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10 Tell-tale Signs it’s to Switch to a New VoIP Provider

Last updated: 22 Jun 2023

With the advancement of technology, businesses have begun using Voice over Internet Protocol (VoIP) services more frequently to meet their communication requirements. Companies must regularly assess their current VoIP provider to ensure they receive the best value for their investment as the market changes constantly.

In this comprehensive guide, we’ll explore what factors businesses should consider when contemplating whether to change their VoIP provider.

When to Switch to a New VoIP Provider

1. Poor Call Quality

Call quality is the backbone of any communication system. Common quality issues include dropped calls, echo, latency, and jitter. These problems can negatively impact your business operations and customer experience. For example, if you’re dropping calls frequently, your team may have to spend excess time reconnecting or addressing miscommunications. This can result in wasted time and loss of productivity, affecting your bottom line.

Additionally, poor call quality can affect the customer experience. Customers expect clear and reliable communication when interacting with your business, and if your calls are plagued with issues, it can leave a negative impression on them. Allowing this situation to occur could lead to unhappy customers, decreased sales, and harm your business’s reputation.

2. Inadequate Customer Support

Responsive and knowledgeable customer support is vital when dealing with VoIP technology. Your service provider should be able to resolve any problems or difficulties promptly and proficiently. Red flags indicating poor customer support include slow response times, lack of expertise, and unhelpful support representatives. If your VoIP provider lacks good customer service, your team may waste time resolving technical problems. This can decrease productivity and frustration, affecting your business’s profit.

3. Limited Features and Scalability

As businesses grow, their communication needs change and their VoIP service should be able to adapt accordingly. Incorporating essential VoIP features like call forwarding, voicemail-to-email, integration with mobile apps, and video conferencing can significantly improve business communication. A lack of scalability and limited functionality can hinder businesses from maximizing the benefits of VoIP. A scalable VoIP solution can support an expanding workforce, enable users to make calls from multiple devices and grow alongside a business.

4. Increasing Costs

Some VoIP providers may increase costs over time or have hidden fees that only become apparent after you’ve signed up. Regularly reviewing your VoIP plan and weighing it against other choices in the market assists you in finding more cost-efficient solutions. Don’t hesitate to explore your options and switch to a better plan if you pay more than you should. Taking control of your VoIP expenses can reduce costs and lead to a better, more efficient communication system. 

5. Outdated Technology

Outdated technology in your VoIP system poses numerous risks to your business’s communication capabilities. Security breaches and system failures are more likely to occur when using outdated VoIP technology. Further, older technology can limit access to the latest features and advancements in communication technology that can help your business stay agile and up-to-date. Choosing a VoIP provider that stays updated with the latest industry developments is crucial to maintain efficient communication and security. 

6. Inconsistent Service Reliability

Downtime, network congestion, and other service interruptions can devastate your operations, causing lost business opportunities and severe financial losses. Issues like these can occur when using an unreliable VoIP service that cannot handle the traffic demands of your business, leading to constant breakdowns and lost connections. Hence, it pays to choose a reliable VoIP provider that ensures minimal disruptions and downtime.

7. Lack of Integration Capabilities

Downtime, network congestion, and other service interruptions can devastate your operations, causing lost business opportunities and severe financial losses. Issues like these can occur when using an unreliable VoIP service that cannot handle the traffic demands of your business, leading to constant breakdowns and lost connections. Hence, it pays to choose a reliable VoIP provider that ensures minimal disruptions and downtime.  

Integrating third-party applications, including CRM systems, project management utilities, and team collaboration platforms, is vital for enhancing business operations and boosting overall productivity. Unfortunately, many VoIP services do not support integration with essential tools, which can result in businesses missing valuable functionality. 

It’s worth considering a provider that offers robust integration capabilities to address this issue. BlackPoint IT’s Hosted Voice solution (BPHV) presents a seamless CRM integration, allowing you to streamline your customer relationship management process effectively. By opting for a service like BPHV, you can ensure that your business benefits from a comprehensive solution that supports the integration of crucial applications.

8. Lack of Customization

Different businesses have different communication needs. A good VoIP service provider should offer customizable plans allowing businesses to select and pay only for the needed features. Switching to a communication provider that offers tailored solutions can be cost-effective and help improve your communication efficiency if your current provider’s one-size-fits-all approach is not meeting your needs. 

9. Inadequate Security Measures

VoIP technology can be vulnerable to cyberattacks and security breaches. Your provider must have robust security measures, including encryption, firewalls, and regular system updates. If your VoIP provider has a history of security breaches or doesn’t put security as their top priority, it’s advisable to search for a more secure option. 

10. Poor User Interface

For efficient communication, it is vital to have a user-friendly interface that offers effortless navigation and comprehensibility. If your current VoIP provider has a complex or outdated interface that’s difficult to use, productivity and efficiency can suffer. Switching to a provider that offers a more intuitive and modern user interface can save time and boost productivity.

How to Find the Right VoIP Provider

1. Evaluate Your Needs

Before searching for a new VoIP provider, take the time to evaluate your business’s communication needs. Consider the required features, number of users, budget, and future growth plans. This assessment will help you identify the best VoIP service for your requirements. 

2. Research Providers

Researching different VoIP providers and reading customer reviews is essential to gain insights into service quality and reliability. Look for providers with a strong reputation, comprehensive feature offerings, and competitive pricing. 

3. Ask for Recommendations

Personal experiences can be valuable when identifying reliable VoIP providers. Their firsthand knowledge can help you shortlist potential providers. Ask for recommendations from industry peers or other businesses successfully transitioning to VoIP.

Switching to a new VoIP provider can be challenging for any business. Be mindful of the warning signs indicating it’s time to change providers. Following these recommendations can make the transition smoother and more effective. Selecting the right VoIP provider can help you enhance communication efficiency, improve call quality, reduce costs, and introduce valuable features and functionalities. When choosing a VoIP provider, the key is to prioritize your business’s specific needs and evaluate potential providers’ offerings comprehensively. Staying up-to-date with the latest technology and best practices in your industry can assist you in selecting a provider that shares your communication objectives and can contribute to your business’s growth.


BlackPoint IT delivers efficient, cost-effective VoIP solutions for modern businesses. Our adaptable VoIP features and scalable plans evolve with your growing communication needs. Coupled with our 24/7 customer support, we minimize downtime for a seamless experience. Switch to BlackPoint IT as your new VoIP provider today and benefit from advanced features, reliable service, and customizable plans that cater to your business’s unique requirements. Contact us today!