Voice over Internet Protocol (VoIP) is more flexible and adaptable than traditional phone technologies, which goes a long way toward explaining its rapid adoption worldwide. If you’re looking for ways to improve business communications, cut costs, and boost staff productivity, VoIP is a great place to start.

Offloading your business phone system to a reliable hosted VoIP provider is a great place to finish. The cost savings, features and flexibility of a hosted VoIP phone system do make a compelling business case, but to maximize these benefits, companies and organizations should pay close attention to these five important tips.

You don’t have to be in the phone business just to be in business.

You do have options. A lot has changed since the 1970s, when office-based phone systems (PBXs and key systems) became an accepted cost of doing business. No more.

Since the 1990s, Internet Protocol (IP) technology has made it possible to deliver enterprise-grade phone services as a remotely-managed service, and for far less than the cost of an in-house implementation. This “hosted” VoIP strategy dramatically reduces capital and operating expenses and leaves telephony to the experts. It also frees staff from daily housekeeping to focus on more mission-critical tasks.

You don’t have to buy out local phone contracts.

You do, however, have to find the right provider. Existing contracts for local phone service can be deal breakers if a hosted VoIP provider insists on a buyout. You don’t need to pay those penalties.

Instead, find a VoIP provider who can accommodate your existing local connection, at least until the end of the contract. You’ll get most of the benefits of a full-blown hosted solution — free calling between offices, lower long-distance calling charges and Internet access, advanced features, etc. — and you can choose to migrate completely once the contract expires.

You don’t have to get rid of all your equipment.

You do have the flexibility to preserve your current investments. If you recently purchased phone equipment and are reluctant to give it up, keep it. A good hosted VoIP provider can work with existing PBX systems, stations and consoles until the end of their useful life. You’ll still cut costs for calls and connectivity, and it gives you yet another way to phase in a hosted VoIP deployment on your own terms.

You don’t have to accept a “one size fits all” approach.

You do have unique needs, and you should expect a tailored solution. Maybe your headquarters needs an entirely new phone system, but a branch office just bought a new PBX. Maybe both sites still have many months remaining on contracts with their local phone service providers. And then there’s your sales staff, spread across the country in other branches or home offices. A hosted VoIP solution should be able to accommodate such diverse needs. The solution should also be able to keep pace with you as your needs change.

You don’t have to worry.

Do your homework up front. Shop hosted VoIP providers that are experienced, have referenceable customers, offer free 24/7 support, and have formal service level assurances (SLAs) that keep their feet to the fire. Saving time and money does not mean you have to settle for subpar service.

Do keep this list handy!

Whether you’ve been using VoIP for years or are just investigating it for the first time, knowing these dos and don’ts will help you get the most out of your VoIP service.

© 2010 Appia Communications, Inc.