5 Expert Tips for Switching VoIP Providers

5 Expert Tips for Switching VoIP Providers

We've gained valuable insights over the years when it comes to switching VoIP providers and we want to pass that knowledge on to you. This section will provide you with insider information to make the switching process smoother.

Consider this as a collection of helpful tips and expert advice.

Pro Tip # 1: Price is not important

Price is important, but it should never be the primary consideration at the beginning of the procurement process. Large organizations understand this, which is why they have procurement departments at the end of the deal, after the provider believes they have won the business. The most crucial factor in selecting a new provider is their ability to meet your core requirements and exceed your expectations in terms of service, reliability, and support.

Focusing too much on pricing can lead to distorted decision-making when selecting providers, without considering the trade-offs that may come with lower prices, such as missing features, poor support, no account management, and a lack of qualified project managers. These are important factors that will become evident after the sign-up process.

Once the provider believes they have been awarded the contract, it's their opportunity to prove their worth. This is when you can compare their pricing to competitors and get the best deal and quality of service. VoIP providers are highly competitive, and you can use this to your advantage.

Pro Tip #2: Record your Interactions

It is crucial to keep a record of all interactions with potential providers. This will help you keep track of multiple calls and demos, which can become overwhelming. Best practices suggest recording all demos and documenting requirements through email correspondence with providers.

This not only adds an extra layer of protection and accountability, but it can also help quickly resolve any issues that may arise if the provider overstated or misinterpreted your requirements.

Having documentation on hand will make it easier to rectify the situation.

Pro Tip # 3: Keep your intentions confidential

When transitioning to a new service provider, it's best to keep your plans confidential from your current provider until the process is near completion. This will help ensure that your current services are not affected during the transition. You'll need your current provider to cooperate with you during and after the porting process to ensure a seamless transition, whether that means closing your account or downscaling their services.

By waiting to have this conversation until the end of the process, you can keep it as transactional and neutral as possible.

Pro Tip # 4: Establish Clear Timelines

Establish clear timelines when selecting a new provider and performing the system migration. These processes can take as long as you allow them to, so it's crucial to set specific deadlines throughout the research, selection, and implementation phases. Having these deadlines in place before starting the process will help you keep track of progress, identify if things are taking too long or happening too quickly.

The amount of time it takes to fully switch providers varies based on the size of your organization:

• For small businesses (1-20 Employees), expect a 1-4 week selection process and a 3-6 week implementation.

• For mid-sized organizations (20-100 employees), anticipate a 3-6 week selection process and a 6-12 week implementation.

• For enterprises (100+), prepare for a 6-12 week selection process and a 10-20 week implementation, or a continued roll-out schedule as part of a permanent implementation phase.

*Please note that every implementation is unique and these estimates may not be exact. There are many factors and potential issues that can affect the timeline, making it different from these projections. These estimates also do not include number porting.

Pro Tip # 5: Overestimate your Transition Timeline

Give yourself ample time for the switch and avoid setting deadlines for your current provider. That's why it's best to keep your switching plans to yourself until the very end. If you have a tight deadline, such as an upcoming service contract expiration, system reliability concerns, organizational needs, or any other pressing matter, try to negotiate favorable terms with your current provider to ensure a smooth transition. They may be willing to offer extensions or month-to-month rates to secure your service for a few more months.

Keep in mind that the 'double billing period' during the switching process cannot be avoided just by being fast. The best approach is to negotiate the best deal with both your current and new providers, ensuring that you have enough time to complete the migration successfully.

BONUS TIP#6: Ask for an existing customer reference contact. This will allow you to independently contact a current customer and gauge their experience with the provider. This is a powerful method to vet providers.

We should charge for this advice, but you can reward us by shopping with us here.

If you haven't, check out our other blog post: How to Change VOIP Providers like a Pro: A Step-by-Step Guide