Are you a startup with limited resources and tight budgets, finding it difficult to communicate effectively? Looking for a cost-effective communication solution to overcome communication hurdles?

VoIP communication system is your ultimate solution! 

VoIP services enable startups to communicate reliably and flexibly without breaking the bank. 

Using VoIP, startups can level the playing field, improve collaboration, and grow.

In this article, we will discuss the advantages of VoIP for startups,  such as its scalability, mobility, and integration with other business tools. Other than this, we will also look at key factors to consider while choosing a VoIP provider and how to set up a VoIP system.

Benefits of VoIP for Startups

VoIP offers numerous advantages that make it an ideal choice for startups. Some of them are described below. 

1. Cost Savings

A VoIP cloud-based phone system is much easier to set up and maintain than a traditional phone system. It does not require expensive hardware or installation fees. You only need a reliable internet connection to get started since the system is hosted in the cloud.

Similarly, Business Telephone Systems based on the cloud are much more scalable than traditional systems. They are ideal for small startups because of their scalability. As your business grows or changes, you can easily add or remove users with a cloud-based phone system. You won’t need to upgrade your phone system or buy new hardware.  These factors contribute to making the VoIP phone system a cost-saving technology.

2. Mobility and Flexibility

A VoIP business phone system can be accessed from anywhere with an internet connection. Whether you need a business phone line while you’re away from the office, traveling, or working from home, a VoIP system is your ultimate solution.

Moreover, unlike traditional business telephone systems, cloud-based systems offer more flexibility and advanced features. You can easily add or remove features and customize your system to meet your business’s changing needs better.

3. Low Maintainance 

All features and settings are stored in the cloud, making cloud-based business telephone systems easier to manage and maintain. This allows you to access and change them from anywhere with an internet connection.

4. Advanced Features

VoIP offers a number of features not found in traditional phone systems, such as call routing, automated attendants, call recording, voicemail to email, and conference bridges.  By utilizing these features, you will be able to improve your productivity and efficiency.

5. Professional Image

Any business can gain an edge over its competitors by showcasing a professional image. Cloud-based business telephone systems can help you project a more professional image. 

You can get a personal virtual phone number and make official calls that look like any other landline or mobile number. This gives customers the impression that you are an established company. 

Moreover, VoIP offers features such as call forwarding, voicemail transcription, and auto-attendant, which make businesses appear larger and more organized than they really are – an invaluable asset for small businesses.

6. Reliability

The reliability of cloud-based business telephone systems is higher than that of most traditional systems. Their reliability comes from not relying on expensive and vulnerable hardware. During a power outage, your VoIP system will continue to work if you have a reliable internet connection and a UPS/battery backup. 

Similarly, since VoIP uses high-quality digital audio to transmit calls, cloud-based business telephone systems provide better call quality. Hence, using this technology can result in clearer calls and fewer dropped calls.

Considerations for Choosing a VoIP Provider

We’ve compiled a list of some of the best tips to help you pick the best VoIP provider.

• Determine your needs: Choose the type of number you need. You can get different types of business numbers, such as local and toll-free. Make sure you check the features and choose the number based on your needs. 

• Compare features and prices: Decide which features are important to you and whether they are worth the price. You shouldn’t always look for a cheap price; otherwise, you’ll compromise quality.

• Read customer reviews and feedback: Before choosing a service provider, you must read customer reviews and feedback to understand what the product offers and determine its strengths and weaknesses.

• Try Demo: If free trials or demos are available, users can familiarize themselves with the product and get an overall sense of the user experience. With free trials, users can try out the features and services in real-time before committing to the service.

• Check compatibility: To avoid compatibility problems after the purchase, be sure to check if the provider’s platform is available on your or your agents’ devices before you make the purchase.

• 24/7 Customer Service: There is no denying that technical errors and glitches can occur at any time, so make sure that customer service is available 24/7 and dependable at all times. 

📚Also Read: Ensuring Security And Trust: PRNEWS.IO’s New KYC Process

How to Set Up VoIP System for Your Startups

Once you’ve identified the best VoIP provider, you can begin setting up the VoIP system for your startup. Here are some of the factors to consider. 

1. Identify Your Business Needs

Depending on your business needs, you can choose between different types of VoIP systems and subscription plans. When assessing your needs, you should consider the type of calls you handle, your call volume, and your current phone system.

2. Set a Budget

Decide how much your business will spend on a new phone system. In the case of device-based VoIP, setting up hardware device requirements will significantly affect your cost.  

Also, with cloud-based PBX, you will have to pay monthly fees based on the number of lines. However, some providers usually reduce the price when there are more users because there is a flat rate for a certain number of lines.

Consider these additional VoIP system costs in addition to the monthly payment subscription:

• Internet connection upgrade
• VoIP subscriptions may include toll-free calling, while others offer toll-free calling as optional.
• Most providers integrate seamlessly with third-party platforms, but some are locked into high-tier plans.

3. Test Your Internet Connection

VoIP calls rely on a good internet connection to make and receive calls. A slow internet connection not only affects VoIP phone calls but also affects the speed at which data is transmitted over video conferencing, chat, and other collaboration tools. You should, therefore, test your internet connection as part of your VoIP setup preparation and ensure that you have reliable internet connectivity.

🧐 Consider these factors while testing your internet connection: 

• Bandwidth: This refers to the overall capacity of the network to process information. The recommended bandwidth for 20 calls at once is two megabytes per second (Mbps).
• Latency: It is the delay in transferring data. A 150-millisecond lag is acceptable. Call quality will be poor if that figure is higher.
• Packet loss: It refers to data pieces that do not reach their destination across a network. The recipient may miss parts of what was said or hear distorted sounds during a call. 1% to 2% packet loss is acceptable.
• Jitter: It is a delay between a packet’s sending and receiving. If the jitter exceeds 30 milliseconds, call quality suffers.

4. Choose a VoIP Provider 

Assess each VoIP provider’s features to see if they fit your needs. Pay particular attention to these aspects:

• Call management: Your VoIP system should enable you to make and receive calls more efficiently. Some of the most useful call management features include routing, forwarding, transferring, call queues, screening, recording, speed dialing, and three-way calling.
• Third-party integrations: VoIP systems should integrate with other solutions you already have. For instance, customer relationship management (CRM) systems and productivity apps.
• Unified communications: A unified communication system can provide a unified user interface and experience across multiple communication channels, such as instant messaging presence information. VoIP providers should offer audio and video conferencing, team messaging, and SMS functionality.
• Mobile apps: When you have remote employees, a VoIP system with a mobile app makes communication much easier. Find a VoIP system accessible on desktop and mobile. 
• Security: Use protocols to reduce risks of data theft with your VoIP system. Go for a platform that offers both at-rest and in-transit encryption. Consider multifactor verification and biometrics.

5. Get (or Retain) Your Business Phone Number

VoIP plans usually include a three-digit local phone number, which local businesses can use to establish a local presence. Other VoIP number options include toll-free numbers (e.g., 800, 888, and 877) and vanity numbers (e.g., 1-800-FLOWERS).

Likewise, you can ask your VoIP provider to port your existing traditional number into a virtual one. Give them your current phone number and other important information, and wait until the number porting process is complete.

6. Install Your New VoIP System

After following the above-given steps,  install your VoIP system on your PC, laptop, or mobile. Once you have installed your VoIP equipment and software, you should design your call flow, integrate third-party tools, and make test calls. You should share the best practices for making and receiving calls with employees through a comprehensive training program.

Security and VoIP

Security is a major concern for cloud-based phone systems. To ensure secure VoIP communication, remember these specific considerations.

Common VoIP Security Threats 

VoIP poses the risk of “man-in-the-middle” attacks, in which malicious actors intercept communications between two parties without either party knowing until afterward. A weak password or inadequate authentication measures can lead to these types of attacks, as well as brute force techniques like packet sniffing or Firesheep that hijack existing sessions. 

Likewise, other threats like denial-of-service attacks (DoS) can also disrupt service and degrade quality. Dropped connections can result from too much traffic on a single server at once, resulting in poor call clarity and latency issues, among other problems associated with DoS attacks on VoIP networks.  

Strategies For Securing Your Communication 

Fortunately, there are several steps you can take to ensure your voice/video calls remain secure while utilizing VOIP technologies:  

• Use strong passwords: Use complex passwords instead of simple ones that a man-in-the-middle attacker could easily guess. Even better, use two-factor authentication whenever possible.    
• Implement network segment: It is essential to protect sensitive information from unauthorized access into private conversations by segmenting it from public networks. Consider implementing virtual local area networks (VLANs) within larger corporate infrastructures to grant access rights according to the role/responsibilities of the employees within the organization(s).    
• Utilize end-point protection software: Use antivirus software that detects malware before it becomes active on any device. It is another layer of protection against potential intrusions that target unaware users.

Tips for Maximizing VoIP Efficiency

VoIP technology has revolutionized how businesses communicate. Hence, it’s crucial to ensure you are receiving the most from its features. Here are some tips for maximizing VoIP efficiency:

• Call management best practices: Implementing proper call management can help ensure your calls run smoothly and efficiently. Set up a call queue system, use automated attendants to route calls, and use do-not-disturb or forwarding features when necessary.
• Utilizing advanced features: VoIP systems include advanced features, such as video conferencing, HD voice quality settings, voicemail-to-email options, and more, that can significantly improve overall organizational communication.  
• Monitoring and optimizing call quality: Check bandwidth availability and latency levels and optimize them to maintain good call quality and reliability. During peak times or over long distances, Quality of Service (QoS) protocols can also help maintain consistent audio/video streaming.

Conclusion

Startups and small businesses can benefit greatly from VoIP telephony. VoIP phone systems help streamline business communication processes and boost communication efficiency and productivity through cost-saving advantages, scalability, and advanced features. 

Collaboration and workflow can be enhanced by using VoIP, and its advanced features can enhance collaboration and workflow. Startups can use VoIP to improve customer service, level the playing field, and achieve success in their industries. 

VoIP is a smart choice for startups looking to maximize their efficiency and competitiveness.