The modern business world, with its 24/7 customer interactions and remote and hybrid work, requires a modern solution. That’s the reason more and more businesses are moving away from landlines to VoIP (Voice over Internet Protocol).

How to switch to a VoIP phone system, quickly and easily

A well-laid-out plan will ensure that VoIP switching saves you money and fits in with your needs. That process should start with knowing what you need and why you need it.

Identify your requirements

The first step is to identify your needs for shifting to VoIP. How many employees do you have? Does your office operate out of a physical location? Do your employees have to regularly travel? Do you have team members working remotely?

The other set of questions has to do with your business communication. Do you use SMS marketing? How many customer calls do you get in a day? Do you plan to roll out a customer support or marketing number that multiple employees may have to answer?

Once you know your needs, it becomes easier to choose the right VoIP provider with specific product offerings that will benefit you.

Test your internet connection before switching to VoIP

Since VoIP runs over the internet, what you need is a strong and reliable internet connection. So, check your business’s internet connection in corridors, meeting rooms and even outside.

If you have multiple locations, you should check the strength of your internet connection in all your branches. Employees working from home or cafes should also test the quality of connection wherever they spend most of the time.

Find the VoIP provider that suits your business needs

Not all VoIP providers are created equal. Some are designed for medium and large businesses whereas others focus on companies with millions of customers.

Another crucial factor is the price. What you want is an affordable option that lets you scale as your business needs grow. What you don’t want is to pay for features you won’t use. The VoIP provider you choose should ideally come with a free trial that lets you test the features.

If you already have a customer support number that’s associated with your business, you should find a VoIP provider who will allow you to port it.

The final factor is customer support. If you choose a free VoIP service from any of the tech giants, know that they might have hundreds of thousands of users. Since the service is free, they may not have adequate customer support and you may end up going through online forums when you need help. Avoid this situation at all costs.

Compare the pros and cons of VoIP

A PBX (Private Branch Exchange) vs VoIP comparison will show you that VoIP switching has enormous benefits, particularly for small businesses and startups. But to figure out if VoIP will work for you, it’s always a good idea to analyse its advantages and disadvantages for your business.

With VoIP switching, you’ll save on the costs of buying and maintaining devices. VoIP will be accessible across all connected devices and empower your team to work remotely. The right service will also equip you with business tools such as group messaging and analytics.

But if you’re a large enterprise with an in-built PBX, trained IT staff and an immobile workforce, maybe you don’t require VoIP. Or if you conduct most of your business communication through email and hardly use phones for calls, VoIP may not make a difference to your business.

A steady internet connection is another factor. If your business and home don’t have reliable internet connectivity, VoIP will be ineffective for you.

Port your number to VoIP

Number porting is when you change providers while retaining your existing number. Some VoIP providers will let you port your number when you choose their service. The process would vary from company to company and country to country.

The best VoIP providers would ensure a smooth transition and you would be able to port your number within 24 hours or so.

The benefits of VoIP

VoIP switching comes with several advantages for businesses.

No need for additional devices. You don’t have to buy new devices for your team. VoIP is an application that will work on any connected smartphone, tablet or laptop.

Lower charges. VoIP providers have subscription plans that are lower than those of traditional phone companies. Plus, you save on maintenance costs.

Ideal for remote work. Landlines limit you to locations. VoIP switching enables you to stay connected wherever you’re, as long as there is a reliable internet connection.

Switch to VoIP with Chalkboard

Chalkboard is a VoIP service designed specifically for small businesses, startups and freelancers. Along with all the standard benefits of VoIP, Chalkboard also gives you:

Number sharing. Your team can share their numbers, which will give customers and clients uninterrupted access to your business.
Group broadcast. Use broadcast SMS to contacts without having to manually type each message.
Auto-reply. Can’t answer a call? Chalkboard will send an auto-reply, a pre-written message to the caller.
Advanced chat. Use the power of texting to build deeper connections with your customers and grow your business.

Download Chalkboard and try it now. This is how you make VoIP switching work for your business.