6. Tips for Choosing a Vendor

  1. After you’ve evaluated the features you will need and considered your budget, you should begin shopping for VoIP service providers.  You’ve got a lot of choices here: small companies, larger phone service providers, and regional businesses all provide VoIP services.

     

    It’s important to keep in mind that a VoIP phone system is a long-term investment.  You’ll be working with the provider in the future when the system is installed and maintained- the more reputable the vendor you choose, the better.  You should choose a vendor that can provide the features you require with setup, maintenance, and service costs that are within your budget. 

     

    Also consider the following:

     

    Training

     

    If employees will need training on any of the new features included in the service package, you’ll need to make sure the vendor is willing to provide either a training session or a very detailed use manual.  Vendors that have help desks, dedicated representatives, or good customer service departments are all also good choices.  Make sure that learning how to use the system is easy for you and your employees.

     

    Maintenance

     

    Most phone systems vendors provide maintenance, updates, and make themselves available to answer questions after the system is installed.  Ask if the vendor provides these services themselves or if they contract out for repairs or helpdesk functions- knowing who you’ll be dealing with in the event of a problem is always a good idea.

     

    Security

     

    Since internet-based calls are easier to eavesdrop on, or “hack,” than traditional phone calls, you should choose a vendor that has security mechanisms in place to protect your and your customers’ information. 

     

    Power back up

     

    VoIP phone systems require electricity to operate- in the event of a power outage, phone service is interrupted.  Vendors will usually set up some type of back-up power source or a spare “landline” in case of emergencies.  Ask all prospective vendors about their protocol for power outages and how service is impacted.

     

    Equipment

     

    Some vendors provide all equipment, while others refer you to a source for adapters, headsets, or other hardware.  Ask where the routing equipment will be housed (if you have an especially large office) and ask about hosted options, where routing equipment is housed at the vendor’s location, rather than at your office. 

     

    Installation process


    Some vendors hire third party installers to install and repair office phone systems.  Both options are fine, but the vendor should be familiar with how your system is configured in the event of future problems.

     

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