four attendees), unlimited extensions, auto-attendant, and team messaging.

Elevate your company’s collaboration with a small business VoIP phone system

Elevate your company’s collaboration with a small business VoIP phone system

Elevate your company’s collaboration with a small business VoIP phone system

Elevate your company’s collaboration with a small business VoIP phone system

So, we’ve discussed how VoIP works, its essential features, and why it’s such a boon for small companies, and we’ve suggested five different vendors to help you choose the best phone system for your business.

All have their merits, but 8x8 is the standout provider thanks to its XCaaS concept, which harnesses advanced communication and collaboration for satisfied customers and a harmonious workforce. It’s not surprising that it’s a ten-time Gartner® Magic Quadrant™ Leader!

FAQs

FAQs

FAQs

FAQs

Are there any free VoIP services?

Yes, but they likely won’t have all the functionality you need, even for a small business. Watch out for exactly what’s offered with the freemium version and what you have to pay for. If you end up having to purchase add-ons, the cost soon mounts up, so you may be better off choosing the lowest-priced tier of a paid-for phone solution.

Can I integrate my business VoIP system with UCaaS?

Yes, many VoIP systems are part of a UCaaS platform. It’ll help you get the most out of the switch to VoIP. The additional communications will benefit collaboration, and productivity will improve when all your tools and data are in one place with no toggling between different apps.

Can I use my business VoIP phone service for customer support?

Yes, especially if you choose a business VoIP solution with an integrated contact center. For example, 8x8’s XCaaS platform is packed with tools to deliver a great customer and employee experience, from call recording and coaching to automated support with Speech-based Virtual Agent.

8x8 also offers the Microsoft-certified Contact Center for Teams, which bridges the gap between agents and the rest of the organization. And the unified communications package is ideal for omnichannel support, with customers being able to contact you via the most convenient method.