Knowing When to Upgrade to a VoIP Phone Service for Business When You’ve Been Using Free Communications Options

Ring Central Blog


URL copied
6 min read

Chances are, when you first started your business, it was just you and a handful of other people working to get it off the ground. You probably didn’t even think about getting a VoIP phone service. You likely used free phone solutions or production applications for your day-to-day operations.

But what happens when your business expands and gets a significant increase in communications demands, be it with colleagues, clients, or vendors? It may be time to consider upgrading to a VoIP phone service.

Although this may cost you more than the “free” price tag you might already be used to, it can end up saving you time and money in the long run. Investing in a communications service that puts all your telephony needs under one cloud-based solution may be the ideal next step for your startup.

If you are looking for solutions that would meet any of the communications demands below, it could be time for an upgrade.

Staying Connected, Always

Now, more than ever, is a crucial time to stay connected in business.

However, “staying connected” is a fairly broad term. It encompasses constantly communicating, getting on the same page with others, being in the know, and connecting with colleagues at a moment’s notice.

A VoIP phone service allows you to manage your communications and connect with others in real-time over the internet. This means covering your bases when it comes to office communications. You can join a conference call, leave quick voice messages for teammates, or make outgoing phone calls using any device including a regular desk phone, your smartphone, or your personal computer.

Effective Cross-functional Communications

VoIP phone services can give way to cross-functional collaboration and communication.

For instance, you can integrate your existing CRM platform like Salesforce with RingCentral to seamlessly manage customer communications. You can sync your contacts on RingCentral with Salesforce so you can instantly see their numbers and call them up when you need to without even having to switch windows on your computer.

Video conferencing is another way to go about connecting with others.

You can use your current video chat apps, like RingCentral, to either to facilitate video calls using your VoIP phone service’s minutes or just to enable access to enterprise-grade features like sharing screens or sending voicemail and SMS, without ever leaving the native Microsoft application, leaving your workflow more simplified and your productivity maximized.

Business Growth

Having a reliable phone service allows for business growth.

With a virtual PBX VoIP phone system, you can have your provider add as many extensions as you need for new hires who will join the team. You’re not restricted when it comes to adding or reducing the number of users within your organization’s business phone system.

It can ultimately save you money compared to using traditional phone lines because you’ll eliminate the need for on-site hardware. In addition, implementation of new lines is fast, free, and simple with RingCentral’s VoIP phone service. With the savings you’ll incur, you can allocate your excess cashflow into more growth-driven initiatives like product development and marketing.

Also, having a VoIP phone system allows you to appear bigger than you really are. This big business image can help you quickly expand from a local business that targets a specific area or state, to a business servicing clients all over the country. And who knows? You can even project worldwide appeal within a short span of time by having a communications platform that strikes all the right chords.

Increased Mobility

Today’s world has become highly mobile. And the chances of this changing anytime soon are slim to none.

A VoIP phone service is necessary to remain competitive in business nowadays.

When you have a cloud-based VoIP phone service, you can work collaboratively and connect with others remotely while you’re on-the-go by using your internet-enabled mobile device. It has provided remote workers and distributed workforces a new way of working and communicating that is both location and device agnostic.

Thanks to the flexibility of VoIP, you and your employees can travel and work at the same time and still yield the same amount of output that you would in a physical office. You can get access to the collaboration and communications tools you need to conduct business at all times no matter where you are in the world.

Synced Productivity

Constantly improving productivity should always be a major focus for any business that wants to succeed.

With a VoIP phone service, you can sync not just your communications and contacts within one platform but also your most commonly used productivity apps for work like Google, and Office. With all your business tools under one roof, you can make your workflow more streamlined and efficient.

By eliminating extra steps such as switching from one window to another in the production process, you’ll be able to get more work done.

Continuous Support

When you subscribe to a VoIP phone service, you are not only paying for an upgraded communications system; you’re also paying for 24/7 customer support.

If there are any questions or issues about your phone system, RingCentral’s support staff is available to provide assistance in an instant. Knowing that your provider offers extensive support will take away a lot of worries that often crop up when relying on free applications or systems.

You can reach out to RingCentral for technical support, consultations, and best practice recommendations for the features you choose to utilize.

Top-notch Security

As your company expands, so does its responsibility to keep data safe and secure. With RingCentral’s VoIP phone service, you’re assured that your information is protected at every level. All of your data travel through multiple layers of security covering the physical, infrastructural, and other aspects of your communications.

Your company will truly benefit from investing in a communications service that looks out for your best interests while delivering top-notch, standards-compliant communications capabilities, especially during these days when people are transmitting most, if not all, of their communications data over the internet.

Optimized Operations

Collating various communications collateral and work files that pile up during the day in one centralized location can help streamline your daily workflow. It’s always good practice to get everyone on the same page for tasks that require collaboration.

Having a unified repository for all of these things will surely help your team. You can focus on what needs to be done and know where to go within assigned tasks. A VoIP phone service that can be connected with collaboration and unified communication tools will ensure that your momentum won’t stop and that progress is achieved in any given project.

Benchmarking Progress

A VoIP phone service can automatically track calls and save call data so that you can review and evaluate your daily, weekly and monthly call logs. By having these tracking and reporting capabilities, you can go back and track important call metrics that can help you figure out patterns or trends about how people in your organization communicate internally and with your customers.

You can make a data-driven analysis of the things you did right and the things you can improve upon in terms of communications. These findings can lead to an improvement in processes and potentially provide a clearer view of what needs to be done in order to achieve business success.

Staying Organized

Staying organized is also essential in running a business.

RingCentral’s VoIP phone service can definitely help you with that. For example, if you have multiple meetings, you can sync your calendar with the system so you’ll never miss a crucial time to connect with colleagues.

You can even organize your entire incoming call flow with RingCentral. There are powerful tools available within the system that will enable you to assign where each call is routed. Phone menus can be configured to ensure flexibility for every user under the platform.

You can also stay organized within the internal messaging tool that comes with the RingCentral Office phone system by managing tasks and projects, assigning specific contacts into groups, creating recurrent tasks and more.

Exuding Professionalism

It’s important to develop a sense of professionalism when it comes to driving a business forward. You put up a united front as a company when all your employees are using one platform to connect and communicate. You can assign professionally recorded greetings that will impress anyone who rings you.

You can use designated conference lines on a regular basis to run weekly status meetings with clients. You can set your phone system to accept calls 24/7 or route incoming calls directly to voicemail during off hours. There are countless ways with which you can leave a big business impression among customers.

A phone service that offers no lags and minimal downtime can also make clients think that you’re using a premium phone system in order to deliver excellent customer service.

Gaining Value with VoIP Phone Service

At the end of the day, the cost of a VoIP phone service is comparably minimal when you take into consideration the unbeatable value it can bring to your company. It’s the way to go for a company that aims to expand and execute a growth strategy that has an emphasis on communications.

VoIP phone service from RingCentral is especially valuable for businesses that rely heavily on work collaboration and constant connectivity.

If you find yourself still struggling to keep up with all that’s going on while your business continues to grow, it may be time to move on from your free phone solution to a VoIP phone service.

Originally published Sep 25, 2018, updated Aug 27, 2020

Up next

Business leadership, Communication and collaboration, IT leadership

In Conversation with Alan Lepofsky of Constellation Research on the Future of Workplace Collaboration

Here at RingCentral, we are busy with the final preparations for our annual conference, ConnectCentral 2018. At the event this year, we look forward to great discussions on how to harness the power of cloud communications and collaboration technology to unite people, ideas, and businesses globally. As we’ve built our narrative, agenda, and content for ...


URL copied

Related content

Communication and collaboration

5 Top Trends for Small Business Communications in 2018

Communication and collaboration

Five Video Meeting Practices to Fuel Collaboration Among Remote Teams

Communication and collaboration

11 best practices to improve team communication