“The client said they couldn’t get through for a long time, so they ordered from our competitors”. When a sales manager hears phrases like this from their team, countless questions arise. How many more deals will we lose due to telephony issues? Why is the team constantly complaining about call quality? Maybe it’s time to look for a better solution? But is it worth risking a switch from telephony that’s “already working somehow” to a new and unknown platform? Before deciding to switch to a different phone system, you should honestly answer five key questions.
Is It Worth the Risk for Potential Improvements?
Your team is used to the current solution, and regular clients call familiar numbers. The worst-case scenario: during the transition to a new system, clients can’t reach you, managers don’t know how to use the new tools, you lose control of the situation, and technical support stays silent for hours. Perhaps, remembering previous experiences with changing work programs and systems, you anticipate months of setup and technical problems.
However, modern VoIP platforms are designed so that migration proceeds quickly, seamlessly, and safely. The connection time for a new communication system should only take 1-2 business days with standard settings.
Team operations shouldn’t stop for a single minute. Old and new systems should function in parallel during setup and testing — managers will be able to continue making and receiving calls, working with familiar tools, while technical support performs all work in the background. Downtime must be zero.
Such a transition is especially critical during active sales periods, when every missed call represents potential lost revenue. Specifically, the provider should offer options to preserve your existing numbers. For example, Ringostat helps set up call forwarding — clients will continue calling familiar numbers, and calls will automatically redirect to the system. Alternatively, you can connect new SIP numbers — mobile, landline, or toll-free 0800 numbers for users — visually, they’re indistinguishable from regular ones.
It’s critically important that the supplier has a separate team of specialists who deal exclusively with setting up new projects — apart from technical support, which resolves current problems for other clients.
With the right approach, risk is minimal, and the benefits of modern telephony outweigh temporary inconveniences.
Can VoIP Technology Be Trusted with Business Communication Stability?
Companies build their reputation over years but can lose it in minutes. When a client can’t get through or has trouble hearing a manager during a phone conversation, it immediately affects the perception of business professionalism. This is especially painful for companies working with large corporate clients — even technical failures can call into question their reliability as a supplier.
Many executives have negative experiences with internet telephony: audio delays, dropped calls, unclear connections. This raises a natural question — can you trust business processes to technology that depends on internet connection quality?
The answer depends on choosing the right provider. Reliable virtual telephony suppliers use “pure” SIP technology instead of SIP-GSM gateways, which provide poor audio quality and unreliable connections.
As for traditional analog telephony, modern VoIP communication quality not only matches but significantly exceeds it. Digital audio processing ensures crystal-clear communication without quality loss due to distance, worn physical lines, or weather conditions.
Serious providers have extensive server networks worldwide with automatic backup. If one server has problems, the call automatically routes through another, and the client won’t even notice. Reliable platforms also work simultaneously with multiple telecom operators — if there are problems with the primary operator, the system automatically switches to backup, ensuring uninterrupted communication.
Will New Telephony Help Better Manage the Team?
With businesses transitioning to remote work, new telephony requirements emerge. Now it’s important not just to provide office communication, but to create space for team mobility and give managers tools for effective team management.
How do you understand if a manager is working effectively from home? How many calls did they actually make? Why do some employees close more deals while others constantly complain about “bad leads”? When choosing a VoIP platform, it’s important to ensure it provides complete data for managing your team without micromanagement and constant checks that demotivate employees.
Modern phone systems automatically and continuously collect statistics on team communications and present them to managers in a convenient format. This includes real-time reports where you can instantly see: how many managers are currently online, how many conversations are happening right now, whether there’s a queue of clients waiting for answers, and if so, how many employees from the “bench” need to be engaged.
The system can also automatically track individual statistics for each employee: number of received and made calls, response speed, total talk time. This provides comprehensive understanding of each specialist’s work — without requiring daily “manual” reports.
The most advanced solutions with artificial intelligence can automatically analyze the content of each conversation, assess client mood and service quality — something that seemed like science fiction just a few years ago. Imagine: AI “listens” to hundreds of conversations in minutes, identifies conflict situations, evaluates manager professionalism, and even suggests next steps for closing deals. This allows managers to get a complete picture of team performance without spending hours manually listening to recordings — technology currently available only in the most advanced platforms, such as Ringostat.
What Will Happen to Our Established Processes?
Every company spends years fine-tuning their work processes. CRM systems are filled with valuable client data, managers are accustomed to certain sequences of actions, and reports are configured for management needs. Properly selected telephony with flexible integration can not only fit into these processes but significantly improve them — automate routine tasks, eliminate data duplication, and increase team productivity.
Problems only arise with primitive solutions where managers have to duplicate information: record call data in telephony, then transfer it to CRM, separately create tasks, manually attach conversation recordings. Such routine work not only takes time but increases the risk of errors and loss of important information. Therefore, it’s critically important to choose platforms with thoughtful integrations that work as natural extensions of your current processes.
Serious providers have ready-made integrations with popular CRM systems. If a ready integration doesn’t exist, the supplier will find a solution for setting up connections between systems.
Also read — 6 advantages of Ringostat and CRM integrations to automate and boost sales.
Will the Costs Justify the Expected Results?
IT solution budgets are always limited, and every expense item must be justified. When the current system “seems to work normally” — clients call, managers answer, deals close — the question arises: why risk money and time for probable improvements?
Most managers have no idea about the true number of missed calls, let alone the cost of each one. According to Ringostat data, companies lose 30% to 50% of calls before connecting telephony. Let’s imagine a typical situation: daily, your managers don’t manage to answer 20 calls. At first glance, this doesn’t look critical, but let’s calculate the real losses. Each of these calls is a potential buyer who has already gone through the entire journey from Google search to studying your website and deciding to call you specifically.
With a standard conversion rate of incoming calls to sales of 37%, out of twenty missed calls, you lose approximately 7 ready-to-buy clients. Multiplying by an average check of $400, we get $2,800 in direct daily losses that will now go to your competitors.
Therefore, reducing missed calls by even half will pay for the costs of reliable telephony.
Also read — Why Missed Calls Are a Form of Budget Loss.
Additionally, automating routine operations saves up to 5 hours per month for each employee. Multiply this by the number of managers and hourly wages — you get substantial savings that often exceed the system cost.
Reducing call costs, especially international and long-distance calls, can also provide significant savings for companies with large volumes of outbound calls.
VoIP allows creating remote teams without losing control and work quality — this opens access to talent from other cities, allows business expansion into international markets, reduces office rental costs, and increases employee satisfaction levels.
Reliable communication providers offer case studies of improved client workflow efficiency and can calculate the average payback period for the solution.
With a competent approach, investments in modern telephony pay for themselves within several months — thanks to increased lead processing and improved team efficiency.
Conclusion
By answering these five questions, you can overcome the main doubts about switching to VoIP and begin searching for a provider with understanding of what to pay attention to.
Your action plan:
- Assess real losses from the current system — calculate how much missed calls and lost manager time cost.
- Ask the right questions to communication suppliers, using questions from this article during negotiations.
- Request a demo and transition plan — ensure setup will be safe for your business and seamless in familiar work processes.
- Test new tools with part of the team — first check how the system works in real conditions.
- Don’t delay the decision — every day of delay costs lost clients and revenue.
Fear of change is understandable, but the price of inaction often turns out higher than transition risks. Properly selected telephony won’t break your processes — it will make them more efficient.
