What should I keep in mind while switching from analog to VOIP phones?

What should I keep in mind while switching from analog to VOIP phones?

VOIP or Voice over Internet Protocol, is like magic for your phone system. It turns your internet connection into a phone line, offering tons of cool features and often saving you money. It is rare these days to find an office not using some sort of digital phone system. If you have an on-site PBX, it is most likely based on POTS (Plain Old Telephone System) technology and not the newer, more advanced Voice Over IP systems. 

VOIP  stands for Voice over Internet Phone which is the term for a phone system that relies on the internet instead of the standard, analog phone infrastructure to operate. By using your internet connection for phone service you most likely are connecting to a cloud-based PBX which brings you a host of new features including full remote compatibility.

In the early days companies like Mitel and Shoretel were the first to offer this type of technology. It was like magic to be able to install a phone at a CEO’s home and it would act as an additional extension. These early deployments required a lot of configuration and a VPN to the main PBX. But it worked and since then, the technology has advanced exponentially!

What to Consider Before Switching

• Internet Speed: Make sure your internet is fast enough to handle voice calls without any glitches. This is the one area most overlooked.  Each handset will carve out a section of bandwidth to operate. Call quality is directly dependent on available bandwidth.
• Compatibility: Check if your current phone system can be upgraded to VOIP. This is rare, but it can happen. In most cases, however, you will be ripping out your current system and replacing it. Some of your handsets might still work, but again, this will need to be vetted.
• Features: Decide which features are important to you, like call forwarding, voicemail, and conferencing. VOIP will give you a lot of features and in most cases, the sky is the limit. Be clear on what you need and want.
• Cost: Compare prices and look for hidden fees.
• Reliability: Choose a provider with a good reputation for reliability. Even your ISP now offers VOIP, and there are dozens of other choices for you.

Things to Expect After Switching

• Improved Sound Quality: VOIP often offers better sound quality than traditional phone lines.
• More Features: Enjoy features like call recording, “find me follow me”, transcribed voicemail, auto attendant, call forwarding, caller ID, and even video conferencing.
• Flexibility: Work from anywhere with a stable internet connection. Some systems offer a free “softphone” which is a lightweight app that can run on your mobile device or laptop so you can truly work from anywhere.
• Cost Savings: Save money on long-distance calls and phone lines.

Tips for a Smooth Transition

• Plan Ahead: Give yourself plenty of time to make the switch. You will most likely need to “port” your number (the act of transferring a phone number between providers). Your IT admin should also prep the network with VLANs for the phone traffic to have its pathway to help retain call quality.
• Back-Up Data: Save important phone records before the transition.
• Analyze Analog Usage: Because VOIP is purely digital, your older analog devices will either need to be kept on their current circuit or adapters deployed to support these devices. This is usually the case with alarm systems and fax machines.
• Get Support: Don't hesitate to ask your provider for help.

Remember, switching to VOIP can be a game-changer for your business. With a little planning and preparation, you'll be enjoying the benefits of this modern technology in no time.