Upgrading your phone system should not be a business decision that you rush into blindly. Like any new technology that you bring into the workplace, an upgrade to VoIP shouldn’t bring with it any huge surprises - at least not where the pocketbook is concerned. But while it’s important to make sure all of your costs are transparent, it’s equally vital to know all your potential savings.
Costs of a VoIP upgrade like installation and upfront costs like hardware are easy to predict, but some of the expenses and savings are a little more hidden. When calculating the ROI of a new phone system, having all the numbers can help you make a stronger case. Here are three of the most overlooked costs and savings to keep in mind:
In order to take full advantage of an upgrade—whether you are looking at hosted VoIP or an on-premises solution—everyone using the new system should know how to use it well, and that means training. One big mistake that businesses often make when installing VoIP is insisting that it should be as similar to their old system as possible to reduce training costs and time allocation. But using a new technology to simply fulfill the role of the old one is a waste of its potential. While many VoIP providers have begun including training in an upgrade, it’s estimated that companies spend between $1000 and $5000 per IT staff member on training. Internal IT staff can then train other employees on how to best utilize VoIP, making the investment to truly understand the technology worth it.
2. Personnel Costs
A new phone system should be one one that’s easier to understand, making it possible for all IT staff to address problems that may arise rather than having to find a specialist. Any effective VoIP deployment, but especially one that includes managed services from the provider, should cut down on personnel costs for IT staff. Because phone system maintenance for hosted VoIP systems is taken care of by the provider, IT departments can focus their efforts on business goals such as streamlining current processes and researching more technologies that can make the company more efficient and competitive.
One of the most useful aspects of a VoIP upgrade is one that’s sometimes overlooked in favor of new features and immediately lower monthly bills: the system’s flexibility and scalability. Over time, you can add lines, subtract lines, and move offices for a fraction of the cost of a traditional landline phone system. There’s also the possibility of increased functionality as time goes on. For example, if employees are benefitting from mobile or hosted VoIP solutions by taking their work outside of the office, it’s possible to encourage their mobility by adding hardware that makes it easier for them to work from home.
Calculating the ROI of an upgrade to VoIP helps you and your business understand exactly what you’re getting out of your new phone system. By seeking out the costs and savings that are less talked about, you can be sure that your company is getting exactly the return on investment that it needs from a VoIP upgrade.