Business Broadband and VoIP: A Perfect Pair for Communication

Some of the ways in which we communicate have barely altered in over 100 years, but that is now changing rapidly. Just as happened with the switchover to broadband at the beginning of the century, the copper telephone wire that kept us talking for over a century is on its way out. For any business, having a reliable method to reach you by phone is critical, so with changes coming, what do you need to know to ensure your business isn’t left behind? 

What is VoIP?

‘VoIP’ stands for ‘Voice over Internet Protocol.’ For over a century, telephone calls have been carried by copper wire. It was a cheap and relatively reliable way of transmitting messages from one telephone receiver to another. But as time has progressed, the vast infrastructure supporting it has begun to creak (and the copper wire will be switched off) 

In the 1990s, the first internet connections piggybacked on it, but the maximum speeds they could deliver were too slow for an increasingly interconnected world. The internet started to move over to broadband technology at the turn of the century, and telephones have been slowly making a similar change since. 

Benefits of VoIP for Businesses

As with any technological shift, it’s easy to start thinking that delaying moving over is the path of least resistance. Prices may fall further, and it’s always easier to do nothing than to do something. 

However, the benefits of transferring over to VoIP make it look like a decision you should make sooner rather than later. Perhaps most significant for any business are the cost savings of doing so. For example, international calling is substantially cheaper. If you’re looking to expand into the global marketplace, this matters. 

It’s also worth remembering that this is also an upgrade to the latest technology. VoIP is more easily scalable because there is less wiring. At the same time, this technology has been developing since the 1990s, which means that it’s designed around the needs of the modern user, including mobile technology, call forwarding, and voicemail. 

How Business Broadband Enhances VoIP Performance

VoIP technology is best paired with a business broadband package. Business Broadband enhances VoIP performance by providing a fast and reliable connection with enough bandwidth to easily cover multiple users and numerous different usage types. Call quality dramatically increases, while options such as call forwarding, customised greetings, voicemail, and even call handling tools can be easily integrated. 

Setting Up a VoIP Phone System for Small Business

Here’s a brief step-by-step guide to setting up your own VoIP provider. 

1. Define Your Business Needs

Assess Requirements: Determine the number of users, call volume, and essential features (e.g., call forwarding, voicemail, video conferencing). Establish a budget for both initial setup and ongoing costs.

2. Research and Compare Providers

Features and Plans: Compare the features and pricing of different providers. Look for scalability options to accommodate future growth. Read customer reviews and testimonials to gauge reliability and customer satisfaction.

3. Check Compatibility and Equipment

Ensure you have or can acquire the necessary equipment:

• IP Phones: These are specialised phones designed for VoIP services.

• Adapters: You’ll need analogue telephone adapters (ATAs) if you want to use existing analogue phones.

• Headsets: For better call quality, especially in a busy office environment.

• Network Requirements: Verify that your internet connection can handle VoIP traffic. A stable and high-speed internet connection is crucial.

4. Evaluate Features and Functionality

According to Integration: Ensure the VoIP service integrates with your existing business tools (e.g., CRM systems, email). Features like call routing, auto-attendant, and call recording should be considered.

5. Assess Customer Support

Check whether the provider offers 24/7 customer support. Look for multiple support channels (e.g., phone, email, live chat).

6. Request a Free Trial

Many providers offer free trials. Use this period to test call quality, features, and ease of use.

Installation and Configuration Tips

Consider professional installation if you’re not confident in setting up the system yourself. Follow the provider’s setup guide. Common steps include:

• Connecting IP Phones: Plug IP phones into your network and power source.

• Configuring ATAs: Connect ATAs to your existing phones and network.

• Network Settings: Configure your router's Quality of Service (QoS) settings to prioritise VoIP traffic.

• Testing: Conduct test calls to ensure everything is working correctly.

• Ensure Security and Privacy: Choose a provider with encryption for calls and data. Keep your VoIP software and hardware updated to protect against vulnerabilities.

VoIP Phone Systems for Small Business UK: Key Considerations

Regulatory Compliance

Ofcom Regulations: Ensure your VoIP provider complies with Ofcom regulations, which govern telecommunications in the UK. This includes requirements for emergency call access and number portability.

Data Protection

Verify that the provider adheres to GDPR (General Data Protection Regulation) to protect customer data and privacy.

Local Service Providers

Consider local providers who understand the UK market and offer tailored solutions. Local providers often offer better customer support with UK-based teams, ensuring quicker response times and better service.

Cost Analysis

Compare the initial costs, including equipment (IP phones, adapters) and installation fees. VoIP systems generally have lower upfront costs compared to traditional phone systems. Evaluate the monthly subscription fees. Many providers offer tiered plans based on the number of users and features required. Check the rates for local, national, and international calls. VoIP providers often offer competitive rates, especially for international calls. Look for providers that offer bundled services, such as voice, video, and messaging, which can be more cost-effective.

Choosing the Right Business VoIP Phone Service

To choose the right business VoIP phone service, companies should evaluate providers based on several criteria:

• Features and Functionality: Assess the essential features, such as call forwarding, voicemail, video conferencing, and integration with existing business tools (e.g., CRM systems).

• Cost: Compare initial setup costs, monthly fees, and call rates. Look for providers offering tiered plans and bundled services to match your budget.

• Reliability and Support: Check for 24/7 customer support and read reviews to gauge reliability and customer satisfaction.

• Scalability: Ensure the provider can scale with your business growth, offering flexible plans and additional features as needed.

• Compliance: To ensure data protection and legal adherence, verify compliance with local regulations, such as Ofcom and GDPR.

Some of the top providers in the UK market include:

• 8x8: Known for its comprehensive features and cost-effective plans.

• Vonage: Offers excellent international call rates and training features.

• RingCentral: Ideal for customer service businesses with CRM and helpdesk integrations.

• Dialpad: Features built-in AI for smart call transcriptions.

• bOnline: Budget-friendly with essential features. 

Telephony is changing, and it’s not just about getting rid of outdated systems and replacing them with something more up-to-date. It’s about improving the quality of your business, offering your clients a better experience, and saving your business money. Take your first steps towards VoIP, and make sure that you stay ahead of the curve!