Sales Director
You likely started your small business for any number of positive reasons; whether that’s personal growth, the chance to help others, or because you wanted to do something new and exciting. However, balancing demand and growth with the cost of running your organisation can often be tricky.
In this article, we’ll dig into a corner of your business that could help you cut costs significantly: your communication. So join us as we walk through the many cost-saving elements of VoIP technology and its benefits for your small business.
If you’d like to learn more about VoIP technology, what it is and how it works - read our article ‘What is VoIP?’.
As with any service, there are lots of providers and plans available when choosing VoIP services. This can be a good thing, giving you a range of prices and different services. However, for those who are less tech-savvy, so many options offering similar solutions can be overwhelming.
If you’re a little uncertain, let us reassure you that there are providers who tailor their services to small operations - like the Phoneline + service from T2K. Before you decide on your provider and plan, it’s important to look at what your business does and weigh up your needs. For example, if you have a high call volume, consult your VoIP provider to decide whether you need additional bandwidth.
By assessing your options, you’ll find a pricing model that suits your business, while also offering the features and add-ons that make VoIP such a powerful solution.
Cloud-based solutions are often cheaper because your provider hosts your VoIP in a cloud-based network. This allows them to cut your costs because you’ll require far less setup and maintenance support than if your VoIP was hosted within your on-premises network.
You’ll even save money on hardware and equipment due to the lack of onsite hardware needed, while employees can also use their own equipment, such as mobile phones or laptops, to log in to VoIP. All they’ll need is access to your system and VoIP software, and they’ll be able to deliver excellent customer service from anywhere.
To learn more, read our article on ‘The Benefits of Hosted VoIP For Your Small Business.’
Though you may be happy with your current internet set-up, it’s worth checking that it’s still serving you. If you’re a smaller business, it’s possible that your current package might be offering you either too little or too much bandwidth.
With too much bandwidth, you’ll likely be paying more than you need to for what you’re using. If you have too little bandwidth, it’s possible that—if you receive high call volume—you may experience drops in call quality. This could cost you both financially and reputationally, leading to customers choosing another business with better customer service and, in turn, not recommending you to others.
Monitoring your call quality and traffic is a great way to understand the bandwidth you require. QoS (Quality of Service) settings within your VoIP allow you to do this, while also letting you prioritise traffic to boost call quality in specific areas. Many VoIP packages include call analytics features like real-time monitoring, enabling you to look at current and past calls to measure volume-specific and time-specific VoIP traffic.
While VoIP integration features don’t directly save you money, they can help you cut costs via their efficiency and scalability. With VoIP, you’re able to incorporate your favourite external tools and platforms like CRM, email clients and project tools.
Doing so means your employees don’t need to switch between multiple separate platforms, putting data at their fingertips during calls. This promotes productivity and efficiency, allowing staff to deliver personalised service, which leads to happier customers.
With integration, you won’t have to constantly upgrade your system to keep up with new technologies either. Most VoIP systems can be updated via patches and new codecs from your provider. This means that once you invest in a VoIP system, you won’t have to buy another for the foreseeable future.
To learn more, read our article on ‘VoIP Integration.’
If you’ve used VoIP for a while, you probably understand what elements of your system you use and those you don’t. It’s easy to let unused features sit dormant, but why not look into the savings you could make by eliminating what you’re not using?
Most providers have subscription packages, so check that your contract still serves your needs. And while many have a set price, if you’re a long-term user, it may be worth negotiating the price of your contracts. Some providers value loyalty and will be willing to make accommodations to retain your custom.
For current VoIP users, you likely already know about the reduced cost of calls. For those considering switching to VoIP, its use of the internet to make calls means you can save significantly compared to traditional phone lines.
Smaller businesses often deal in specialist services, too, which means they may need to make frequent long-distance calls to suppliers or international customers. VoIP caters to these businesses by reducing the cost of long-distance and international calls
VoIP’s internet connectivity means that your staff can work from anywhere. Whether they’re on the road, or working from the comfort of home - they’ll have full access to your VoIP system, allowing them to deliver the same level of service as they would from an office.
So, if you’re a small business currently spending money on office space, it’s worth asking yourself how it fits with your company. If, like some, an office is a central base for customers to find you, then that’s great.
However, for those with the scope to either move to a smaller space and utilise remote working and hot desking, or to switch to entirely remote working - you could save money on both your office and the overheads that come with it.
For smaller businesses, especially recent startups, budget is everything. And to ensure that you thrive well into the future, VoIP’s advanced features help you cut costs when it comes to unnecessary hiring.
It’s not that VoIP is out to replace your employees either; it just lets you automate laborious tasks, allowing you to streamline your processes and retain valuable staff, while eliminating the need to overhire.
Features like voicemail-to-email can transcribe customer voicemails and send them straight to your inbox, saving staff the hassle of repeat listens. Elsewhere, call routing and auto attendant functions can save money on call agents, so when customers call, a digital assistant will guide them through a series of options, helping them find the support they need.
With VoIP, it’s almost too easy for small businesses to cut costs. It isn’t solely about communication either; you’ll save money across the board, including on staffing costs, additional technology, and system maintenance.
So whether you’re a current VoIP user or considering switching, why not see what you can save by embracing digital communication?
If you’re a small business and you’d like to learn more about VoIP and its cost-saving benefits, contact T2K today.
Having worked for T2k for nearly 25 years, it's fair to say that Lee is an expert when it comes to all things telephony and business communications. Overseeing the commercial side of the business, he has helped the company evolve and grow through the decades. In recent years, and with the advent of VoIP and hosted telephony, Lee has made sure that T2k is at the forefront of technological developments. With a firm interest in helping businesses navigate the world of telecoms, Lee is responsible for the majority of the content on this website.
