5 Key Considerations When Moving to a VoIP Phone System

As businesses continue embracing digital transformation, effective communication is non-negotiable, and Voice over Internet Protocol (VoIP) phone systems are becoming a go-to choice for modern communication. VoIP offers flexibility, cost savings and a host of advanced features compared to traditional phone systems, increasing the functionality of communication.

But before making the switch, it’s essential to evaluate several key factors to ensure a smooth transition and optimal performance.

Here’s what your organization should consider when moving to a VoIP phone system:

Read: The Benefits and Drawbacks of VoIP Systems for Modern Businesses

1. Your Internet Infrastructure

Internet infrastructure is the backbone of VoIP, as it relies entirely on internet connectivity. A fast, stable and reliable internet connection is crucial for optimal system performance. Poor network quality equals poor call quality.

• Bandwidth: Do you have sufficient upload and download speed to handle simultaneous calls on top of your regular data usage? Ensure your internet bandwidth can support both VoIP and other business activities without degradation.
• Quality of Service (QoS): Is your network configured to prioritize voice traffic? This prevents other internet activities from degrading call quality.
• Hardware: Can your routers, switches and cabling support reliable VoIP traffic? Older equipment might need an upgrade.
• Latency and jitter: High latency (delay) and jitter (variation in delay) cause echoes, robotic voices and dropped calls. Run network tests to check these metrics.

2. VoIP Features that Align with Business Goals

VoIP systems offer a wide range of features that go far beyond basic calling. A list of must-have capabilities for your business can include:

• Call forwarding, voicemail-to-email, auto-attendant and call analytics
• Integration with CRM and productivity tools
• Remote and mobile user access
• Conference calling and video support

Choose a system that supports your workflow and enables productivity.

3. Security Considerations

Like any internet-based system, VoIP is vulnerable to cyber threats. Security measures should include:

• Encryption
• Firewalls
• Intrusion detection and prevention systems (IDS and IPS)
• System updates
• Authentication for remote users, including multi-factor authentication (MFA)

4. Scalability and Future Growth

Your business will change, and a major advantage of VoIP is its scalability. Adding or removing new users or lines is easier than with traditional phone systems. Plus, if you need additional office space in the future, a VoIP system will simplify your internal communications, allowing calls from office to office to be routed internally.

That’s why it’s important to choose a provider and plan that supports easy scaling without hidden costs and flexible deployment options, including on-premises or the cloud.

5. Workforce Mobility

With more and more employees on the go and working from remote locations, the need for seamless communications is more important than ever. VoIP can give your employees the tools they need to be efficient and productive without being tied to a desk.

In addition to making and receiving calls, employees can access their contact directory and record and transfer calls as needed. They also may not need to share their personal phone number for business use because a single number can always reach them.

Read: The 5 Differences Between VoIP and Traditional Phone Systems

Moving to a VoIP System

Moving to a VoIP phone system is not a plug-and-play solution. Success requires proper planning, a solid IT foundation and ongoing support.

• Assess your current needs and future goals: Before diving into providers and features, ask yourself why you are switching. Are you looking for cost savings, better features, remote work support or scalability?
• Choose a VoIP provider: When selecting a VoIP provider, consider their reliability, support, security, features, integration and pricing.
• Implement and train: Decide if you want to switch over all at once or phase the VoIP implementation. Choose who will be responsible for setting up the system, configuring features and installing the necessary hardware and software. Plan how you will train your staff on using the new VoIP system.

Explore VoIP Options for Your Business with Thriveon

Moving to a VoIP system can transform how your business communicates, making it more agile, efficient and cost-effective. The best system for you is based on your specific needs and situation, but if you are feeling overwhelmed with choosing a VoIP solution, consider partnering with an award-winning managed service provider like Thriveon.

Our modern office services and Fractional CIO can help you explore the available options so that you can improve your business communications. We will help guide your business through the entire VoIP migration process, ensuring a secure, reliable system that aligns with your business goals.

Schedule a meeting today for more information.