How to Reduce Your Business Telephone Cost

Posted by Gayane on Dec 12, 2016 11:43:12 AM

Reducing costs, including unnecessary phone costs, is one of the primary concerns for any business.  Whether you are working from home or from the office, there is always room for improvement. Technological advancements have propelled the telecommunications industry forward, giving you more options with your phone service than ever before.

This article will briefly examine some tips and techniques that will help you get rid of the extra charges.

  1.       Leave the landline behind

Have you ever fidgeted during a phone call thinking about the extra charges you are going to incur? If yes, it is time to ditch the traditional landline service that has been holding you and your business back. Traditional phone lines are becoming an increasingly expensive and unnecessary cost. Consider switching to more affordable options like Internet telephony, which can significantly decimate your phone bills.


  1.       Check out VoIP

VoIP phone services are a great alternative to a traditional landline connection and a gold mine for businesses in particular.  They are significantly cheaper and more convenient, with a slew of extra options. The low-cost VoIP for business will save you money not only in terms of international and long-distance charges, but also reduced costs for equipment and setup, lines, maintenance, and manpower. With VoIP, you will only manage one network and will no longer need an outdated legacy phone system in this digital and data-centered world.


  1.       Audit cell phone usage

Look at how efficiently your staff use their phones. Are they using cell phones when they could be using the office phone instead? Can they send an email instead of placing a particular call? There are several ways of improving this situation. You may choose to reimburse your staff for the use of their own cell phone for business purposes, which will enable them to have the phones with their preferred features and enable you to put an affordable threshold to that benefit.

You may also opt for VoIP with the “take the number anywhere” feature, which allows you to take your business number anywhere. There is also VoIP’s “find me/follow me call routing” feature, which is beneficial for regular and home-based businesses alike. It give you the option of creating a list of all the numbers where you can be reached and automatically redirect your call to those numbers before it goes to voicemail.


  1.       Audit your phone bill

It may sound strange, but too many business owners buy a phone service, and never give it another thought.  Things change, prices go up – you may have a phone service plan that does not reflect the needs of your business. Even if you are already using the low-cost option of VoIP, it only makes sense for you to audit your own phone bills in order to find out exactly how many minutes you are using. Your phone history may reveal that you are overpaying by using a plan that you do not actually need and will help you choose a more beneficial one for the future.


  1.       Avoid expensive document transfer

While fax machines were an office staple in the 80s and 90s, there is no longer a need for them if you are using VoIP services to cut business costs. You no longer have to waste your money on fax paper and fax toner. Documents that were formerly faxed, can easily be scanned and sent through email. However, if you still have the need to fax documents, nowadays photocopiers have built-in network scanning and printing options, which means that they can be used for sending and receiving faxes through VoIP services like efax, without incurring long-distance charges. With this feature, uploading a document is not only hassle free, but you will also be able to save a copy of your document in PDF format for your records.


  1.       Get your phone and Internet services as a package

Instead of paying for these services separately, it makes sense to combine your data usage and phone calls into one, easy-to-manage bill that is not only cheaper for the consolidation, but will also save you money in terms of transfer fees. Using VoIP will enable you to ditch the phone lines altogether and use only an Internet provider.


  1.       Trim down extra cost features

Consider the value of the extra phone features that you have now. Are some of them superfluous and can you do without them? If you decide to sign up for VoIP, do some research on the various providers. For most of them it is standard procedure to include common features at no additional cost. In any case, to avoid any confusion and unpleasant surprises, always check which features are free and which will come with some additional charges.  


Final words

Costs associated with business phones are an often-overlooked aspect of the total operating costs. It is rare that business owners are out of touch with the daily maintenance fees. With modest effort, it is possible to eliminate all the extra charges that are adversely affecting your business or even find an alternate phone service provider. Just keep in mind that while it is advisable to trim your unnecessary phone expenses, do not get carried away and pursue cutting costs to the point where the quality of your services suffer.

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