VoIP providers: How to choose the right one 

Finding the best communication solution for your business means identifying your specific needs and finding VoIP providers to meet them.

However, caution and research are necessary. Many VoIP providers claim to have the most competitive prices without actually having them, or the best service without genuinely supporting the companies striving for the best.

At VOICELAND, we fully understand how painstaking this search process can be. That’s why we provide some tips on how to choose the right provider. However, before searching, if you want to learn more about VoIP telephony in general, you can read our relevant guide: "VoIP Telephony: What it is, how it works, how much it costs".

So whether you are looking for a VoIP phone system for your business or a comprehensive Cloud PBX solution, this article will help you address the most fundamental issues to choose the VoIP telephony provider that suits you.

What exactly are VoIP providers?

First of all, let's clarify what VoIP means. It stands for "Voice Over Internet Protocol" and is the technology that allows a business to ditch traditional phones and use advanced features for its calls.

Thus, it is internet telephony and works on any device with internet access. Unlike old traditional phone systems (see the differences here), VoIP telephony is an ideal solution for any kind of business, as it can reduce many costs while providing numerous tools for growth.

VoIP providers, then, are essentially businesses that specialize in offering VoIP services directly to consumers or companies. In other words, they provide a service that uses an IP network, like the Internet, to create and offer a “virtual phone line”.

What are the different types of VoIP providers?

In the Greek market - and beyond - VoIP providers are divided into three main categories:

Exclusive VoIP providers

These providers only offer VoIP telephony. This means they provide basic functions such as call forwarding, caller ID, and voicemail. However, they do not provide all the "tools" needed for a business to manage its entire call volume comfortably. So if your company only needs basic functions and nothing more, this is a good choice.

VoIP providers with Cloud systems

In this case, providers combine VoIP telephony with Cloud PBX systems. If this sounds complicated, learn everything about PBX systems from here.

These PBX systems are based on VoIP telephony, which integrates with a Cloud system, giving us the famous Cloud PBX, also known as a Cloud Telephone Center. It operates with VoIP, and all information is stored in the Cloud, making everything accessible from anywhere.

VoIP providers with unified communication solutions

These VoIP communication providers offer VoIP telephony and Cloud systems, but their services are much more extensive and comprehensive. They don’t just offer multiple communication tools, VoIP, or Cloud PBX systems, but provide a central communication point where everything - calls, meetings, teleconferences, etc. - is managed from one “place”, one platform.

Obviously, these VoIP providers, whose titles don’t quite cover what they offer, can meet any communication need a business might have. VOICELAND is such a provider.

What to look for in a VoIP provider

Now that VoIP telephony and VoIP providers are understood, the next step is to find the right provider for your business.

To achieve this, you must focus on five key areas to determine if a VoIP telephony company is ideal for you:

1. Service packages: Cost, quality services & added value

Cost is naturally the primary factor to consider for any business decision. Therefore, the VoIP telephony company you partner with should ensure a clear budget for the functions and features that will meet your real needs.

There are many features that can help improve your existing system at very reasonable prices. Therefore, it is important to evaluate corresponding features in terms of both quality and cost.

Check out how VoIP reduces telephony costs.

At VOICELAND, with just 50€ per year, you can have a fully functional and customizable telephone center, including voice greetings, music on hold, call forwarding, high call volume management, softphone, time-based routing, unlimited extensions, call analytics, call queues, call recording, call routing, and more.

Hidden costs: Be aware that the per-minute rates you see may not be the only cost you incur. There could be various factors like taxes, connection fees, data costs, hardware costs, or software costs.

All these are additional costs added to the per-minute price and should definitely be discussed with the potential VoIP service provider.

At VOICELAND, you enjoy a unified charge to Greece, the European Union, the USA, Canada, the UK, Norway, and Iceland.

Another critical factor is the service packages offered by VoIP providers. Many providers offer very competitive rates if you sign a one- or two-year contract with them. However, they may charge significantly if you decide to terminate your contract early.

Here it is worth mentioning a significant advantage that VoIP services offer: highly competitive rates for long-distance and international calls. So, if this is an important aspect of your business, make sure to read carefully what each provider offers.

For example, some providers offer unlimited talk time for international calls, while others choose specific countries and have different pricing for each. On the other hand, some VoIP providers offer packages that allow very cheap domestic calls. This is a very good option for businesses not operating internationally.

Another important advantage popular with companies and worth mentioning is VoIP numbering. If the provider you choose offers VoIP numbering services, like VOICELAND, this means that the business headquarters might be in Thessaloniki but use a phone number with an Athens area code. It’s like calling from the capital rather than the co-capital.

2. Downtime

The term "downtime" refers to the service interruptions that may occur with your VoIP telephony due to system maintenance and upgrades, or other technical work. It is a universal rule that no service provider is 100% secure against downtime.

To avoid such interruptions in your VoIP telephony as much as possible, it is important that the company you choose to work with ensures the quality of its services.

At VOICELAND, the quality of services is guaranteed by the Quality Assurance System implemented, which is in accordance with ISO 9001, ISO 27001, ISO 27017, ISO 27011, ISO 22301 standards.

3. Technical support

Another important aspect to thoroughly examine - and preferably on your own - is technical support. Find customer comments, and look for reviews of the provider you are considering to ensure the services offered are reliable, prompt, and efficient. All VoIP providers will have a website. Check it thoroughly to see their image, and ensure there is email, phone contact, or live chat support. All these are signs of immediacy.

Also, see if a knowledge base and explanations are set up solely to help customers - and not just them - to tackle issues on their own or to inform them.

The terms of your agreement with the VoIP telephony company should include clear support services. What we would all like is for no problems to arise with our telephony after installing a VoIP PBX system.

However, in any case, one of the main issues that arise in cooperation with VoIP providers is the constant presence of a support team that will promptly assist you with anything that arises, even with the occasional adjustments your business's phone system may need.

VOICELAND's customer service team stands out for its promptness in 24/7 support, ensuring every professional or business is assisted immediately.

4. Security

Can the VoIP providers you have identified assure you that your calls are not monitored?

Privacy and security are not just for software and hardware but involve end-to-end communication. Along with the security of your systems, you must also ensure that your calls are encrypted.

Basic security measures you should take include applying security patches, using anti-malware applications, and monitoring network patterns.

With 100% encrypted communication, with VOICELAND's VoIP telephony, you can talk fearlessly with your partners.

5. Ideal SLAs (Service Level Agreements)

Ensure that every VoIP telephony company includes ideal service prospects in the SLA, protecting your business and ensuring your investment is not wasted. This should include uptime, bandwidth guarantees, contract duration, static usage, and performance.

VOICELAND guarantees 99.97% availability. This means almost 100% assurance of the proper functioning of your business communication systems, and consequently, your performance guarantee is no longer hindered by telephony.

With VoIP telephony developing and the demand for guaranteed communication increasing, the need for the best choice becomes imperative.

Key features that VoIP providers should offer

The most effective providers that offer the best possible service almost always have the following key features:

• Enhanced calls for emergencies.
• Call return using *69#.
• Ability to create a blocked number list.
• Call forwarding to other numbers.
• Call waiting.
• Detailed caller ID.
• Free calls (not consuming minutes) to other users of the same service provider.
• Ability to keep your existing phone number.
• Long-distance and international calls.
• Easy online account management.
• Voicemail options.

Do I need a VoIP service provider?

Whether you work in a small business or manage a large company, the advantages of VoIP over traditional telephony are many.

Therefore, if you want to enjoy the benefits of VoIP such as savings, scalability, flexibility, and security, then yes, you need a VoIP provider. If you want to significantly reduce your telephony costs, then again, yes, you need one. The only thing left is to choose the right provider for your company.

Although most VoIP providers may seem the same at first glance or offer very basic functions, know that the extra services make the difference and will elevate a business.

VOICELAND is a modern VoIP telephony provider dedicated exclusively to businesses, offering comprehensive business communication solutions.

If you follow the steps mentioned above and consider all the points discussed, you will be able to make an informed decision about which VoIP provider is best for your business.

Contact us today to speak with one of our representatives and ask us about any communication issues concerning you and your business.