Switching phone service providers can be a critical decision for your small business. Just the idea of it can seem daunting. You know you’re going to spend hours identifying and evaluating providers. And even with careful consideration, you could end up with a phone system that doesn’t work right for your business.
In this post, I will give you some tips to get started on switching phone service providers that will make the whole process easier for you and can result in a better outcome for your small business.
Switching phone service providers is not just about finding a better deal. It can also give you a better communication experience with your customers; help you staff your phones better; and lead to happier employees and customers.
Start the Vendor Evaluation Early
One of the most important steps in switching phone service providers is to begin the process well before your current contract ends or renews. Knowing when your contract renews or expires is critical, so before doing anything else, confirm the status of your contract with your current phone service provider. Put that renewal/expiration date on your calendar as a reminder.
Phone number porting—the process of transferring your existing phone numbers to a new provider—can take anywhere from seven days to one month (or more in extreme cases). During this transition, you will have active phone service agreements with both providers. This means there is a slight overlap of phone service fees. If you don’t time it well, you could end up paying an early termination fee with your current provider. In special circumstances, we will advise our new customers how to negotiate with their current phone service providers so they can avoid termination fees while switching phone service.
Starting the business phone service provider search several months in advance gives you ample time to:
- Evaluate potential providers.
- Initiate the porting process without rushing.
- Get the best deal.
Failing to plan can lead to additional fees, unnecessary downtime, or even losing your current numbers, which could negatively impact your business.
Understand the Real Costs of Switching Phone Service
When evaluating quotes from potential providers, make sure you’re getting a complete and accurate picture of what you will pay each month. Many providers advertise attractive rates that don’t include hidden fees and support service charges.
Be sure to ask about:
- Taxes and surcharges: Are all taxes and surcharges included in the quote?
- Additional charges: Will you incur fees for specific plan features or services that are not included in the quote?
- Hardware: Is there a one-time cost for phones and other hardware? Is there a monthly recurring fee to lease/rent phones and other hardware?
Another factor to consider when switching phone service is whether there are any installation fees or ongoing costs for support requests.
Questions to ask include:
- Is there a one-time installation charge?
- Are there fees for routine support or maintenance?
- What does the provider’s support model look like (e.g., 24/7 availability, additional charges for premium support, additional charges for training)?
These costs can add up over time, so it’s important to account for them in your budgeting. Knowing these details up front can save you from unpleasant surprises down the road.
Ensure a Smooth Transition
Finally, work closely with both your current and prospective phone service providers to ensure a seamless transition.
Key steps include:
- Confirming the estimated porting timeline.
- Confirming the installation date and staff training.
- Communicating the transition plan with your team.
A well-planned switch minimizes disruptions and keeps your business running smoothly. At RemiPBX, we work hard to ensure that installation goes without a hitch. When we tell prospects they will have zero disruption to their business on installation day, it sounds too good to be true. And I get it. They’ve been fed promises that never materialize many times before, so it’s hard to believe this time will be true.
The reason our installations are seamless is because we put in the effort from day one. This means that we work directly with our new customers before the installation date to understand their business goals and how the phone system can support their small business. We take this information and use it to design a phone system specifically for their needs.
For example, last week we signed a veterinarian’s office with two locations. They have staff members at the front desk of each clinic answering phones and scheduling appointments. After consulting with our customer, we set up their phone system so that the calls coming into both clinics are shared by both front desk workers. The front desk worker could tell which location the call was coming in for, so they could handle the call accordingly. Answering the patient calls quickly was very important to the customer, so we set their phone system in a way that maximized their human resources. This is just one small example of how we use a consultative approach to setting up a phone system.
When switching phone service providers you need to plan well up front, and you will get the best result on installation day.
Another way we support our new customers is providing them with materials that cover how to use the phone system so all of their staff can start using their phones immediately. We also provide onsite and live virtual training when needed. These supports should be available to your small business, and I encourage you to ask all vendors how they help ensure your staff are well prepared to use their phone service from day one.
Conclusion
Switching phone service providers doesn’t have to be a headache for your small business. By starting early, understanding the full costs, and asking the right questions, you can make an informed decision that benefits your business in the long run.
Need help finding the right phone service for your business? Contact us today to learn how we can make the process simple and stress-free.
