The switch from traditional telephone systems to VoIP (Voice over Internet Protocol) is becoming increasingly important for UK businesses. With the nationwide phase-out of PSTN and ISDN services set for 2027, now is the time to prepare. Transitioning to a VoIP phone system can bring significant benefits such as flexibility, scalability and cost savings, but proper preparation is essential for a smooth installation and rollout.
Understanding Your Business Needs
Before moving to VoIP, it is important to assess what your business actually requires. Think about the number of users who will need access to the system, whether they are in the office, working remotely or on the move. Consider the features that will support your business, such as call routing, voicemail to email, conferencing, or integration with customer management tools. Planning for future growth is just as important, as your VoIP system should be able to scale with your business.
Checking Your Internet Connection
VoIP relies entirely on a stable internet connection. It is therefore crucial to test your broadband speed and reliability. Each active call requires a small amount of bandwidth, but if you are running multiple calls at the same time, the demands increase. Low latency and minimal jitter are essential for clear call quality. Speak with your provider about Quality of Service settings on your router, which can prioritise voice traffic and prevent disruptions. It may also be wise to consider a backup internet line or failover system if your business cannot afford downtime.
Considering the Right Hardware
While many businesses use softphones that run on laptops or mobiles, others may still prefer dedicated desk phones or headsets. Review your current equipment and decide whether you need to invest in new devices. VoIP phones are generally simple to install and can plug directly into your network. For business continuity, it is also worth thinking about power backup options so your phones remain available during outages.
Choosing the Right VoIP Provider
Selecting a VoIP provider is one of the most important decisions. Look at the features on offer, the flexibility of contracts, and whether the provider offers local support. Reliability and security are also key considerations, as call quality and uptime are central to daily business operations. You should also ensure that existing phone numbers can be ported over, or consider obtaining new geographic numbers if that benefits your business presence. Integration with tools like Teams, CRMs, or helpdesk software can also streamline operations.
Preparing Your Team
A new phone system can feel like a big change for staff, so preparing your team is as important as the technical setup. Explain the benefits of VoIP and introduce the features they will be using, such as call forwarding, voicemail, transferring calls and using mobile apps. Simple training sessions or quick demonstrations can help everyone feel comfortable and confident before the system goes live.
Testing the System
Before making a full switch, it is advisable to carry out a period of testing. Make calls from different devices, try out call routing and voicemail, and check how well the system performs for remote staff. Testing will highlight any issues early on, giving you the chance to make adjustments before the system is rolled out across the business.
Planning for Contingencies
No system is completely immune to problems, which is why a disaster recovery plan is important. This might include call forwarding to mobiles, a backup internet connection, or remote access options so that communication continues even if there is a disruption.
Launching and Reviewing
When everything is ready, launch the system gradually if possible. Gather feedback from staff, monitor call quality, and review performance in the early stages. This will help you identify areas for improvement and fine-tune your setup for long-term success.
Why Work With QiC Systems
At QiC Systems we provide fully hosted VoIP phone systems designed for UK businesses of all sizes. Our solutions are flexible, scalable and supported by a local Hampshire-based team.
We can help you manage the entire process, from installation and setup to training and ongoing support. With features such as local number presentation, voicemail to email, mobile integration and advanced call handling, our VoIP services are tailored to keep your business connected and future ready.
Preparing your office for a VoIP installation is about more than just plugging in new phones. By reviewing your internet connection, hardware, provider and most importantly your team, you can ensure a smooth transition to a modern phone system that supports your business now and in the future.
With the right planning and support from, your business can take full advantage of the benefits VoIP has to offer.
Ready to make communication simpler and more flexible? With QiC’s cloud-based VoIP, you can work seamlessly from anywhere, scale effortlessly as your team grows and leave the tech to us so you can stay focused on what really matters. Fill out a contact form today, or give us a call on 01962711000 for a free, no-obligation quote.
Write a Comment