Business VoIP vs Traditional Phone Systems: What UK Businesses Need to Know

 

In most cases, a telephone system only becomes noticeable once it begins making tasks more difficult for you. This could be through difficulty connecting callers with the appropriate individual, inability of the workers to handle calls from off their desk or having to buy new equipment if someone else has to join the phone network.

When considering options on the matter of business communication in UK, the issue is whether you want to modify your current phone system or get into Business VoIP.

This decision should take into account factors such as connectivity, working conditions and equipment currently in use.

What Is the Difference Between Business VoIP and Traditional Phone Systems?

Voice-over-Internet-Protocol (VoIP) delivers voice traffic over internet or dedicated network. Traditional telephony systems usually rely on the legacy telephone networks, for example, analogue circuits or ISDN lines with local telephone exchange known as Private Branch Exchange (PBX).

In case of VoIP solutions, workers will need to employ VoIP phones, computer programs, and VoIP mobile applications. The traditional system usually relies on office phones and telephone systems that are located at the workplace.

But in practice, one does not necessarily have to make either-or decision here. There are some existing PBX systems which can work with VoIP using SIP trunking.

Business VoIP vs Traditional Phones: A Quick Comparison

Consideration	Business VoIP	Traditional phone systems
Call connection	Uses an internet or private IP connection	Typically uses legacy analogue or ISDN services
Equipment	Can use IP handsets, apps and either a hosted or on-site platform	Commonly uses office handsets and an on-site PBX
Remote working	Often supports calling through desktop and mobile apps	May need additional configuration or equipment
Adding users	Depends on licences, platform capacity and network readiness	May require hardware expansion and installation
Maintenance	Hosted providers maintain the central platform; local equipment still needs support	Business or maintenance supplier manages on-site equipment
Costs	May include subscriptions, calls, devices and connectivity	May include line rental, calls, hardware and maintenance
Resilience	Requires suitable power, connectivity and continuity arrangements	Depends on the line type and equipment; PBXs generally need power

Features and costs vary between installations, so compare specific proposals rather than relying on broad claims.

How Do the Costs Compare?

VoIP for Business will allow you to save some money, especially if the hosted solution is replacing old on-premise systems. But the technology isn’t always the most economical choice.

In order to make an appropriate estimate of its cost-effectiveness, consider the full price for the time period of the proposed contract.

As to VoIP service itself, remember to ask for:

User licences, their features.

·        Allowances, exclusions and extra call charges.

·        Cost of handsets, headsets, installation services.

·        Transfers, training.

·        Network upgrade and backup provisions.

·        Support, integrations and other optional fees.

For your present system, include the cost of maintenance and lines plus cost of replacement of old equipment.

Additionally, consider if there are penalties in case of the early exit from the contract that will negate any savings on a reduced monthly fee.

Which System Supports Flexible Working Better?

Business VoIP often makes the use of a business line from various locations more convenient.

Depending on the system, employees can receive calls via a laptop, use a mobile application and transfer queries to their colleagues even if they are not located in the same office. It can be convenient for companies that have both hybrid employees and traveling salespeople or even branches.

For instance, a small recruitment firm may distribute calls to its consultants located in the office and its employees who work remotely. The customers will still use one business line.

Traditional systems might provide remote accessibility as well. It depends on how well your existing system allows you to do this, what equipment is needed additionally and if this process is convenient for your employees.

Make suppliers demonstrate your common tasks to you.

What About Call Quality and Reliability?

VoIP provides good voice quality but its performance is influenced by several other factors apart from the telephone system itself.

Internet access, router, network, wireless connections and headsets influence the quality of communication. Delay, uneven packet transmission and data loss may cause difficulties in communication despite high bandwidth provided by the ISP.

In order to switch to VoIP services request testing based on simultaneous calls and other communications such as video conferencing and uploading files.

Electricity source is important too. According to Ofcom, calls via broadband require some additional measures to be made available in case of power failure in the premises.

Do not presume that all traditional telephone systems operate independently from electricity source. Simple analogue telephone set connected to the line will have different performance compared to PBX or cordless phone, which is connected to the power source.

For both options determine the actions to be taken in case of outage. Negotiate backup connectivity, power protection and alternative routing of calls and test the agreement.

Which Features Are Most Useful?

Begin with what needs to be improved.

In case calls are often missed, ring groups and overflow routing would be effective. In case different departments are needed by clients, using menus will be beneficial. In case managers are unable to determine peak times, call reporting may give some clues.

Some typical features of VoIP systems are:

·        Business voice calls via desktop and mobile applications.

·        Queueing, call transferring and departmental routing.

·        Voicemail alerts.

·        Greetings during office hours and rules.

·        Call reporting.

·        Integration with compatible CRM systems.

Many PBXs that use traditional technologies offer a number of such functions. Check out what your PBX offers before purchasing it again.

In the same way, do not take it for granted that all VoIP systems offer reporting and integration. Always ask for the list of features in writing.

Can You Keep Your Existing Numbers and Equipment?

Porting may provide you with the opportunity of keeping your business numbers. Please find out about portability and the procedures involved from your proposed provider.

Consider equipment separately. There may be some IP handsets compatible with your new system, or maybe not, and only with a certain service. Your current PBX may support SIP trunking, but you should find out more about it.

Make a list of all services currently running on your phone lines, including alarm, elevator, security, payments and fax services if applicable.

Please have your suppliers verify their compatibility with your future system. A successful call doesn’t guarantee the compatibility of all your devices.

How Can Telappliant Help?

The business VoIP services offered by Telappliant involve SIP trunking, business telephone numbers, call plans, number porting, and Microsoft Teams calling services. The methodology adopted by the company takes into consideration what the business will be replacing, and the number of users or sites the company requires.

Businesses looking for Business VoIP should talk to Telappliant about what equipment they currently have, their call handling capacity and future plans.

A request for a proposal should be made, where the plan, total cost involved, obligations and migration process are highlighted.

Frequently Asked Questions

Does a business VoIP system equate to a cloud phone system?

Not quite. VoIP refers to the technology behind transporting calls over an IP network. Cloud-based systems run from off-site infrastructure and generally use VoIP technology. There are however some VoIP options that do not have a cloud base but interface with an on-site telephone system.

Will employees need to use a computer for calling?

Absolutely not. The call solution will depend on the choice of service but generally, staff could use compatible desk phones, mobile applications or even computer software.

Is business VoIP ideal for a small business firm?

Absolutely yes. However, the chosen service needs to fit their needs and availability of connectivity.

Do we necessarily need to change all our telephony infrastructure?

It all depends on the level of compatibility, state of equipment and the needs of the business. Some options to consider include a hosted system, on-premises VoIP and even a SIP trunk into an appropriate existing PBX system.

What you should start with is an assessment of your existing systems and shortcomings thereof.