KriyaGo - Blog #information technology

How To Use VoIP Calls In Your Business

Fri, 10 Sep 2021 09:00:00 -0400

With the advancement in technology, more companies are implementing VoIP for quality business communication. A survey by Software Advice found that most companies preferred VoIP over other forms of communication systems. The cost-effectiveness and high reliability make it one of the best systems for your office.

Choosing the right VoIP system requires thorough research and planning. Without proper guidance, upgrading to the VoIP system can look complicated and tedious. If you are unsure about where to start with VoIP implementation, then our guide will help you.

Determine your VoIP needs

Your VoIP requirements depend on your business goals as well as your current infrastructure. Some VoIP features let you use existing equipment while some others require additional tools. You need to determine the following requirements to set up the VoIP system for your business.

The number of users

Determining the number of employees that will use your office VoIP can give you an estimate of how much equipment you will require. For every additional user added to the system, you will need a new line and phone set. But, not every employee needs to be on your VoIP system. According to PCWorld, a business saved about $1200 per month with just 30 VoIP phone users. You can also choose to give employees an extension, instead of their own number and line.

Features

VoIP phone systems come with a lot of different features. According to Finances Online, some of the top features of VoIP are the find me/ follow me function (77%), conference calling (65%), and managing messages (63%). Depending on your business needs, you can choose what to include in your VoIP system.

Certain features like conference calling are in high demand due to the increase in remote work. Similarly, the follow-me option is also helpful if you frequently work from different locations. Instead of having a large number of fancy features, include only those that actually add value to your VoIP system.

VoIP budget

The costs of VoIP differ according to the plan you have chosen. On average, VoIP costs you between $20 and $30 per user per month. Due to a large number of features and attractive plans, it is easy to overspend when planning your business communication system. Having a budget helps you focus on what’s important and spend only on what’s essential.

Set up your VoIP system

Now that you have determined your overall requirements, you can set up your VoIP system for your business. For a VoIP system to work efficiently, it needs the following technology and hardware.

Internet connection

As the name suggests, VoIP runs on internet protocol. A high-speed internet connection can provide excellent call quality. Despite the dependency on an internet connection, a VoIP system does not take up much bandwidth. The minimum download speed for a single VoIP call is less than 0.5 Mbps.

For each voice line you add, the required download speed multiplies. So, a system of 10 phone lines will require a download speed of 5 Mbps. It is better to have higher bandwidth to accommodate additional lines. A congested bandwidth can compromise the overall system quality and efficiency.

Phone system

There are several ways you can make phone calls using VoIP. While desk phones are common, more than 50% of businesses use a combination of fixed and mobile phones for their VoIP calls. Some common ways to set up VoIP phone devices are:

Modifying regular phones: Convert your regular phones into a VoIP device by installing an adapter and connecting it to a LAN.

IP Phones: Ip phones can be directly connected to a LAN. Some IP phones also let you place calls over a WiFi network.
Computers: You can make VoIP calls through your computer by installing a web-based application in it.
Mobile Phones: Similar to computers, you can make VoIP calls through mobile applications.

Training

A VoIP system is as efficient as its user. If your staff does not have adequate knowledge, then your VoIP implementation will be unsuccessful. Provide adequate materials to your employees and train them to use different VoIP features.

Configure your VoIP system considering the needs of your staff. The easier it is to use, the better will be its performance. Constantly interact with your staff in the initial period so they can seamlessly use the new technology.

Backup

VoIP systems are extremely versatile and have a low risk of failure. Yet, for more than 19% of businesses, VoIP reliability is a top concern. Prepare for the worst case scenario by having the right backup options.

The first backup you will need is an additional broadband connection. This prevents your VoIP system from shutting down in case your primary connection fails. Additionally, decide where your calls get directed if your office system fails. Directing calls to your personal phone is an excellent option in case of emergencies.

It is also important to prepare your employees to handle any system failure. This prevents panic and helps you get your communication system on track as fast as possible.

Test your VoIP system

Even with a well-planned VoIP strategy, it is essential to test your system for any potential problems. Recreate several real world scenarios to check the performance of your VoIP system. Does it perform well during high call volumes? Does your internet connection have sufficient bandwidth? Troubleshoot any problems you find so your VoIP system runs smoothly.

Streamline your business communication throughout KriyaGo

Selecting the right service provider makes VoIP implementation easier. KriyaGo works with the top VoIP service providers to help you set up your own channel. Our experts carefully assess your requirements to suggest the right strategy for you. Our high-quality service ensures that you have the best VoIP experience.

We also take care of your data security and privacy by setting up private VoIP networks. This is more convenient, easier, and reliable. Our experts help you throughout the process right from strategy to implementation.

For high-quality VoIP service, contact KriyaGo!

Five Questions to Ask Yourself Before Hiring a Managed IT Service Provider

Tue, 06 Jul 2021 09:00:00 -0400

Most businesses nowadays prefer outsourcing their IT needs. Whether they are a small startup or a big company, a managed IT service provider can take charge of an organization’s technology requirements. It is a cost-effective and time-saving decision to hire an expert.

Outsourcing can address different problems effectively. Some may not want to have an in-house IT department, while others may want to utilize new technologies. No matter what the reason, every organization needs to answer these five questions to understand their requirements better.

What do you want to achieve by hiring an IT provider

Each company defines its own targets for hiring an IT provider. The main benefits of outsourcing your IT needs are:

Rely on pre-trained IT providers to save up on cost and effort
Free up internal IT resources
Access to better technology and services
Better handling of IT issues like downtime

Determining your goals before hiring an IT provider can make the process much easier. Managed service providers have different services based on the client’s requirements. It is essential to discuss your needs as well as their approach to avoid any confusion later.

How much do you want to outsource?

Managed IT service providers are not only for those companies who do not have an in-house IT department. Some companies choose to work out a balance between outsourcing and relying on their internal team.

If you have a dedicated IT department, identify the areas your team lacks in. Do you need to utilize the latest technology? Or are there too many projects for your staff to handle? Specific functions can

You can choose to hire a provider for a single project, or hand over specific functions, or completely outsource your IT requirements.

What is the change in ROI?

Most companies outsource their IT requirements to reduce the total cost. By outsourcing, you have control over your expenses. Depending on the company’s requirements, you can pause the services or scale them and pay accordingly. This isn’t possible with an internal IT department as you will have to pay employee compensation regardless of the workload.

But a short-term increase in ROI isn’t something you should be looking for. Technology evolves regularly. If your IT provider isn’t updating themselves or growing with your company, this deal can become expensive in the longer run. All this, without having your IT needs met.

How can the IT provider help with your current requirements?

There are specific requirements you would want to address when hiring an IT service provider. If you already have an in-house team, you should look for additional benefits an IT provider can help you with.

For example, most businesses do not have a data recovery plan. In today’s cyber-centric world, no one can predict an IT disaster. If you are investing in an IT service provider, you should consider their ability to recover data if your infrastructure goes down.

Another aspect you should consider is their reliability. While you are outsourcing, you have little control over the way your work is handled. Hiring a trustworthy provider will ensure they perform their duties diligently.

Your service provider is an active part of your business growth. Understand what value the MSP will add if you choose to outsource to them. With the development of your business, your needs will also change. Is the MSP willing to accommodate any changes in plans? Are they able to take up the additional workload? When hiring a managed service provider, it would be good to ensure that you are their priority.

How does the service provider plan to keep you in the loop?

When hiring a managed service provider, monitoring their work is a little tricky. But, there are multiple ways through which you can keep check of the progress they make. Most MSPs have a procedure to keep their clients updated. You should check for these:

Reports: How often will the firm provide you reports of the work? (weekly, monthly, or quarterly)
Meetings: In-person or online sessions can give you insights into their work and help you convey any changes if necessary.
Admin Portals: Some service providers have portals where you can check on their work anytime. They will include reports and updates on different projects assigned to them.

Your business heavily depends on the digital infrastructure, and if people outside your company handle this, you wouldn’t want to be ignorant about it.

What are the Pros and Cons of outsourcing your IT requirements?

Hiring a managed IT service provider has several benefits like reduced costs, access to better technology, and access to a better skillset. It also has some minor drawbacks that can be handled well with proper planning.

Issues often arise if you work with an unqualified agency. When you outsource, you hand over a major part of your company’s data to your service provider. This data is both valuable and confidential. The first significant risk would be data loss. If the MSP doesn’t have a data recovery plan, bringing all your data back will be difficult.

Another risk is leaking confidential data. You can avoid this risk by choosing a trustworthy and reliable MSP.

An indirect effect of outsourcing would be on your employees. They can assume you are planning to lay them off. If you do or do not have such plans, it is important to discuss them with your employees beforehand.

Choose the right service provider

Digital infrastructure and the data it holds are your company’s most significant assets. When hiring a managed IT service provider, keep your requirements in mind. Thoroughly research the potential of outsourcing your IT needs and knowing about the service provider.

MSPs can add value to your firm by bringing in the latest innovations and helping your firm grow with technology. Your relationship with your MSP should be built on confidentiality, reliability, and efficiency.

KriyaGo can help you in integrating different real estate technologies so you can work with them easily.