Voice over Internet Protocol (VoIP) is a technology that has been around for some time now. It works by transforming voice signals into digital data which is then sent over the Internet. This enables users to make voice calls through an Internet connection instead of phone lines that were traditionally used.
The development of this technology has completely changed the way in which businesses communicate, enabling more efficiency and access to advanced features. At the same time, VoIP solutions are more cost-effective than regular phone systems which can be a huge cost saving.
What Makes VoIP So Useful?
More businesses and individuals are choosing to adopt VoIP systems because of the range of benefits that they offer.
Growth capabilities: VoIP systems are highly scalable and can support growing businesses. Traditional phone systems typically require physical hardware installations to accommodate new users whereas with VoIP, users can be added or removed with ease.
Cost-effective: Businesses who need to make long-distance or international calls are able to save significantly by using VoIP. Most providers offer unlimited calling plans that are a fraction of the price.
Advanced features: Modern VoIP solutions come with an assortment of features like call forwarding, virtual receptionists and the ability to be integrated with Customer Relationship Management (CRM) tools. These features provide businesses with the opportunity to not only enhance their productivity, but boost customer satisfaction too.
Flexibility: As long as you have a stable Internet connection, you can make calls with VoIP from just about anywhere. Some VoIP providers have mobile apps too so there is no need to be tied to a physical office.
Better call quality: VoIP uses high-speed Internet connections so call quality will be crystal-clear and with minimal interruptions.
Common VoIP Setup Mistakes And How To Avoid Them
To access your VoIP system’s full capabilities, it is essential to set it up correctly from the start. Otherwise, you may encounter issues with connectivity and poor call quality.
Here are some of the most common mistakes made during the set up process, and how you can avoid them to get the most out of VoIP.
Your Existing Internet Bandwidth Can’t Support It
A critical error that some businesses make before switching to VoIP is assessing their current Internet speed. VoIP relies on ultra-fast speeds and your existing bandwidth doesn’t have that, you can experience dropped calls, lagging and poor audio quality.
To avoid this, it is recommended to use a high-speed Internet connection like fibre-optic or cable broadband which can support VoIP. You can determine what bandwidth you need based on the number of simultaneous VoIP calls. On average, each VoIP call will need around 100kbps of upload and download speed.
Skipping Quality of Service (QoS) Settings
QoS is used to prioritise VoIP traffic over other data usage that you could be using. If you don’t configure your QoS settings, VoIP traffic is then forced to compete with the other data. The result? You can experience latency and jitters when making calls.
This can easily be avoided by configuring your QoS and using separate Virtual Local Area Networks (VLANs) to help dilute any network congestion.
Not Configuring The Network Correctly
If your network settings are not configured properly, your calls could be dropped due to Network Address Translation (NAT) issues.
To stop this from happening, you can use Static IP addresses for your VoIP devices to minimise any connectivity problems. Additionally, make sure that your Session Initiation Protocol (SIP) and Application Layer Gateway (ALG) are disabled as these can interfere with VoIP traffic.
Leaving Your VoIP System Unsecured
It’s easy to overlook VoIP security but this can leave your system, and business, open to hackers and fraud.
It is always beneficial to have strong passwords for VoIP accounts that should be changed regularly and use a firewall to monitor suspicious activity on your devices.
Try to restrict international calling if you don’t regularly use it as this can also help to prevent unauthorised usage.
Using Equipment That Is Incompatible Or Poor Quality
Outdated or low-quality headsets and routers can quickly degrade the quality of your VoIP calls.
Always use VoIP-certified phones and equipment and check them regularly. You could also use Ethernet connections instead of Wi-FI as these offer better stability for your VoIP connections.
Not Training Your Employees On How To Use It
Your business can only enjoy the full extent of VoIP’s benefits if the system is used correctly. If employees don’t know how to use its features, it can cause more frustration than support.
Before you deploy your VoIP system, offer training sessions for your team with a simple guide on its features and steps to troubleshoot any potential issues. It can also be helpful to have an IT team on standby to navigate any problems.
Choosing The Wrong Provider
There are hundreds of VoIP service providers to choose from, but their solutions need to work for your business and its needs. If you choose one with poor reliability and minimal customer support, it can cause more frustration down the line.
Before you settle on one, compare multiple providers and consider their features, pricing and existing reviews. Make sure that they offer 24/7 technical support so that you won’t be left to troubleshoot issues on your own.
Using a provider that has sufficient security measures and compliance certifications can also give you extra peace of mind.
Not Regularly Updating The System
Even if you have done the initial setup of your VoIP system correctly, failing to maintain it can reduce its performance over time.
You should always update both the software and hardware to the latest versions to make sure the system’s features and security are up-to-date. Additionally, you can monitor your call quality by checking the VoIP’s analytics tools.
