Making it as a business in Canada can be hard. The competition is high, many industries can be challenging to navigate, and dealing with everyday bureaucracy can be a job in itself. And don’t even get us started on small business phone systems. They can be a nightmare too.
Why not make it easier on yourself?
Small business phone systems can take your company to the next level, facilitate processes, and create the professional brand you want to see thrive in your chosen market.
Keep in mind that being an entrepreneur and starting your own business is a lot of work. In Canada alone, there are over 1.35 million businesses – 98% of which are considered small businesses.
That’s a lot.
So, choosing the right phone systems for small businesses can be a breaking point and help you differentiate yourself. Be it with stellar customer service or by facilitating growth, opting for systems that can be tailored to your needs is the way to go.
Let’s look at how VoIP (Voice over Internet Protocol) can be that system for your small business.
What is required for VoIP setup?
Before setting up your VoIP phone systems for small businesses, you must understand the requirements of that form of communication.
1.Quality internet connection
You might not know this, but VoIP needs a high-speed, high-quality internet connection to work perfectly.
So, if you’re opting for a VoIP communications system, you need good internet to ensure you’re always available for your team or clients.
2.VoIP Provider
There’s no VoIP phone system for small businesses without a VoIP provider. Companies like VoIP.ms offer virtual phone numbers and other amazing features you can use in your business to create the best communications platform for you.
You can choose from monthly plans to pay-as-you-go models, adapting this service to your business needs.
3.Desk phones or softphones
Another important piece of information: VoIP doesn’t work on its own.
To make the most of your VoIP provider, you need a carrier, such as a softphone or a desk phone.
For remote teams, softphones are the best choice, as they can be downloaded to all types of devices (desktops, smartphones, and tablets), don’t require hardware, and combine nicely with a remote setting, allowing collaborators to work from anywhere.
If you work in an in-person setting, desk phones are great options to keep communications centralized, set up extension numbers, and facilitate overall office interactions.
Again, you might need to assess your small business goals and structure to choose the best tool for your day-to-day communications.
Good news is: if you already have desk phones, many VoIP providers work on a Bring-Your-Own-Device basis, meaning you can use what you have without spending more on hardware.
Some other accessories to consider:
- ATA: or Analog Telephone Adapter. A great accessory that allows your analog telephone to be converted to a VoIP phone.
- Routers: not exactly required in VoIP small business phone systems but can boost overall call quality.
How far you can take your small business phone system with VoIP.ms.
How to set up a VoIP system for a small business?
1.Test your internet speed
We cannot stress this enough.
Before setting up your VoIP phone system for small businesses, remember to test your internet connection and its speed. The faster your internet, the better your calls will be.
Ensure you have a good internet provider and have a speed test before moving on to the next step.
2.Choose your softphone or hardware
Again, before moving on to this step, it’s better to assess your company’s needs first.
Once you have mapped those out, it will be easier to know if you should choose the softphone or desk phone route.
Then, it’s time to do your research and look for the tools that offer the best cost-effectiveness. Remember to consider aspects such as remote workforce, industry, and budget – they’ll highly influence your choice.
3.Sign up with a VoIP provider and choose features
Just as you should do with your softphone or desk phone, you need to know your business’s needs before choosing a VoIP provider and features.
- If you’re big on customer service, Call Recording might be a dealbreaker.
- If you have a Retail business, an IVR system (a.k.a Digital Receptionist) might be a priority to improve customer service.
Either way, after assessing your needs, choose a provider that allows you to create the best VoIP for small business.
Caption: Call Recording is a great feature for training staff in Retail settings.
Why VoIP is a Smart Choice for Small Businesses
When starting a business, considering your budget is key. VoIP is a great option because it can offer affordable and flexible communication solutions that fit your needs – and the size of your company!
Providers offer different plans – like pay-as-you-go and bring-your-own-device plans – allowing you to reduce initial costs with high bills and new hardware while enjoying a modern, feature-rich phone system.
Whether you’re a startup or growing company, VoIP can scale with your business, offering reliability and a range of tools to support your team’s communication needs.
4.Get your phone number
Now, it’s time to get your VoIP phone number. The great thing about VoIP providers is that most of them now allow you to port your number. This means you can keep your current phone number without any hassles for you or your clients.
However, if you need a new phone number, that’s alright. You can get new, local, tool-free, or vanity phone numbers from most VoIP providers and align your number with your branding.
5.Test your VoIP phone number
On to the final step.
After setting up your VoIP account, choosing your tools or apps, setting up your number, and testing your internet connection, it’s time to finish configurations and test your number.
Here’s what you need to pay attention to:
- Quality: Calls should be clear, without echoes, delays in audio, or interference.
- Stability: Watch out for call drops and/or disconnections.
Can I set up my own VoIP system?
Yes, you can set up your own VoIP system. While it might require some technical knowledge, most providers offer tutorials and/or extensive documentation to help you get started on your own.
Here are resources to help you get started with VoIP.ms:
Remember to train your staff
While VoIP offers great options for small business phone systems, many might be unaware of it. Remember to train your staff in the new technology and give them time to get used to it and learn how to navigate it independently.
Set up your VoIP system with VoIP.ms
Among all options for small business phone systems, VoIP is one of the best. You can tailor it to your company’s needs and adapt it as your business grows. It helps you unify your communications while offering great customer service.
You can’t go wrong with a good VoIP provider.
VoIP.ms can offer you all that and much more, with over 70 features to create the communication system you need to make your small business thrive.
If you wish to make your small business look more professional, do not worry about changing providers as it grows or stress with missing deals and miscommunications within your team. Look no further. Sign up for VoIP.ms today.