A hosted phone system can be a tremendous asset to a company, but it’s important to determine if it’s the right fit for your company. Here at Tele-Data Solutions, we meet with many small business owners, and over the years, we’ve learned that lots of people in that position consistently have the same kinds of questions.
We know your time is valuable, so before you invest hours of time with a potential VoIP provider, check out this blog and accompanying video. It can help you determine if a hosted phone system is right for you and, if so, outline the five-step process to successfully acquire one.
If you find yourself facing early termination fees but still want to switch, don’t get discouraged! Talk to your new potential VoIP provider, and a creative solution could be possible. Some companies, for example, will split an early termination fee with a new customer to help make the switch less financially taxing. Some local VoIP providers are willing to discuss these kinds of options with a small business. Remember, just because you’re locked into a contract doesn’t mean you’re stuck!
To be certain you know the terms of your contract, you need to contact your current carrier provider and get answers—such as your contract end date—in writing.
We understand small business owners are busy, though, and don’t always have time to call into a provider to get this kind of information. To save yourself time and hassle, simply scan your current phone statement and send to your potential VoIP provider, and they can find out this information for you. Send the scan along with a signed letter of authorization, and anyone on the VoIP team can then call and access the pertinent information about your account. With tools like electronic signatures, you don’t even have to print anything. In a matter of minutes, you could be well on your way to knowing the exact terms of your current contract.
It’s important, therefore, to look forward and to plan accordingly. If you have a pending event, a new hire, or any other scheduled event where you want your new phone system up and running, make sure you initiate the process of switching over early enough to accommodate.
Note, if your phone system is entirely down and nonfunctional, it is possible for VoIP providers to rush the installation of new phones first, but, in most cases, you’re still looking at a minimum of two weeks to port your numbers.
This specific webinar will educate you and your team about these phone systems, and it will arm you with the knowledge necessary to know whether it’s worth pursuing this further. Again, we understand that small business owners wear a lot of hats and don’t have a lot of dispensable time. This thirty-minute process can answer a lot of questions and end up saving you wasted time and effort, if the solution isn’t ultimately right for you.
This conversation can easily be done via a conference call or even over e-mail, and afterward, the VoIP provider will have a much better sense of how to proceed.
If you don’t have an IT consultant, please let your VOIP provider know.
After project approval is given, the project management phase begins, in which your company identifies all the features and phone products that will be necessary and valuable for your location. This is often as easy as filling out a checklist. (For example, do you need live answer? A backup auto attendant? How many rings before the auto attendant answers? What should the programmed message say? How do you want calls handled and routed after hours? How do you want to route calls for employees on vacation or who are out sick?)
From there, you can arrange an installation date. (Note, in many cases, this can be the same as the port date.) The actual installation usually takes anywhere from thirty minutes to two hours, depending on whether you’re sharing cabling or putting in dedicated wiring for the phones. Regardless of installation method, at no time should you be without the ability to send or to receive calls.
For some small businesses, a national VoIP provider makes the most sense. If the following conditions apply to your business, consider reaching out to one:
National companies are set up to offer remote installation packages, and if a small business is comfortable with that, those packages can be quite effective. If you’re a do-it-yourselfer who just needs remote installation and a backend VoIP provider, a local company might not be the best fit.
A local company is also better positioned to ensure you don’t miss a single call during the actual installation. Phone numbers typically port at noon, but a local company can work with you to route your incoming calls during the downtime to cell phones or voice mail. Every call matters to a small business, and you shouldn’t have to miss one just because you want to change over your phone system.
Consider working with a local expert who has specific experience with small businesses as they’ll be aware of unique problems (and creative solutions) for companies with few employees. For example, if you install your IP phones and determine, after the fact, that the wiring needs to be changed, that’s a simple fix for a small office. If you were going it alone, this might seem like a daunting hurdle, but it’s a nonissue with the experience and expertise of a local company.
A local VoIP provider will be able to get your communication system up and running efficiently and ensure your phone system is one of your most powerful assets.
Have questions? Want to know more about hosted VoIP phone systems? Contact us today.
VoIP Solutions Specialist, Tele-Data Solutions
E-mail: jen@tele-datasolutions.com | Direct Line: (908) 378-1214
I’ve been in the business of helping people my entire career. After graduating from Marist College, I began working in ad sales, shifted to health and wellness for over ten years, and currently specialize in helping businesses with their VoIP phone technology. I live in Westfield with my hubby and two active boys.