Choose the Right VoIP System with OT Group’s Four-Step Process

Posted on Jun 3, 2021 2:00:00 PM

It’s difficult to update a system that’s as hard-wired into your business processes as your phones. Especially when you want to make the transition from an analog phone system to a Voice over Internet Protocol (VoIP) solution.

Choosing the wrong phone system not only impacts your internal and external communication, but it results in excess costs, poor customer service, inefficient processes and a number of further issues that seriously impact your bottom line.

On the other hand, the reverse can be said when upgrading your phone system to the right solution. It’s a huge opportunity. Your business will realize significant efficiency gains and improve its operational processes, all while saving money.

All too often, small and medium-sized businesses lack the necessary skills, knowledge and experience needed to upgrade their telephony solution. Instead, they coast along with their existing phone system because finding a new one is way too daunting. 

There’s a huge amount of resources that will explaining what hosted VoIP phone systems can do and how they’ll benefit your business, such as our blog ‘Top 5 Benefits of Implementing Hosted VoIP Services Into Your Business’, but there’s not much information out there to help you decide what functionality is actually a good fit for the way you do business. 

That’s why here at OT Group we have developed a process to help SMEs across Canada select and seamlessly implement the perfect VoIP system for their company’s specific requirements. 

Our four-step process ensures that here at OT Group we are able to untangle the issues with your current system, pinpoint exactly what your needs are for future growth and find the cloud-based phone solution that will offer real value for your business. 

We’re here to help ensure that your company has access to modern communication solutions, seamlessly, and this is the four-step process we follow to do it.

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Step 1: What is the good and bad of your current system?

To ensure your business is able to find the solution that perfectly suits your unique needs, it’s crucial that we start with a thorough understanding of your current phone system. We take the time to understand the challenges and limitations, as well as the functionalities that are important of your existing system. 

We’ll learn about how well you currently understand your system, take the time to see if there are functionalities that you aren’t utilizing, see how it integrates into your existing system as well as learn about the challenges and limitations your business is suffering from as a result of your current phone system.

Step two: What do you need to achieve?

In this second step we find out what the bare minimum requirements are that you need in your replacement system. Do you simply want something that mirrors your existing system but with a more modern, flexible and easier to manage profile? Or do you need to upgrade the system to coincide with business growth? 

There’s a lot of factors that come into play when choosing a VoIP system. Call ID, call forwarding and call waiting are basic features of any system, while call screening, call transcription and auto-attendant are all examples of advanced features you can add on if needed. 

And, of course, how many numbers you currently have (and need in the future) and how your team handles calls are all important questions to think about when upgrading your solution. This could have an impact on the price of the system and the functionalities that your business needs.

Step three: Where do you want to be?

Upgrading any system in your business isn’t always just about what you need right now, it’s about what you are expecting to need in the future. Perhaps you are looking to expand with more corporate locations across Canada, maybe you will be bringing in new employees or perhaps your team is working remotely and you need tools that offer video conferencing, instant messaging and file sharing.

VoIP systems can do all of these things and more, and the best news is that VoIP is flexible. You can scale up your system and add new functionalities as-and-when you need them. Once we know where your business is heading, we’ll set you up with a VoIP solution that can be customized as you grow.

Step four: What do you need to get there?

Business growth doesn’t just happen. You need to make smart decisions and strategic investments that drive your organization into the future. So, what does your business need to get to that next level?

We will help upgrade your phone system and select a VoIP solution that’s perfectly designed for each step of your growth journey. We’ll take a look at your existing network infrastructure and internet connection to ensure it’s sufficient for a VoIP solution, we’ll ensure your remote employees have all the hardware they need for high-quality audio and we will make sure the phone hardware you choose is the perfect fit for your employee’s needs.

There’s a lot of hidden unknowns when planning to update your company’s communications. Leaning on the experience of a knowledgeable installation team can offer peace of mind and help you find the perfect VoIP solution when your current phone system is no longer good enough.

Want to learn more? Get in touch with OT Group today. Our team of technology, IT and VoIP experts would love to answer any questions that you may have. 

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Topics: IT Infrastructure

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