The transition from cable to VoIP should never cause problems if done in the right way. Unfortunately, most people do not know how to transition smoothly and end up getting frustrated with the idea of VoIP entirely.
VoIP is advanced communication technology that can be quite beneficial to any company. Apart from cost-cutting, VoIP also enhances communication by improving call quality and integrating with other tools at the office. If the transition from cable to VoIP is not done well, chances are that the users will be frustrated.
In this post, we explore the mistakes to avoid for a smooth transition. Keep on reading to see the 11 mistakes companies make in transitioning from cable to VoIP.
1. Failure to Assist Self Hosted and Hosted VoIP Options Well
When transitioning from cable to VoIP it is crucial to consider the available options. The main VoIP options are hosted and self-hosted. With hosed, the infrastructure is provided by a third-party company. This option does not require purchasing infrastructure and is cheaper.
The second option is self-hosted VoIP, which requires investment in infrastructure. This option also requires investment in manpower and depends on the technical ability of the company. These two options must assess well based on available resources to avoid falling for an option that does not meet the needs of the company.
2. Failure to Assess the Internet Connection Strength Versus Need
VoIP communications can be a problem in case of a poor connection. VoIP calls are made over the internet and must be used within the recommended bandwidth.
Before transitioning to VoIP assess the available bandwidth versus the current needs. Determine VoIP bandwidth needs and determine that the connection is sufficient. Also think about lag times to avoid inconsistent call service, poor sound quality, and other issues after transitioning.
3. Failure to Plan Business Continuity When Choosing Vendor
Not all service providers think about continuity in case of a problem. This can be a big issue, especially for businesses that must keep on communicating with clients. There are many times when the internet might be down or the phone systems may not be working. At such times, it is necessary to have a plan B.
Ask the vendors about their continuity plan when choosing one. In case of downtimes, some vendors may get the business running by connecting to work’s cell phones to promote continuity.
4. Failure to Purchase Additional Features
While basic VoIP features may just be okay to run normal voice calls, most businesses use advanced features. Adding features such as web conferencing may have an impact on the overall monthly cost, but does improve the experience for new VoIP users.
Do not just go around adding all features. Assess the needs available and pick the extra features that may add value to the communication solutions being purchased. Also, assess these features based on the cost requirements.
5. Failure to Plan for Information Security
Information is very vital especially for businesses that deal with large data. Storage of the data is always at risk, especially over the internet. Even though cable communications have been hacked before, internet communication is even at a higher risk.
For businesses that need more data security, it is advisable to go the self-hosted way to reduce the risk of exposing the data to the public. Even with self-hosting, critical measures must be taken to protect the data.
6. Failure to Ask About Hidden Costs
The first question that companies must ask after receiving a quote is about the possibility of having hidden costs. Many companies sign VoIP contracts without knowing about the other costs that have not been disclosed. This is a mistake that can end up being very costly.
Several can show up when transitioning to VoIP that are not mentioned by the service provider. For instance the cost of software licensing, security measures, purchasing the handset, etc. Ask about these costs to have a proper budget in place.
7. Failure to Consider the Quality of Service
Transitioning from cable to VoIP means expanding the communication solutions spectrum. The problem might be that expanding to video and messaging might mess up with the normal quality of voice calls. Such a small setback may turn away some customers.
To avoid a situation where such inconveniences happen, consider the quality of service. This should prioritize consistent high-quality calls over other features offered by VoIP.
8. Contracting Non-Reputable Brands
Experience is important in the VoIP business. Dealing with brands that have been in the industry long enough can help reduce disappointments later on. When choosing a VoIP service provider, look at performance history.
The best way of determining a reputable service provider is by reading reviews. Reviews show the reality about every service provider and can be helpful for newcomers to the world of VoIP.
9. Poor Choice of Handset and Other Hardware
The choice of hardware can also impact the quality of service. Even with the best service provider, a handset that is not tailored to deliver may be frustrating.
For instance, the VoIP service provider may offer many features including 3-way calling, automatic call back among others, but the handset fails to support such features. When choosing a handset, look at features such as automatic callback call forwarding, call hold, 3-way calling, etc.
10. Using Low-Quality Router
When upgrading to VoIP, it is important to also upgrade the router. Some businesses end up using routers designed for residential work. While such a router may still work, it will pose a serious challenge when it comes to clear VoIP communications.
11. Failure to Invest in Voice Recognition
Voice recognition is important for companies that deal with large volumes of inbound calls. Such companies must invest in voice recognition by choosing a VoIP provider with such customizations for a better customer experience.
Avoid Costly Mistakes
All these mistakes can be quite costly and may make the VoIP experience a regrettable one. Before jumping ship, make sure all these factors are checked. This way, the company will enjoy the VoIP experience without any regrets.