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Scaling Small Business Communication: 7 Steps to Picking a VoIP Provider

In today's fast-paced business world, staying connected is everything for small businesses. In part 1 and part 2, we learned a little more about how crucial scalability is to effective business communication and how to determine if your current system will grow with you or not. Now that you’ve decided you’re ready to make the switch to a cloud-based business phone system, let’s walk through the essential steps for choosing the perfect VoIP provider.

Whether you're just starting out or looking to take your small business to the next level, these 7 steps will guide you through the process of picking the best fit for you.

1. Research

Compile a list of potential VoIP providers that match your business needs. Look for providers that have a reputation for reliability and good customer support.

2. Review

Take all that wonderful research and dive into each company on your list. Review online resources, customer reviews, and recommendations from peers or industry associations to gather insights into the provider's performance and customer satisfaction.

3. Request

Call, email, send a smoke signal (just kidding––it should be easy to get in touch. If not, that’s a red flag) to each of the providers on your list to request quotes, product demonstrations, or trial periods. Pay attention to their responsiveness, willingness to answer your questions, and the clarity of their pricing and contract terms. Take notes during your conversations.

4. Prepare

Prepare a list of questions to ask providers during your evaluation process. Some questions to consider include:

  1. What is your uptime record, and do you have redundancy measures in place?

  2. Can you provide references from businesses similar to mine?

  3. How does your customer support work, and what is the average response time for support requests?

  4. Are there any security measures in place to protect my data and communications?

  5. What is the process for scaling up or down as my business grows or changes?

5. Compare

This is pretty straightforward. Look at the features, pricing, scalability options, and support services offered by each provider. Take note of any hidden fees or limitations. If you’re a pro/con person, make a list! If you’re more of a go-with-your-gut person, compare the feelings you got from each company.

6. Verify

Take the best of the best and narrow it down to 2 or 3 companies. Contact any references given by those providers to gather feedback about their experiences. Ask again about reliability, customer support, and whether the system meets their business needs.

7. Trial

Contact your top choices for a trial or pilot period and test their service in a real-world setting. This hands-on experience can help you assess the ease of use and compatibility with your business operations.

The bottom line is there are a lot of providers out there to choose from.

There really are a lot of VoIP providers, and a lot of the features are the same from company to company. There’s a lot to consider when you’re choosing who to switch your business communication service to, so we hope this was helpful, and we want to leave you with this:

The truth is, any cloud-based service is going to be an upgrade from your traditional phone system and help your business scale for growth. The difference is that Vested Networks operates from integrity and transparency. We want you to find the best provider for your needs, whether that’s with us or not.

What sets us apart is our commitment to your success. With us, you can expect all those wonderful features you want at a competitive price. You’ll also get a seamless transition from your old system as well as thorough training and ongoing support for your new system. We are upfront, honest, and hardworking experts in our field, so if you’re considering a change, we’d love for you to head over to our contact form and request a demo from us.


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