Switching from traditional phone lines to VoIP replaces per-minute charges with a flat monthly fee and lets your team take calls from a desk phone, a laptop or a mobile. The move is simple when a few things are settled first. This is the checklist we’d work through with you.
01
Keep your phone numbers
Your existing numbers can usually be moved to a VoIP provider through a process called porting. You’ll need a recent bill from your current carrier, the account number and the name exactly as it appears on the account. Don’t cancel the old service until the port has completed, or the numbers can be lost.
02
Check your internet connection
Each call uses a small, steady stream of data in both directions, roughly 30 to 90 kbps depending on the codec. Bandwidth is rarely the problem. Consistency is. A connection that drops packets or spikes in latency makes calls choppy even when the speed test looks fine.
- Count how many people could be on a call at the same time, and leave generous headroom on top of normal office use.
- Test at the busiest time of day, not first thing in the morning.
- If you have a choice, prefer a business connection with a stable upload speed.
03
Give voice its own lane
On the office network, put phones on their own voice VLAN and turn on quality of service (QoS) so voice traffic goes first when the line is busy. This is what stops a large file upload from breaking up a customer call. Switches with Power over Ethernet (PoE) can also power desk phones through the network cable, so there’s one less adapter per desk.
04
Set up emergency calling properly
Unlike a landline, a VoIP phone can move, so emergency services can’t assume where a call comes from. In the US, business phone systems must support direct 911 dialling and send a usable location with emergency calls. Register a street address, plus floor or suite, for every phone, and keep it up to date when people move desks or work from home.
05
Plan for power and internet outages
- Put the router, the switch that powers the phones, and the modem on a small UPS (battery backup).
- Set up call forwarding so incoming calls ring mobiles automatically if the office goes offline. Callers shouldn’t notice.
- Keep at least one mobile phone available for emergency calls during a power cut.
06
Decide what the system should do on day one
Auto-attendant menus, ring groups, voicemail to email and conference bridges are easiest to set up before go-live, not after. Write down how calls should flow today, then improve it rather than copying the old system blindly.
07
Need a hand?
We design and install VoIP systems around how your business actually takes calls. Read more about our VoIP services, or book a free 15-minute call below.