{"id":40595,"date":"2020-03-30T00:00:00","date_gmt":"2020-03-30T00:00:00","guid":{"rendered":"https:\/\/newrcblog.wpengine.com\/find-best-phone-service-for-small-business\/"},"modified":"2025-03-31T22:49:51","modified_gmt":"2025-04-01T05:49:51","slug":"find-best-phone-service-for-small-business","status":"publish","type":"post","link":"\/us\/en\/blog\/find-best-phone-service-for-small-business\/","title":{"rendered":"How to find the best phone service for your small business"},"content":{"rendered":"<p>If you\u2019ve been using the same phone service since you opened your doors, you might be feeling the pinch. Maybe the system that\u2019s served you well for years is starting to glitch, or it\u2019s having trouble handling your larger volume of calls. Or maybe there are new tools available to keep your team connected and your business competitive that you never could\u2019ve dreamed of when you started out.<\/p>\n<p>\u201cBut it\u2019s fine,\u201d you say, as the idea of researching (and paying for) a new phone service sinks in. \u201cIf it ain\u2019t broke, don\u2019t fix it, right?\u201d<\/p>\n<p>\u201cWell\u2026 no,\u201d we\u2019d reply.<\/p>\n<p>We get it. As a small business owner, you\u2019re short on time and budget. But here\u2019s one thing you <i>really<\/i> can\u2019t afford: for your phone system to go kablooey without a backup plan. Your current service might be limping along and not quite broken&#8230; but that\u2019s a pretty low bar for such an important piece of your business, wouldn\u2019t you say?<\/p>\n<p>Phone services today are changing the game of business communications. That\u2019s because they\u2019re so much more than phones\u2014and they can do so much more than just boost your <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/first-call-resolution-industry-standard\/\" target=\"_blank\" rel=\"noopener noreferrer\">first call resolution rate<\/a>. A cloud-based phone system can take your business from surviving to thriving by helping you:<\/p>\n<ul>\n<li>Stay connected wherever your business day takes you: the office, customer locations, trade shows, and beyond<\/li>\n<li>Foster team communication across voice conversations, instant messages, document sharing, and video conferences<\/li>\n<li>Streamline all your business applications, like CRM, cloud file storage, and the like<\/li>\n<\/ul>\n<p>&#8230;But how do you know where to start, and what makes a great business phone system?<\/p>\n<p>You guessed it: we\u2019ve done the legwork for you. Today, we\u2019ll look at 10 key things to consider when choosing a new telecommunications service for your small business:<\/p>\n<ol class=\"table-of-content\">\n<li><a href=\"#Cybersecurity \">Cybersecurity <\/a><\/li>\n<li><a href=\"#Reliability\">Reliability<\/a><\/li>\n<li><a href=\"#Affordability \">Affordability <\/a><\/li>\n<li><a href=\"#Ease of use, setup, and administration\">Ease of use, setup, and administration<\/a><\/li>\n<li><a href=\"#Video meeting capabilities\">Video meeting capabilities<\/a><\/li>\n<li><a href=\"#Service and support from a single vendor\">Service and support from a single vendor<\/a><\/li>\n<li><a href=\"#Scalability\">Scalability<\/a><\/li>\n<li><a href=\"#Integrations\">Integrations<\/a><\/li>\n<li><a href=\"#Clear and firm service level agreements \">Clear and firm service level agreements <\/a><\/li>\n<li><a href=\"#A trial period\">A trial period<\/a><\/li>\n<\/ol>\n<hr \/>\n<p class=\"p1\">\ud83d\udcde Did you know employees feel most connected through voice communication? Access new phone stats in our latest report.<\/p>\n<p class=\"p1\">\n<div class=\"download-form-widget standart-download-form\" data-url=\"https:\/\/netstorage.ringcentral.com\/report\/power-of-voice-communication-at-work.pdf\" data-id=\"69d1159e476ab\" id=\"69d1159e476ab\">\n\t\t<button tabindex=\"on\"  on=\"tap:69d1159e476ab.toggleClass(class='open')\" class=\"open-modal-download-action download-form-button\" type=\"submit\">\ud83d\udcd9 Get the report<\/button><\/p>\n<div class=\"download-form-modal\">\n<div class=\"download-form-modal-body\">\n<div class=\"download-form-modal-content\">\n<div class=\"download-form-modal-title\">\ud83d\udc40 \u200a Get this free report to learn more about the power of voice communication at work. <\/div>\n<form class=\"download-form SMB\" method=\"post\">\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<input class=\"download-form-input\" aria-label=\"Full Name\" aria-required=\"true\" aria-invalid=\"false\" type=\"text\" name=\"fullname\" placeholder=\"Full Name\" data-dl-events-hover=\"true\" data-dl-element=\"text\" data-dl-additional-info=\"download form\">\n\t\t\t\t\t\t<\/div>\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<input class=\"download-form-input\" aria-label=\"Email (please enter a work email address)\" aria-required=\"true\" aria-invalid=\"false\" type=\"email\" autocomplete=\"on\" name=\"email\" placeholder=\"Email (please enter a work email address)\" data-dl-events-hover=\"true\" data-dl-element=\"email\" data-dl-additional-info=\"download form\">\n\t\t\t\t\t\t<\/div>\n<div>\n\t\t\t\t\t\t\t<input type=\"hidden\" name=\"popup_form\" value=\"1\">\n\t\t\t\t\t\t<\/div>\n<div>\n\t\t\t\t\t\t\t<input type=\"hidden\" name=\"Lead_Entry_Source__c\" value=\"RC Blog\" class=\"download-form-input\"\/>\n\t\t\t\t\t\t<\/div>\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<button class=\"download-form-submit\" type=\"submit\" data-dl-element=\"button\" data-no-auto-dl=\"true\" data-dl-additional-info=\"download form\" data-dl-name=\"Get it now\">Get it now<\/button>\n\t\t\t\t\t\t<\/div>\n<\/p><\/form>\n<p> \t\t\t\t\t<button on=\"tap:69d1159e476ab.toggleClass(class='open')\" role=\"button\" tabindex=\"0\"  class=\"download-form-modal-close\"><\/button>\n\t\t\t\t<\/div>\n<div class=\"download-form-modal-thank\">Enjoy! <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/p>\n<hr \/>\n<p><a name=\"Cybersecurity \"><\/a><\/p>\n<h2>1. Cybersecurity<\/h2>\n<p>Cyber attacks are a top reason for service outages, which means costly downtime and frustration for you and your customers. You don\u2019t want calls dropping during an important conversation because your service provider\u2019s infrastructure has been hacked.<\/p>\n<p>This isn\u2019t just an inconvenience to your employees, prospects, customers, and partners. Cybersecurity issues make everyone jumpy\u2014and can damage your reputation as a company.<\/p>\n<p>Cloud-based systems are naturally vulnerable to cyber attacks, but they don\u2019t have to be. To make sure you choose a <a href=\"https:\/\/support.ringcentral.com\/s\/article\/Data-Security?language=en_US\" target=\"_blank\" rel=\"noopener noreferrer\">secure, reliable<\/a> communications service for your small business, look for a service that:<\/p>\n<ul>\n<li>Clearly details the physical and electronic data center safeguards they have in place: firewalls, intrusion detection systems, encrypted data transfer, and vulnerability scanning.<\/li>\n<li>Carries the SOC 2 Type 2 or SOC 3 certification from the American Institute of Certified Public Accountants (AICPA). SSAE 18 and ISO 27001 are two other reputable cross-industry security certifications. In a nutshell, these certifications say that the service has been audited and found secure.<\/li>\n<li>Is certified for industry-specific standards like PCI DSS (Payment Card Industry Data Security Standards) for retail, FINRA for financial investments, and HIPAA for healthcare.<\/li>\n<li>Is transparent about their <a href=\"https:\/\/www.ringcentral.com\/ca\/en\/support\/qos-information.html\" target=\"_blank\" rel=\"noopener noreferrer\">quality of service<\/a> across your office Wi-Fi network, home office settings, and mobile cellular networks. If you are at all unsure about the authenticity of a service provider\u2019s claims, check out third-party review sites like<a href=\"https:\/\/www.pcmag.com\/picks\/the-best-business-voip-providers\" target=\"_blank\" rel=\"noopener noreferrer\"> <i>PC Magazine<\/i><\/a>.<\/li>\n<\/ul>\n<p>Another important question to ask potential providers: how many layers of security do they offer? For a reference, RingCentral offers <a href=\"https:\/\/www.ringcentral.com\/technology\/security.html\" target=\"_blank\" rel=\"noopener noreferrer\">seven layers of security<\/a>, covering the physical, network, host, data, application, and business processes, as well as the enterprise level of your organization:<\/p>\n<p><a href=\"https:\/\/www.ringcentral.com\/technology\/security.html\" target=\"_blank\" rel=\"noopener noreferrer\"><img decoding=\"async\" class=\"aligncenter wp-image-6054 size-large\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image3-126-1024x679.png\" alt=\"RingCentral offers seven layers of security, covering the physical, network, host, data, application, and business processes, as well as the enterprise level of your organization.\" width=\"840\" height=\"557\" \/><\/a><\/p>\n<p>Like any online service, cybersecurity also relies on humans taking it seriously. Make sure your team follows <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/cloud-security-and-mobility-how-safe-are-you-in-the-cloud\/\" target=\"_blank\" rel=\"noopener noreferrer\">cloud security and mobile<\/a> best practices. You don\u2019t want your data security to be compromised or your intellectual capital stolen because someone\u2019s device goes missing or a rogue user logs in to your system.<br \/>\n<a name=\"Reliability\"><\/a><\/p>\n<h2>2. Reliability<\/h2>\n<p>If security is the most important thing to look for in a new phone service, we\u2019d say it\u2019s tied with reliability. If you\u2019re going to invest in new tech, it better do what it says it does, right? And don\u2019t get us started on outages and wonky call quality.<\/p>\n<p>Here are some things to look for when it comes to reliability:<\/p>\n<ul>\n<li><b>Third-party reviews<\/b>. Everyone says they\u2019re the most reliable service, but who\u2019s really delivering on that promise? A great way to find out is to read reviews in trusted tech publications. (For example, <i>PCMag<\/i> rated RingCentral the 2020 Editors\u2019 Choice for business phone provider.)<\/li>\n<li><b><b>End-to-end reliability monitoring. <\/b><\/b>If you\u2019re going to put your communications in someone else\u2019s hands, you should know exactly how they\u2019re monitoring their service. A great provider will continually monitor their network to make sure everything\u2019s always running smoothly. An extra feature to look for: a system that has alarms in place that warn of significant drops in performance.<\/li>\n<li><strong>Self service.<\/strong> Does the new phone service allow you to monitor reliability, or do you have to sit back and wait for the service provider to tell you something\u2019s up? Look for a system that gives you 24\/7 access so you can check the overall health of your communications before a problem becomes widespread and affects your business.<br \/>\n<img decoding=\"async\" class=\"aligncenter wp-image-6055 size-full\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image5-95.png\" alt=\"RingCentral Service Status\" width=\"330\" height=\"341\" \/><\/li>\n<li><b>Good company. <\/b>Which companies use the phone service that you\u2019re considering? What industries do they serve most? Learning more about a phone service\u2019s existing customer base can tell you a lot about how reliable their systems are for your particular business and industry.<\/li>\n<\/ul>\n<p><a name=\"Affordability \"><\/a><\/p>\n<h2>3. Affordability<\/h2>\n<p>A no-brainer, as a small business. You need a phone service that is secure, reliable, and doesn\u2019t break the bank.<\/p>\n<p>The good news: most online phone services for small businesses are offered with<a href=\"https:\/\/www.ringcentral.com\/ca\/en\/office\/plansandpricing.html\" target=\"_blank\" rel=\"noopener noreferrer\"> tiered pricing plans<\/a> that are based on the functionality your business needs. You might start with a basic plan for simply receiving and routing calls to your employees via an extension tree.<\/p>\n<p>As your business needs expand into areas like video meetings, integrations, or usage analytics, you can upgrade from one service tier to another. Subscribing to services based on functional needs and user volume is just one of the best parts of online phone services.<\/p>\n<p>Another big benefit of a cloud-based system: way less overhead. Instead of investing a lot of money in an on-premises network that operates via landlines, a virtual system costs less in dollars <i>and<\/i> time spent on maintenance. You don\u2019t even need to buy phones upfront; you can have calls forwarded to your team\u2019s personal mobile devices.<\/p>\n<p>An important reminder: a lot of services will look affordable on the surface, but there are fees hiding right below the surface. When weighing your options, make sure you ask about all the \u201cfine print\u201d potential add-ons, such as:<\/p>\n<ul>\n<li>Startup fees, consulting services, or training if required<\/li>\n<li>Fees for additional toll-free or vanity numbers<\/li>\n<li>Toll-free minute overages beyond a specified \u201cbucket\u201d of minutes<\/li>\n<li>Charges for international calls or forwarding to international users<\/li>\n<li>Fees for forwarding to desk phones<\/li>\n<li>Contract cancellation fees<\/li>\n<li>Document storage fees beyond a defined space allocation<\/li>\n<li>Fees for use of integration or developer tools<\/li>\n<li>Charges for multiple locations or remote users<\/li>\n<\/ul>\n<p>Lastly, don\u2019t be ashamed to ask about discounts! The best vendors will offer cost savings opportunities like price reductions for user volume tiers or yearly payments.<br \/>\n<a name=\"Ease of use, setup, and administration\"><\/a><\/p>\n<h2>4. Ease of use, setup, and administration<\/h2>\n<p>Investments in technology and communications generally succeed or fail based on how easy it is to:<\/p>\n<ul>\n<li>Set up and configure the app across mobile phones, laptops, desktops, and tablets<\/li>\n<li>Direct toll-free, vanity, and local <a href=\"https:\/\/www.ringcentral.com\/business-phone-numbers.html\">business phone numbers<\/a> to the service<\/li>\n<li>Configure an <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/interactive-voice-response\/\" target=\"_blank\" rel=\"noopener noreferrer\">interactive voice response (IVR)<\/a>, auto attendant, or call-directory tree to welcome and direct callers<\/li>\n<li>Train and onboard your team<\/li>\n<li>Help your team feel comfortable making the service part of their day-to-day routines<\/li>\n<\/ul>\n<p>It\u2019s good to remember that \u201cease of use\u201d means something different to each role in a small business. Let\u2019s look at a few of them:<\/p>\n<p><b>If you\u2019re a small business owner<\/b>, you probably want your small <a href=\"https:\/\/www.ringcentral.com\/lp\/small-business-phone-service.html\">business phone service<\/a> to be as professional and welcoming to <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/inbound-calling\/\" target=\"_blank\" rel=\"noopener noreferrer\">inbound callers<\/a> as possible. You want to keep your main number that your customers and employees are familiar with, while freeing up your team to receive or dial calls on their mobile devices. (You can enjoy all of these features and more with a <a href=\"https:\/\/www.ringcentral.com\/how-does-virtual-phone-number-work.html\">virtual phone number<\/a>, including the ability to get a <a href=\"https:\/\/www.ringcentral.com\/can-i-buy-a-specific-phone-number.html\">custom phone number<\/a> that reflects your brand.)<\/p>\n<p><b>If you\u2019re an administrator<\/b>, you might appreciate an online phone service that makes it easy to onboard new users, configure call routing, and integrate critical business applications where possible.<\/p>\n<p><b>If you\u2019re an employee,<\/b> you want an app that\u2019s as easy to use as making a call or sending a message on your phone. Learning a new technology can really cut into those daily to-do lists, so the faster you\u2019re up and running, the better.<\/p>\n<p>Don\u2019t underestimate the need for an easy-to-use, intuitive cloud phone system, especially if your employees span several generations and have varying degrees of comfort with new technology. Making the learning experience as stress-free as possible will go a long way to a smooth adoption of new processes.<\/p>\n<hr \/>\n<p class=\"p1\"><span class=\"s1\">\ud83d\udd79\ufe0f<\/span> Get a hands-on look at how RingCentral works by booking a product tour:<\/p>\n<p class=\"p1\"><button data-href=\"#leadform-popup\" class=\"js-open-popup-activator btn primary\" >Choose a time<\/button><\/p>\n<p>\ud83d\udcb0 You can also <strong><a href=\"http:\/\/www.ringcentral.com\/roi-calculator\" target=\"_blank\" rel=\"noopener noreferrer\">use this calculator<\/a> <\/strong>to see roughly how much your business could save by using RingCentral to support your team&#8217;s communications with clients, customers, and each other.<\/p>\n<hr \/>\n<p><a name=\"Video meeting capabilities\"><\/a><\/p>\n<h2>5. Video meeting capabilities<\/h2>\n<p>Let\u2019s say you\u2019re a small business owner, and you have sales and marketing teams in different areas of the region. You\u2019re launching a new service and want to bring everyone together before you go to market with the new campaign to show off the latest ad designs and overall projections.<\/p>\n<p>Video meetings are a great feature to stay in touch with your remote team and customers today, so look for this option in any new phone service. The easier it is for people to connect, contribute, and collaborate, the better. Look for a phone service that offers HD voice <i>and<\/i> video, for example, like RingCentral:<\/p>\n<p><a href=\"https:\/\/www.ringcentral.com\/video.html\" target=\"_blank\" rel=\"noopener noreferrer\"><img decoding=\"async\" class=\"aligncenter wp-image-6057 size-large\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image4-118-1024x560.png\" alt=\"RingCentral phone service offers HD voice and video\" width=\"840\" height=\"459\" \/><\/a><\/p>\n<div class=\"tip\">\n<div class=\"tip-heading\"><b>\ud83c\udfc6 Did you know:\u00a0<\/b><\/div>\n<p>RingCentral is a <a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/pc-mag-ringcentral-editors-choice\/\" target=\"_blank\" rel=\"noopener noreferrer\"><i>PCMag<\/i>\u2019s Editors\u2019 Choice Award<\/a> winner because of its reliable service and easy-to-use app (among other reasons)!<\/p>\n<\/div>\n<p><a name=\"Service and support from a single vendor\"><\/a><\/p>\n<h2>6. Service and support from a single vendor<\/h2>\n<p>You shouldn\u2019t have to pay a monthly fee to one company for <a href=\"https:\/\/www.ringcentral.com\/what-is-a-voip-phone.html\">VoIP phone<\/a> services, another for team messaging, and yet another for training and support of the system.<\/p>\n<p>Try to find a system that offers everything you need in one place. This will cut down on toggling between different apps and also pay off when there\u2019s an issue down the line: you\u2019ll have one place to contact for help instead of three, which means you\u2019ll be back up and running more quickly:<\/p>\n<p><iframe sandbox=\"allow-scripts allow-same-origin allow-presentation\" title=\"RingCentral app for Desktop: Message. Video. Phone.\" width=\"500\" height=\"281\" src=\"https:\/\/www.youtube.com\/embed\/EbIAZJd9rCU?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen sandbox=\"allow-same-origin allow-scripts allow-presentation\"><\/iframe><\/p>\n<p>Online phone services that support <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/communication-channels\/\" target=\"_blank\" rel=\"noopener noreferrer\">communication channels<\/a> like voice, video, and team messaging are often referred to as \u201cunified communications as a service,\u201d or UCaaS. If you can find <a href=\"https:\/\/www.ringcentral.com\/office\/how-it-works.html\" target=\"_blank\" rel=\"noopener noreferrer\">a UCaaS that offers all the communication functions you need, plus training and support<\/a>, you\u2019ll have a great new phone service on your hands.<br \/>\n<a name=\"Scalability\"><\/a><\/p>\n<h2>7. Scalability<\/h2>\n<p>A new system is only as good as its ability to grow with your business, and a phone service is no exception. It can be hard to anticipate what you\u2019ll need as you expand, but here are some scalable functions you should look for:<\/p>\n<ul>\n<li>The ability to record custom greetings, voicemail greetings, and calls<\/li>\n<li>Call forwarding, call waiting, and call parking<\/li>\n<li>How many voicemail messages each user can store before the mailbox is full<\/li>\n<li>SMS and team messaging<\/li>\n<li><a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/why-ai-is-critical-to-the-future-of-customer-engagement\/\" target=\"_blank\" rel=\"noopener noreferrer\">Artificial intelligence<\/a> functions<\/li>\n<li>Electronic inbound and outbound faxing<\/li>\n<li>Calendar, email, and file share integration<\/li>\n<li>Video conferences or <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/webinars\/\" target=\"_blank\" rel=\"noopener noreferrer\">webinars<\/a>, and how many people can attend each meeting format<\/li>\n<li>Hot desking for desk phones<\/li>\n<li>Integration with applications like CRMs, customer support help desks, and other collaboration and productivity apps (more on this in #8!)<\/li>\n<li>Analytics reports for volumes of inbound calls, outbound calls, and talk time<\/li>\n<\/ul>\n<p>Use this list of essential features to find the best \u201cfuture-proof\u201d product for you.<br \/>\n<a name=\"Integrations\"><\/a><\/p>\n<h2>8. Integrations<\/h2>\n<p>If you haven\u2019t picked up on our main theme here, it\u2019s this: a new phone system should make your life easier, not add another piece of clunky tech to your life. That\u2019s why it\u2019s important to find a system that does multiple things and plays well with others, so you can manage everything in one place.<\/p>\n<p>Look for a small business phone service that can \u201cplug into\u201d popular business apps that your team is already using, like your existing email and calendar app, CRM, Dropbox, Google, and others:<\/p>\n<figure id=\"attachment_6059\" aria-describedby=\"caption-attachment-6059\" style=\"width: 840px\" class=\"wp-caption aligncenter\"><a href=\"https:\/\/www.ringcentral.com\/apps\/ringcentral-for-google-calendar\" target=\"_blank\" rel=\"noopener noreferrer\"><img decoding=\"async\" class=\"wp-image-6059 size-large\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image6-78-1024x796.png\" alt=\"The RingCentral Google Workspace Add-on simplifies communication within Gmail and Calendar\" width=\"840\" height=\"653\" \/><\/a><figcaption id=\"caption-attachment-6059\" class=\"wp-caption-text\">For example, if you schedule a voice or video call in RingCentral, it\u2019ll automatically send Google Calendar invites to your attendees that contain all the information they want to dial in or click-to-join.<\/figcaption><\/figure>\n<p>&nbsp;<\/p>\n<p>The more you can weave a phone system into the application interfaces your team members are most familiar with, the more comfortable they\u2019ll be in adopting the tool. Familiar phone, video conference, and messaging app interfaces help too.<\/p>\n<p>Be sure to double-check the new phone service integrates with your more specialized industry needs: for example, if you\u2019re in real estate or healthcare, you might still need a reliable way to fax documents, so look for <a href=\"https:\/\/www.ringcentral.com\/fax\/features\/how-it-works.html\" target=\"_blank\" rel=\"noopener noreferrer\">a phone service that rolls high-quality faxing into the package deal<\/a>.<br \/>\n<a name=\"Clear and firm service level agreements \"><\/a><\/p>\n<h2>9. Clear and firm service level agreements<\/h2>\n<p>Reading through long license agreements with complex terms of service isn\u2019t the most exciting part of finding a new phone service. But it\u2019s crucial to understanding your responsibilities and expectations as a customer, and the vendor\u2019s commitments to you should the service fail within the contract term, or if it should go down for a significant period of time.<\/p>\n<p>Some key terms you should discuss with the vendor include:<\/p>\n<ul>\n<li>Auto-renewal terms<\/li>\n<li>Warranty terms<\/li>\n<li>Terms related to service level performance, and remedies should the vendor not meet them<\/li>\n<li>What happens if you are paying monthly and your credit card fails to clear payment?<\/li>\n<li>How are subscriptions licensed: based on named users, concurrent users, or devices?<\/li>\n<li><i>Force majeure<\/i>: what happens if the vendor can&#8217;t meet their terms due to a natural disaster? Or if they go out of business before the end of the contract term?<\/li>\n<\/ul>\n<p>Entering into a long-term contract for cloud-based phone services should not be taken lightly. Having a legal expert review the contracts before you sign on for your users is worth the time and fees. And if you aren\u2019t satisfied with the vendor\u2019s standard license agreement or terms of service, some vendors will be willing to negotiate terms within reason.<br \/>\n<a name=\"A trial period\"><\/a><\/p>\n<h2>10. A free trial period<\/h2>\n<p>When evaluating cloud-based phone services, you want to ensure the service performs to your satisfaction in the environments they\u2019ll actually be used in. That\u2019s why it\u2019s a good idea to take advantage of trial periods, where you can \u201ctest-drive\u201d the service. You could also pay for a limited number of users as a pilot.<\/p>\n<p>During the trial period, be sure to ask yourself:<\/p>\n<ul>\n<li>Does the UCaaS work with your company VPN, in your employees\u2019 home offices, in your own offices or on manufacturing shop floors if needed, so you\u2019re always in touch?<\/li>\n<li>Are there any significant service outages published on websites like DownDetector.com?<\/li>\n<li>How is the video conferencing quality?<\/li>\n<li>Can non-technical users figure out how to join webinars, make calls, or install or upgrade mobile apps?<\/li>\n<li>Does the vendor have multiple data centers in multiple <a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/ringcentral-continues-to-invest-in-canada-with-new-data-centre-paving-path-for-cloud-innovation-in-finance-healthcare-and-public-sector\/\" target=\"_blank\" rel=\"noopener noreferrer\">countries<\/a> or regions, to minimize dropouts and latency?<\/li>\n<li>Can user interface fields be customized to your company\u2019s business processes or \u201clingo,\u201d so everyone is on the same page?<\/li>\n<li>Where are documents and data stored relative to your country? Are their potential legal challenges if data or files cross borders?<\/li>\n<li>Is the UCaaS phone service restricted to smart devices and computers, or can it extend to desk phones and meeting room devices, too?<\/li>\n<\/ul>\n<p>Taking the time to evaluate all of these criteria before investing in multiple users and long-term contracts can save your business significant time, disappointment, and frustration.<\/p>\n<h2>Ready to find the best phone service for your small business?<\/h2>\n<p>If you are in the market for a small business phone system, it\u2019s important to be informed of the strengths, weaknesses, opportunities, and threats of the services you\u2019re evaluating. These ten categories above can help you define the ideal service for your business, now and for the future.<\/p>\n<p>One final tip: find a company that understands small businesses, and you\u2019re more likely to find a phone service that meets your needs. RingCentral has <a href=\"https:\/\/www.ringcentral.com\/solutions\/small-business.html\" target=\"_blank\" rel=\"noopener noreferrer\">a portal dedicated to small businesses<\/a>, so you can see exactly how every piece of our technology can help you grow and stay connected.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>If you\u2019ve been using the same phone service since you opened your doors, you might be feeling the pinch. Maybe the system that\u2019s served you well for years is starting to glitch, or it\u2019s having trouble handling your larger volume of calls. Or maybe there are new tools available to keep your team connected and &#8230;<\/p>\n","protected":false},"author":29,"featured_media":46452,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[17901],"tags":[110,113,1248,162],"class_list":["post-40595","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-business-leadership","tag-business-phone","tag-business-phone-system","tag-business-phones","tag-small-business"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v19.3 (Yoast SEO v27.2) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>How to find the best phone service for your small business | RingCentral Blog<\/title>\n<meta name=\"description\" content=\"Learn how to find the best phone service for your small business with this checklist of 10 items to look for, including security, ease of use &amp; 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