Switching to VoIP

Welcome to Focus Group's guide on "Switching to VoIP." In this comprehensive exploration, we will delve into the world of Voice over Internet Protocol (VoIP), shedding light on what it is, why businesses might consider making the switch, and how Focus Group can seamlessly assist in managing the transition.

Switch to VoIP today

Making the move to VoIP is easy

Before we delve into the reasons for switching, let's understand what VoIP is. Voice over Internet Protocol is a technology that allows you to make voice calls using the internet rather than a traditional telephone network. This groundbreaking technology converts your voice into digital signals, transmitting them over the internet to the recipient.

If you're intrigued to learn more about VoIP and its intricacies, you can find additional information on our VoIP explained page.

What is VoIP?

Man adjusting headset while looking at laptop

Reasons to switch to VoIP

In today's fast-paced business environment, companies are constantly seeking innovative solutions to streamline operations and enhance communication. The decision to switch from traditional landlines to VoIP is driven by various factors:

Cost efficiency

VoIP often offers lower costs for both domestic and international calls, providing a cost-effective alternative to traditional telephone systems.

Flexibility

VoIP allows employees to make and receive calls from any location with an internet connection, fostering greater flexibility and remote work capabilities.

Advanced features

VoIP systems come with a range of advanced features, such as voicemail to email, call forwarding, and video conferencing, enhancing overall communication efficiency.

Scalability

As your business grows, VoIP systems are easily scalable, adapting to the changing needs of your organisation without the need for extensive infrastructure changes.

How to prepare for a switch

Making the transition to VoIP is easy, but it still requires careful planning and preparation. Ensuring a smooth switch involves addressing various aspects of your infrastructure and operations. Here's an in-depth look at each step to help you prepare effectively:

Planning

Objectives and timelines

Define clear objectives for the switch, such as improving communication efficiency, reducing costs, or enhancing mobility. Establish realistic timelines for each phase of the transition to keep the process on track.

Stakeholder communication

Inform key stakeholders, including employees and relevant departments, about the impending switch. Communicate the benefits and address any concerns to foster a positive transition experience.

Risk assessment

Identify potential challenges and risks associated with the switch. Develop contingency plans to mitigate these risks and ensure a smooth transition, minimising disruptions to daily operations.

High-speed internet check

Bandwidth assessment

Evaluate your current internet speed and bandwidth to determine if it meets the requirements for VoIP. VoIP relies heavily on a stable and high-speed internet connection to deliver clear and uninterrupted voice communication.

Internet service provider (ISP) evaluation

Assess the reliability and performance of your current ISP. Consider upgrading your plan or exploring alternative providers if necessary to ensure a robust internet connection for VoIP.

Preparing your network

Network infrastructure evaluation

Review your existing network infrastructure, including routers, switches, and firewalls. Ensure that these components are configured to support the additional traffic generated by VoIP.

Quality of service (QoS) implementation

Implement Quality of Service (QoS) settings to prioritise VoIP traffic on your network. This ensures that voice data receives preferential treatment, minimising latency and ensuring call quality.

Person holding phone to right ear with coffee and laptop on desk

Choosing your package

Feature requirements

Identify the specific features and functionalities your business needs from a VoIP system. Consider factors such as call forwarding, voicemail-to-email, video conferencing, and mobile integration when selecting a package.

Scalability

Choose a VoIP package that aligns with your business growth plans. Ensure the selected package is easily scalable to accommodate an increasing number of users and additional features as your business expands.

Two men standing up talking to each other with a laptop

Transfer existing numbers

Number porting process

Coordinate with your VoIP provider to facilitate the smooth transfer of existing phone numbers. Understand the porting process and timelines to minimise any potential disruption to communication during the switch.

Communication to stakeholders

Communicate the change in phone numbers to internal and external stakeholders, ensuring that clients, vendors, and staff are aware of the transition to VoIP.

Group of people in an office working on computers

Start using VoIP

Gradual implementation

Initiate the use of VoIP gradually to allow your team to acclimate to the new system. Start with a pilot group and gather feedback to address any issues before a full-scale implementation.

Training programs

Implement comprehensive training programs for employees to familiarise them with the new VoIP system. Provide resources, tutorials, and support to ensure a smooth transition for all users.

By following these detailed steps, you can proactively address the key components of the transition process, setting the stage for a successful and seamless switch to VoIP.

What will the switch affect?

Understanding the impact of switching to VoIP encompasses several crucial considerations. First and foremost, VoIP facilitates easier expansions, allowing your business to seamlessly integrate new users and locations as it grows. The geographical constraints of traditional phone systems are overcome as VoIP enables your team to make and receive calls from anywhere with an internet connection, promoting unparalleled flexibility and fostering a more mobile and agile workforce.

While VoIP brings a myriad of benefits, it's essential to acknowledge that staff will need training to leverage the full potential of the advanced features and functionalities. Additionally, careful consideration must be given to emergency call handling, ensuring that protocols are in place for prompt responses. Lastly, planning for potential blackouts is vital; having backup power sources or alternative communication methods guarantees continued connectivity even in challenging situations. To make sure you understand everything surrounding a switch to VoIP, be sure to look through our advantages and disadvantages of VoIP page.

Advantages and disadvantages of VoIP

Line of connected light going through a mountain range

Man pointing at laptop while woman looks intriguingly

Managing the transition to VoIP

At Focus Group, we understand that transitioning your business to VoIP can be a significant undertaking. That's why we're here to help every step of the way. Our experienced team ensures a smooth transition, minimising disruptions to your business operations. We handle the technical aspects, allowing you to focus on what you do best.

Switching to VoIP is not just a communication upgrade; it's a digital transformation. It marks the beginning of a more agile, efficient, and technologically advanced business environment.

Ready to make the switch? Contact Focus Group today to embark on a seamless transition to VoIP and unlock the full potential of modern communication technology.

Speak to an expert

Customer stories

View customer stories

Carers First

A VoIP business phone solution delivered by Focus Group now connects over 16,500 Carers First staff with their patients.

Hurstpierpoint College

Focus Group scored top marks with the delivery of a brand new, futureproof telephony system to replace an ageing network.

Yeo Valley

Focus Group has been a trusted partner of Yeo Valley for over 15 years, driving the brand forward with Cisco technologies.