Why Do I Need To Switch?
Aside from the many perks of switching to VoIP, another reason is ‘The Big Switch Off’; a date in early 2027 when traditional landline connections will be turned off. This means that any companies or consumers still using landlines at this time won’t be able to make calls.
And while businesses may still want to use landlines until 2027, moving to a digital option sooner allows you time to embed this new tech into your business. It also removes the stress and unpredictability of switching closer to the switch-off date.
What are the Advantages of Switching to VoIP?
Though ‘The Big Switch-off’ is certainly one reason to take the digital leap, there are also several benefits that VoIP can offer your business, from improved call quality to powerful security features.
Superior call quality
While landlines deliver acceptable call quality, VoIP’s internet connectivity offers high-definition audio and video for clear communication with employees and customers.
And while weather or electrical interference may cause issues during landline calls, VoIP’s use of tools like Quality of Service (QoS) settings, network segmentation and jitter buffers reduce the chances of latency or noise during important business calls.
Robust security features
VoIP solutions come with a host of built-in features designed to protect your sensitive data from security threats. This includes powerful encryption that blocks access to any data you send via VoIP, and can only be accessed by those authorised to receive it. This is useful for businesses with homeworkers, where data is frequently sent back and forth outside of an office environment.
For internal use, multi-factor authentication (MFA) offers an extra layer of security to stop hackers accessing your data.
For example, if an employee logs into their work system, they’ll also need to enter additional security information before they can access internal drives. This is often done via an external authenticator app, which provides a randomised security key; the employee then enters the key to access your system.
If you’d like to learn more about VoIP security, read our article ‘What Does the Evolution of Online Security Mean for VoIP?’.
Impressive scalability
Landline connections are fairly static. For businesses looking to expand their workforce, this could mean upgrading their PBX exchange or installing more phone connections to accommodate additional staff. Doing so can be costly, and frustrating if your staffing numbers fluctuate.
VoIP eliminates these complexities, with most providers allowing you to increase or decrease capacity via an online interface. Similarly, you’ll be able to increase network bandwidth in the same way with minimal fuss, should you need to accommodate additional call traffic.
You’ll also be able to pair your VoIP system with your existing platforms and tools. So if you prefer using a particular CRM, email client or productivity tool, you’ll likely be able to use it alongside your new system.
To learn more, read our article on ‘VoIP Integration’ here.
Hassle-free functionality
As we’ve mentioned, it’s easy to scale your VoIP system to meet the growing needs of your business. It’s also super straightforward to set up, customise and maintain your VoIP too, with most systems offering a web portal that allows you to adjust its settings.
For your employees, operating your VoIP system doesn’t require exhaustive training. From its call interfaces to remote worker-friendly mobile apps, VoIP’s clear and intuitive layout and features take the guesswork out of your business communication.
Let's not forget the convenience of cloud-hosted VoIP, either. When ordering, you’ll have the choice to embed your VoIP system within your on-premise network, or to have it hosted by your provider in a cloud-based network like T2K’s Gamma Horizon. With hosted VoIP, your provider takes care of any set-up, maintenance or security issues, giving you more time to focus on your business.
Cost-effective communication
Of its many benefits, VoIP’s ability to reduce costs across your business is undoubtedly one of its most popular. Where landline connections operate over a complex underground network of wiring, VoIP utilises the internet to make calls. This reduces the need for maintenance, which is reflected in the lower costs of VoIP communications - even long-distance and international calls!
And where setting up and maintaining your landline can mean incurring installation or repair costs; setting up a VoIP system is often done remotely - all you’ll need to purchase are the devices you’ll be using.
A flexible alternative
Landlines are fixed connections, meaning you can only make and receive calls from the location of your phone line. This means that businesses are tethered to their location, placing restrictions on how mobile they can be.
With VoIP, as long as your employees can access a broadband connection, they’ll be able to log into your network anywhere. This is especially relevant for remote workers, or travelling employees who may need to make calls or access data from a computer or mobile device.
Switching to VoIP
You’ve read about the advantages, you know why switching is a good idea, and you’re ready to go. But what’s the best way to go about it? We’ve put together a step-by-step guide to help you understand where to start and what to consider when switching from a landline to VoIP.
1. Make a plan
Before you jump into anything, it’s important to make a comprehensive plan. This allows you to check you have everything needed for a smooth switch, ensuring you haven’t missed anything.
You’ll want to plot out each stage of your switch, which although different for everyone, may include the following:
- Checking the speed and capability of your internet connection
- Considering what you need your VoIP system to do
- Choosing the right provider for your business
- Looking into what hardware or devices you require
- Switching your landline number over to VoIP
- Training your staff on how to use your new system
- Setting up your new system
- Testing it to ensure it’s ready for use.
2. Check your current system and internet connection
As VoIP relies on the internet to make calls, you’ll need to ensure that your current connection can handle your new VoIP setup. You can do this by testing the speed of your connection. Many providers offer broadband speed tests on their websites, but if in doubt, contact your broadband provider, who will be able to help.
It’s also important to know your bandwidth requirements before switching to VoIP. Think about the amount of call traffic you expect. You’ll then be able to consult with your provider about increasing or decreasing your network capacity to match your anticipated call volume.
3. Pick a provider
Your next step is to dig into your VoIP options. Some providers offer specialist services, while others are designed for a range of different user types. It’s also important to identify what you’ll be using your VoIP system for before you choose your provider.
Cost
For smaller to mid-sized businesses, budget may be more of a factor than for larger organisations. Most providers offer a monthly fee per user - but often, this doesn’t include additional extras that may be required, so it’s important to factor in everything your operation may need.
Support
It’s essential, especially if it’s your first time using a VoIP service, that your provider can offer consistent and reliable customer support. It's also a good idea to check when support is available to ensure that you’re not going to be left waiting if technical issues occur. 24/7 support may also be useful for maintenance or resolving issues outside of customer service hours.
Reputation
Picking a provider who can actually deliver what they say is a must. Dive into customer reviews and scores to find out how regular or past users rate them. It’s better to know what you’re getting into before signing a long-term contract with an unreliable VoIP provider.
Security
Though many VoIP systems use robust security like E2EE, firewalls and authentication features, it’s still important to look into security when choosing a provider. Have they dealt with any considerable data breaches in the past? Do they often have system downtime? By answering these questions, you’ll have a better idea of the most reputable provider for your business.
4. Choose your VoIP hardware and devices
Think about what you’ll be using your VoIP system for. If you run a call centre, you may need to invest in VoIP desktop phones, as well as devices like noise-cancelling headsets, to ensure minimal background interference during customer calls.
For smaller operations, it may be that you buy a desktop phone for your office, while mobile and remote workers use VoIP mobile apps on their mobile devices.
Consider your current infrastructure, too. Do you already have compatible equipment? If so, this could save you money on additional devices. You’ll also want to check existing routers work alongside your new system.
5. Moving your current business number
When choosing your VoIP provider, look at whether they offer ‘number porting’. This function allows you to keep your current business number when moving to VoIP.
This small but handy service saves you the time and cost of informing your customers of a new number. It also prevents any confusion for customers who are less tech-savvy and may have trouble finding your contact details.
6. Setting up and testing your new system
Once you’ve chosen your provider and equipment, the wait is over. Your provider will likely give you everything you need to get started. If you’re taking baby steps and still want to use your analogue phones, you’ll need to grab an Analog Telephone Adapter (ATA), which will allow you to integrate your existing landline phone with your VoIP system.
Once you’ve installed your devices and hardware, it’s time to configure your system to your requirements. This includes setting up areas like voicemail or call routing options to ensure a seamless transition for your customers.
It’s also vital that your VoIP system can handle emergency calls, too. Emergency responders can’t trace VoIP calls in the same way they can with landlines, so you’ll need to ensure your system is set up in a way that makes these calls simple to make. Remember to train your staff on this practice, too, ensuring they know the correct information to relay if needed.
Once you’ve tested all of the essential elements of your system, you’re almost ready to go live!
7. Roll out training
Before setting up, it’s important to educate your workforce on your new system. Although VoIP systems are designed to be user-friendly, those who are less familiar with digital phone systems will benefit from training.
In terms of how to structure your training, an overview of your system and its capabilities is a good place to start. After this, it’s important to deliver practical training, where employees can practise using the system in a simulated training environment.
Ensure training is rolled out on VoIP’s additional features, too. While it’s easy enough to make and receive calls - some of the more complex elements, such as additional features and best security practices, require continuous learning.
Finally, supplementary training materials should be provided to accompany practical training. This might include video tutorials and written guides. Your staff will then be able to follow along during training, while also being able to refer back to them at their leisure.
That’s it. You’re ready to enjoy your powerful new VoIP system!
Switching to VoIP Couldn’t be Easier
What did we tell you? In 7 easy steps, you could be on your way to better-quality calls, reduced monthly phone bills, increased mobility for your business, and so much more. VoIP technology not only elevates your business communications, it helps you deliver great customer service, whether remote or office-based.
If you’d like to learn more about switching to VoIP from a landline, contact T2K today.
