VoIP (Voice Over Internet Protocol) telephone systems are quickly becoming the new standard in business communication.  Not only are they more scalable and versatile than traditional systems, they are also considerably more affordable.  While it may seem like a no-brainer  to upgrade your business to a new VoIP telephone system, there are some important considerations regarding your on-hold messaging services and possible added costs from your telecom provider that you’ll want to look into first.

There are many different VoIP telecom hardware and software platforms on the market and their functionality varies tremendously.  Some systems do not have an analogue audio input so your hardware message player will no longer be usable.  While Most VoIP systems offer digital file uploads, many have time limitations that greatly reduce the length of your on-hold message, inability to loop the message which limits how much actually gets heard by your callers, and quality limitations which can greatly degrade the sound quality of your on-hold message.

Some systems provide an easy to use portal that allows you to upload your digital files to the system yourself.  Some providers charge a fee to upload the digital on-hold message files that we create for you.  This cost is typically in the range of $25-$50 every time you change your message and can add up quickly if you are on a frequent update schedule.

Here are some important questions to ask before making your choice:

1. Does the new system have an analogue audio input to plug my current on-hold message playback hardware into?

2. Will the digital file upload play in a loop or start from the beginning every time?

3. Are there time limitations to the digital file?

4. Is there a limit to the number of digital files that can be uploaded?

5. What format(s) and specifications are required for the digital file?  Ex. .wav, .mp3, volume etc.

6. Who uploads the digital files to the system?

7. Are there any fees involved with uploading the digital files to the VoIP system?

For over 30 years, Advance Business Systems has been providing customized business solutions to companies throughout Windsor and Southwestern Ontario.  If you’re looking to upgrade to a cloud based VoIP option, check out the customized solutions they provide from Avaya and Newt.