Published June 13th, 2016 by

5 Tips in Picking a Business VoIP Software for an Online Business

5 Tips in Picking a Business VoIP Software for an Online Business

Online business has become a common way for people to earn money these days and because of that there are a variety of businesses that are found online. Some involve selling merchandise, while others offer services. The convenience of setting up virtual stores instead of physical stores appeals to many business owners. Aside from that, customers are also slowly embracing this buying culture. So it can be suggested that in the long run, online businesses will be a very successful and productive industry.

An Online Business Necessity

In establishing an online business, there are a few steps that you need to do, to ensure success. Entrepreneur generously shared 7 simple tips in establishing an online business. The steps included finding the appropriate market, writing an effective copy, designing website and creating a brand.

Apart from these things, it is also important to invest on your business’ communication lines. We all know how important it is to establish good communication between you and your customers. There are many ways for you to do that. They can send you chat messages, email, or they can express their concerns and queries through voice calls and video call. The communication functions can be enjoyed through using a good VoIP software.

You can learn more about these by reading reviews of business VoIP software. If you’re already familiar with these business solution, then the next step you need to do is learn about the tips in picking a VoIP phone software.

1. Consider the Type of System

Considering the type of VoIP phone system can be largely based on the features that you would like to enjoy. There are three systems for the VoIP phone software and each has its perks and downsides.

  • Software Solution

A popular example for this type of software is Skype. It is a widely used VoIP software that you can install in your devices such as your mobile phone, tablet or PC. Clients or employees can be contacted through voice or video call as long as they have the application installed on their devices as well. Calling them would be free of charge, you just need a stable internet connection for a clear audio and video output.

Software solutions are fairly easy to use and setup and are highly recommended for small online business owners but if you want more function such publishing video conferences straight to your YouTube channel, then there are other systems that can provide you with the proper solution.

  • Hosted VoIP System

This system offers ease of access to its users because the selected company provides the hosting and maintenance service. At the same time, the company also helps in the installation of equipments. In short, all you need to do is to avail of their services, pay the monthly fees and concentrate more on your business. This option can be great for both small and big online businesses.

  •  Premise VoIP System

When it comes to providing you with more freedom with your phone system configuration, the Premise VoIP system is the top choice. It can be quite expensive to set up at first since you need to purchase hardware and software. There are also monthly expenses but as long as you can do the maintenance yourself, you can save more money. Making international calls for this system is also relatively lower than that of the hosted system.

2. Estimate the Overall Cost of Operating the VoIP

According to experts, in general, switching to VoIP business phone software can lower your cost of operation to up to 75 percent. This is primarily because you get to lessen your expenses in buying new equipments such as telephone handsets, and cable wires. VoIP phone setup may vary depending on the type of phones used.

Users also get to enjoy the benefit of calling their clients, partners or employees overseas without paying the international call rates because you only need to pay the local rates instead.  All you need to do is to purchase a local number in your selected country. Then, you will need to configure your mobile number or your office number to receive all of the calls made to the local number that you purchased.

TeleDynamic Communications is able to provide a rough estimate of the total cost of the installation of a Business VoIP software for a small office can cause you around $260 to $3000. A larger business can have a higher installation expenses.

After paying the installation fee, users, specifically those who are using a hosted VoIP software will also need to pay a fixed monthly bill that covers the all the calls made, the charge for additional features, and the hosting services fee.

3. Identify the Goals of the Business

A Business VoIP Software is designed to help you conduct calls no matter where you are as long as you’re connected to an internet system. How do you think you can apply this advantage with your business? For you to understand how this will help you or how you can pick the best option there is for your needs, you should pinpoint the specific goals of your business.

Start with your budget.  How much can you invest on your business’ communication expenses? Do you think you need a full blown VoIP system with all the premium features that you could think off? Or do you think you only need a simple VoIP package, one that covers basic call functions instead?

Then look into the size of your company and the employees that you have. Does your business involve calling a lot of people and coordinating teams working remotely on a weekly basis? Do you employ remote workers?

You also need to look into your preferences or your business’ nature. Are you always on the move? Maybe you need to set up a mobile VoIP software. Does your business need to have a customer helpline?

These are just but a few questions that you need to answer about your business so that you are can focus on the things that you need to prioritize.

4. Look for Specific Features

As we have discussed earlier, by knowing and understanding your business goals, you’re also able to identify the specific needs of your business. For example, if you’re always on the move, you can look for a company that can cover mobile VoIP services.

If you can’t take calls, then it would be useful to find a system provider that can offer features that will let record the message of your callers and have them sent to your voicemail.

You should also consider the ability of a VoIP software to support multiple calls. Let’s say, you have an online business involving website designing, and you have a large team of appointment setters.

By knowing how many concurrent calls your business needs to make, you can also estimate on the data plan that you should avail, and the added features that you need to purchase from your hosting provider. The number of employees that need to access the telephone lines is a fairly important factor that you need to weigh in.

This can also help you decide whether or not you should use a hosted system or not. This system offers you quick and easy results but as the number of users or callers increase, so as your expenses. As for the premise system, the expenses can be significantly lower, but you need a team that will help you configure the settings.

If you’re able to identify the specific features that you want then you are also able to compute the potential amount of money that you will need to spend on your VoIP phone system.

It will be useful to check on business VoIP software reviews to help you weigh in on the pros and cons of a particular VoIP system provider. By doing so, you can also read about the specific features that they are able to provide their users.

5. Evaluate the Readiness of the Network Infrastructure

Your network infrastructure is a collective term for your internet connection, routers and other hardware. It is important that before picking among the top business VoIP software, you are also able to assess the readiness of your network. This readiness of your network is also among the largest factor to consider in deciding on which software to go with.

First and foremost, you need to check your bandwidth. Is it enough to support your selected VoIP phone system? There are different bandwidth requirements for a VoIP phone system.

In order for you to conduct a clear voice call in a VoIP software like Skype, their company suggests that you will need to have at least 30 kbps for both the upload and the download. If you plan to have a high quality video call, then you’ll need at least 400 kbps. For small group video conferences composed of at most 5 people, you will need around 2 Mbps.

How about your router? Do you have a QoS that will help distribute bandwidth among the users of your VoIP system? Various applications in your devices use up bandwidth, in order for you to prioritize on the appropriate traffic, you will need a QoS.

In summary, there are five tips that you can use before availing a VoIP phone system. The first tip is to consider the type of system. Second is to estimate the overall cost, followed by identifying your business goals, then looking into the different features of the software, and evaluating the readiness of your network. Among these five tips, which do you think is the most important factor that you need to weigh in?

We would like to help you get to know the top software through’s comprehensive and honest business VoIP software reviews. The reviews were generously provided by verified customers.

John Tovar

John specializes in the creation and planning of business-centric mobile applications and mobile website design and development.

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