Thanks to voice over Internet protocol (VoIP) and ever-improving cloud technologies, businesses have more options for phone systems than ever before. These options come with more features at a lower cost compared to traditional systems. However, navigating through the myriad of options and marketing hype can be challenging. This article will help aerospace and manufacturing business owners in Dallas-Fort Worth understand their VoIP options and make informed decisions.
Understanding VoIP
In simple terms, VoIP (voice over Internet protocol) transmits phone conversations over the Internet instead of traditional phone lines. All phone communications will eventually be transmitted this way, and businesses must adapt to this technology.
The Reality of VoIP Systems
While VoIP offers many benefits, it's essential to approach it with caution. Poorly designed, implemented, and supported VoIP systems can be problematic and more expensive than traditional phone systems. Here are some critical factors to consider:
Cost Considerations
Initial Savings vs. Long-term Costs: VoIP systems often appear cheaper initially but can become costly when all expenses are considered over 1 to 3 years.
Hidden Fees: Some VoIP vendors may have hidden fees, making what seems like a cost-saving decision more expensive in the long run.
The Shift to VoIP
The transition from traditional phone lines to VoIP is inevitable. Many phone providers are retiring traditional copper phone lines in favor of fiber optic cables and wireless services. For instance, Verizon replaced Mantoloking's copper network with Voice Link after Hurricane Sandy. This trend indicates that businesses must prepare for the switch to VoIP.
VoIP Options for Businesses
Here are the main options available for business phone systems, along with their pros and cons:
- Virtual Phone Service
Best for: Start-ups or small home-based businesses with a few employees.
Pros:
Cost-effective: No need to buy phones; calls are routed to cell phones or home phones.
Features: Offers multiple extensions, call forwarding, local and toll-free numbers, voicemail, and more.
Cons:
Poor call quality: Lag time and poor sound quality can frustrate customers and lead to lost sales.
Limited scalability: Not ideal for larger businesses with higher call volumes.
- Landline Phones
Best for: Businesses prioritizing voice clarity and dependability.
Pros:
Reliability: Landline phones provide the highest call quality and are not affected by power outages.
Dependability: Ideal for areas prone to outages or businesses where phone line reliability is critical.
Cons:
High cost: Installation and support are expensive.
Obsolescence: The trend towards retiring copper phone lines may force a switch to VoIP in the near future.
- VoIP (Voice Over Internet Protocol)
Best for: Businesses looking for cost savings and advanced features.
Pros:
Cost savings: Significant savings on phone bills, especially for businesses with multiple offices or heavy call centers.
Advanced features: Includes voicemail-to-email, video conferencing, and the ability to make and receive calls from various devices.
Cons:
Call quality issues: Dropped calls, connectivity problems, and poor sound quality can occur if not properly implemented.
Dependency on Internet: The system relies on a stable Internet connection.
Choosing the Right VoIP System
When selecting a VoIP system, consider the following types:
SIP Trunking (Session Initiation Protocol) Phone Lines
Pros:
Cost savings on traditional phone lines.
Cons:
Poor call quality: Internet bandwidth competition can degrade call quality.
Limited features: Lacks the advanced features of a full VoIP system.
Scalability issues: Not ideal for growing businesses with multiple locations.
Hosted PBX
Pros:
Offsite hosting: The brain of the system is hosted offsite, similar to a hosted website.
Cons:
Internet dependency: If the Internet or provider goes down, the entire phone system goes offline.
High bandwidth requirements: Heavy Internet usage can cause call delays and gaps.
Cost: Monthly licensing fees and premiums can increase the total cost of ownership.
On-Premise IP PBX
Pros:
Better call quality: Generally provides better call quality than hosted solutions.
Cons:
Internet dependency: If the Internet goes down, the phones stop working.
Limited voicemail storage: Voicemail storage is finite.
Complexity: Requires a robust Internet connection and potentially expensive VPNs for multiple locations.
Hybrid (or Blended) PBX
Pros:
Superior call quality: Calls do not compete for bandwidth with other Internet traffic.
Redundancy: If the Internet goes down, the on-premise device takes over.
Real-time adjustments: The system can make live adjustments to maintain high call quality.
Cons:
Cost: Initial setup may be more expensive, but it offers long-term reliability and features.
Questions to Ask VoIP Providers
To cut through the hype and ensure you choose the right VoIP system, ask potential providers these seven questions:
Do I have to change the configuration of my firewall or replace it?
Ensure the system works with your existing firewall without compromising security.
How many data centers do you have and are they geographically dispersed?
Look for providers with multiple, geographically dispersed data centers for reliability.
What was the uptime last year? What's your guarantee for uptime?
Aim for a provider with at least 99.999% uptime and documentation to prove it.
If my phone is unreachable, do you have an automatic failover to another phone?
The system should automatically forward calls if there are issues.
Do you monitor my phones and system 24/7/365 for any potential issues?
Ensure the provider offers continuous monitoring and proactive issue resolution.
Will our telephone features be the same when we move to VoIP?
Verify that all necessary features are included.
Do you offer a money-back guarantee?
Look for providers willing to back their claims with a written, no-small-print guarantee.
Choosing the right VoIP system is critical for aerospace and manufacturing businesses in Dallas-Fort Worth. By understanding the options and asking the right questions, you can select a system that meets your needs and budget while ensuring reliable, high-quality communication.
