As traditional copper networks face decommissioning by 2027 due to The Big Switch Off, transitioning from your trusted landline to VoIP isn’t just a good idea, it’s becoming essential for your business continuity.
The great news? Switching to VoIP is easier than you think and offers many advantages that can change the way your business communicates. In this blog we’ll go over the steps you need to take to make this change as easy as possible.
What exactly is VoIP and why should you make the switch?
At its heart, VoIP technology allows you to make voice calls using your internet connection rather than those traditional phone lines we’ve all relied upon for decades. Instead of sending your voice through copper wires, VoIP changes your voice into digital signals and sends them as data packets over the internet.
Before anything else, you’ll need to ensure your internet connection can comfortably handle VoIP traffic. A robust, stable broadband connection is essential, ideally fibre, with sufficient bandwidth for your needs.
For small to medium businesses, we recommend:
You can easily find out how fast your internet is by using online speed test websites. If your speeds aren’t as good as you want, talk to your internet provider about getting a better connection that can handle your communication needs.
When selecting a provider, you’ll want to consider several important factors. Look at their reliability and uptime guarantees, as well as call quality and the range of features offered. Explore scalability options that will grow with your business, and don’t forget to investigate their security measures to protect your communications. The availability and quality of customer support is essential, as is transparent pricing without any hidden surprises.
Take your time to research providers thoroughly, read reviews from businesses similar to yours, and perhaps request demonstrations before making your final decision.
You have several excellent options when it comes to VoIP hardware:
VoIP desk phones: These look remarkably similar to traditional phones but connect to the internet instead of a phone line. They’re perfect if you prefer a familiar setup for your team.
Softphones: These clever software applications run on computers, smartphones, or tablets. They’re ideal for remote workers or team members who need mobility throughout their day.
Adapters: If you’re rather attached to your existing phones, VoIP adapters can convert your traditional desk phones to work seamlessly with VoIP systems.
One of the biggest concerns we hear from companies is whether they can keep their existing business phone number – numbers that customers know and trust. The wonderful news is that in most cases, you absolutely can.
Have a conversation with your chosen VoIP provider about ‘number porting‘ – the straightforward process of transferring your existing numbers to the new service. This typically takes 2-4 weeks, so do plan accordingly and don’t cancel your existing service until the porting is complete and tested.
To ensure crystal-clear call quality, you’ll need to optimise your network:
Your VoIP provider should be able to advise on the specific settings required for their service, making this step much easier than it might sound.
Once your hardware arrives and your numbers are successfully ported, it’s time to set up and configure your system:
Before going fully live, thoroughly test the system. Make calls both internally and externally, check all features, and ensure call quality meets your expectations. This testing phase is crucial to a smooth transition.
The best technology is only as good as the people using it. Schedule engaging training sessions to familiarise your team with:
Consider creating quick reference guides that your staff can refer to when needed, helping them feel confident with the new system from day one.
Converting to VoIP doesn’t have to feel overwhelming or complex. With proper planning and the right partner by your side, you can ensure a seamless transition that genuinely enhances your business communications.
If you’re unsure where to start or need advice specific to your unique business needs, our experienced team at Moneypenny is ready to help. We can guide you through the process and ensure your communication systems remain perfectly connected during and after The Big Switch Off. Our friendly Client Support team is just a call away on 0345 123 3700.
If you have more questions about The Big Switch Off in general, do check out our comprehensive blog ‘ISDN Switch Off: The top questions answered’ for even more insights and guidance.
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