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.
What is a VoIP phone system for small business?
Is VoIP worth it for a small business?
Benefits of a VoIP system for your business
How to choose the best VoIP solution provider
How do small businesses set up VoIP?
What is a VoIP phone system for small businesses?link to this section
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.
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Is VoIP worth it for a small business?link to this section
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.
99.999%
Our network is backed by the first platform-wide uptime SLA across UCaaS and CCaaS.
Uptime SLA
35+
8x8 delivers superior call quality and conversations that sound and feel natural.
Data centers
24/7
8x8 provides 24x7x365, follow-the-sun support with multilingual teams located around the world.
Support
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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:
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:
How do small businesses set up VoIP?
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 your employees work in a busy setting.
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.
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.
When you choose hosted 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. This is why you need to choose a provider with fast, round-the-clock customer support. And don’t forget to check on your remote workers to make sure they’re not experiencing any problems!
Best small business VoIP services
We’re going to come right out and say that 8x8 is the top choice for a small business VoIP system. The 8x8 platform goes a step further than standard UCaaS, putting customer experience front and center with an array of tools and features for an agile business.
Our offerings include voice, video, chat, contact center, and APIs, not to mention integrations with popular business and CRM apps, such as Salesforce and Microsoft Teams. We have AI-powered analytics, enabling you to easily track metrics like missed calls or the number of answered calls, and even 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. 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.
RingCentral RingEX™ is a well-known unified communications provider. 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 a desktop app that offers unlimited calls in the US and Canada, team messaging, video meetings, and SMS. There’s an option to add a contact center as well.
Grasshopper is aimed at people who want to use their existing devices. Choose a virtual local, toll-free, or vanity number for business use.
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.
Nextiva is another UCaaS platform that’s simple to use and navigate, and it’s generally good on integrations. The Essentials Plan for the Customer Conversation Suite offers video calls and internet fax. They do offer more advanced features with their more expensive plans.
GoTo Connect is a cloud phone system with built-in messaging and meetings. It’s 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 Phone System plan includes calling and texting, video conferences for up to 250 participants, unlimited extensions, and auto-attendant.
Elevate your company’s collaboration with a small business VoIP phone systemlink to this section
So, we’ve discussed how VoIP works, its essential features, and why it’s such a boon for small companies. We’ve also suggested five different vendors to help you choose the best phone system for your business.
All have their merits—but to us, 8x8 is the standout provider thanks to its integrated unified communications and contact center platform. It harnesses advanced communication and collaboration technology for satisfied customers and a harmonious workforce. It’s not surprising that it’s a Gartner® Magic Quadrant™ Leader for UCaaS for more than a decade!