Category: Blog

Collaborated with Meryl D’Sa-Wilson

When managing a business, it is imperative to make cost-effective decisions in order to maintain a budget. Internet-based calling — like using voice over IP (VoIP) instead of traditional phone lines — proves much more effective at saving business communication costs.

But how exactly can you use VoIP to reduce costs?

From eliminating the need for new or expensive equipment to reducing long-distance calling fees, your business can switch over to a cloud solution that better meets your communication needs and budget.

How Exactly Does VoIP Help Cut Costs?

The simple answer: VoIP phone systems use the internet to send and receive quality calls, and this means lower calling charges, especially for long-distance and international calls.

But that’s not all! Switching over to the cloud brings you more reliability and flexibility letting you save on equipment and overhead costs. This is why hosted VoIP is generally recommended for businesses looking to expand to new locations with tight budgets.

When running a business or preparing to expand, communication budgeting is an important factor to consider. Most management positions are aware of the fees involved in seemingly menial tasks and daily activities. Customer phone calls are one of these expenses, especially if you have customers located outside your state or country.

So how does VoIP reduce these costs? Let’s dive into the rest below.

1. Lower Calling Fees

Since VoIP uses the internet to transmit calls, callers no longer have to pay high long-distance fees. This is because sending calls through the internet is cheaper than using the traditional telecom infrastructure like the PSTN.

This means that your business does not need to have physical offices in different regions where your customers are simply to cut down on calling fees. You can have all incoming calls automatically forwarded through digital routes directly to your team wherever they are already located.

By eliminating this extra cost, you have the ability to reach out and engage with your customers without hesitation. And you can extend sales and customer service to new regions without relocating. In the sales part, you can integrate sales prospecting and contact search tools into the process.

2. No New Hardware or Equipment Required

In most cases, you can integrate VoIP with your existing infrastructure and devices. Providers will often offer a softphone app that you can use to make and receive calls from your computer, IP desk phone, laptop, or smartphone.

The best part about this is that these devices will work on the same VoIP network, so your calls work as normal phone calls going through your business phone line. This means employees don’t need separate phones or extra cell phones to protect their privacy.

You may need to upgrade your internet a bit to match VoIP bandwidth needs but that depends on how many calls your business makes simultaneously. Here’s a table for reference:

Plus, since the network is hosted by your provider, VoIP is easy to set up and requires little-to-no maintenance on your business’ part. This means, no complicated wiring, routine maintenance, or quality checks. Your provider will take care of it all, leaving your teams to focus on serving customers.

3. Little to No Overhead Costs

When expanding locally and globally, most businesses are concerned with overhead costs such as opening or renting new offices, adhering to local regulations, etc.

However, VoIP lets you extend operations to new locations and regions without needing to open physical offices. In other words, you can have a local presence by powering your global, remote, and distributed teams with VoIP.

And since your business isn’t limited geographically, you can hire employees in countries with lower labor costs. All you have to do then is forward incoming calls to their devices wherever they are located.

4. Access to International Coverage for Less

Perhaps the most significant selling point is that businesses can use VoIP for international calls. As this technology allows your company to make and receive calls from anywhere through the internet, you spend less on international, long-distance calls.

In this way, VoIP encompasses a modern way to communicate with people around the globe without the costs typically associated with landlines and PSTN calling.

VoIP providers like United World Telecom can provide you with international phone numbers like local and toll-free numbers from as low as $7.95 per month. And you can forward calls coming in to these numbers to multiple users and teams within your company.

5. Scalability and Flexibility

While expanding your business is important for sustainability, you need to grow at a reasonable pace. Taking things at a comfortable and appropriate speed for you and your teams can ensure a steady road to success. While this process unfolds, VoIP can follow along with your business, letting you adjust your business phone service as you see fit.

VoIP’s flexibility allows you to add phone lines and numbers, as needed, instead of pushing forward with a big expansion plan. And you only pay for what you need. Add and remove users and teams, route calls to new destinations, and more when you switch to VoIP.

6. Prepare for Emergencies & Extreme Circumstances

VoIP can also help you maintain business continuity in a contained and safe fashion during emergencies. We’re talking about extreme weather conditions, safety concerns, health issues, etc.

Mitigate the risks posed to your business with VoIP calling. For instance, you can send calls to different office locations or remote employees, if your main office suffers an outage or disaster.
Another example is switching to virtual communication during an event like the recent COVID-19 pandemic, where the whole world put a pause on operations and worked remotely.

As the business world adapted, the global VoIP market expanded. Even now it continues to grow, as it is expected to reach $145.76 billion USD by 2024. Making the switch allowed for all industries to continue operations despite adjusting to a new normal, and provides unique features now used in daily activities.

7. Operate Remotely

With remote work becoming a staple in the modern office setting, businesses can use VoIP to maintain their communication with customers and other team members.

By choosing to incorporate VoIP, your business not only cuts costs but also keeps up with the ever-evolving technology and workplace trends.

How Can I Make Money with VoIP?

Many of our clients are looking to use VoIP to cut costs, however, we’d like to highlight how much money can be earned with a better reach to new clientele.

While VoIP helps to save money, it can also boost sales by opening your business up to new markets and regions with low expansion costs. And by using local virtual and toll-free numbers, you can expect an increase in response rates and callbacks, giving your teams a better chance to close international sales.

There are many benefits of using VoIP besides cost-savings, such as:

• Improving customer service and retaining more customers
• Allowing for remote work to be at its most efficient
• Increasing global coverage
• Centralizing business communication and improving call management, etc.

So switching to VoIP also gives you access to advanced calling features and reliable telephony functionality.

Why Choose United World Telecom?

If you’re looking for a VoIP provider who can help you cut communication costs without interrupting call quality and reliability, we at United World Telecom can help!

Over the last 27 years, we have rapidly expanded our service offering and global presence. Our wide global network ensures we’ve got you covered no matter where your business or customers are located.

To get started, all you need to do is sign up through our website. Speak with our dedicated VoIP experts today! Call us at +1 (561) 276-7156 or chat with us online today!

Gone are the days of using an outdated and expensive phone service to make international calls. There’s a better way to call your customer overseas. VoIP offers a more reliable and feature-rich solution with cost-savings along the way.

Is VoIP Good for Calling Internationally?

Yes, voice over IP (VoIP) works great for international calling.

The technology has been around for years. But in the past, you needed a level of technical knowledge to use VoIP. But nowadays, making international calls with VoIP is easier than ever.

Throughout its early history, VoIP was also primarily used by residential users and people in developing countries that wanted to call overseas. But in the last few decades, more and more businesses have started using VoIP for business calling.

With a fast and easy setup, you can use this solution across multiple devices. As long as you have a stable internet connection and sufficient bandwidth, you can make high-quality international calls through VoIP.

Benefits of Calling Internationally with VoIP

So, why should you use VoIP for international business calling?

• High-quality calls
When making business calls, call quality is of the utmost importance. The best VoIP providers will ensure excellent call quality when making international calls.

• Two-way calling and local caller ID
Our VoIP solution enables you to call internationally with a local number. This means that your team can make calls to anywhere in the world and show a local number that corresponds to the country they’re calling. This will improve connection rates and leave a callback number if the call is missed.

• Portability
Whether your agents work from a central office, overseas, or remotely, they’ll be able to make international calls with your VoIP service. And to add to that, agents can make calls on the go using multiple devices.

• Reliability
Provided you have the right setup in place, VoIP is very reliable. Many providers guarantee upwards of 99.9% availability, and some providers even boast zero downtime.

If something goes wrong, issues with VoIP are easier to troubleshoot than with an on-premises system.

• Affordability and cost-savings
Affordability is one of the major benefits of using VoIP to call internationally. Because calls are delivered over an internet connection, calls are cheaper than traditional PSTN calls. This cost-savings is passed from provider to customer.

• Scalability
VoIP allows you to add and remove lines and users as needed. Don’t worry if the global ambitions of your business slow down. You can just pause the VoIP service and pick it back up when ready.

In addition to the benefits above, installation and maintenance costs are traditionally lower when using VoIP compared to traditional on-premises phone systems.

Related: How to Choose an International Business Phone Service?

How Do I Use VoIP to Make International Calls?

To make international calls using VoIP, you must enter a plus sign or dial-out prefix, the country code, and the phone number you want to call.

For example, if you want to call a phone number in the United States from overseas, you would enter + 1 and then the subscriber number you want to reach. Make sure to include the subscriber’s area code.

It’s that simple. You can do it using an IP phone, computer, or app on your mobile phone. In today’s day and age, the user experience is quite seamless.

Are International Calls Free With VoIP?

International VoIP calls are not free — the charge depends on the countries involved. However, using VoIP for international calling is typically far cheaper than using a traditional phone service.

As you probably know, traditional phone service providers can charge an arm and leg for international calling. So, if you want to make cheap international calls, VoIP is the best way to do that.

In fact, VoIP providers can be up to 90% more cost-effective than traditional phone service providers for international calling. For many countries, international VoIP calls can cost as little as 2 cents per minute.

But it depends on your provider, the package you choose, and the countries you call.

What is the Best VoIP Provider for International Calls?

If you’re looking for a VoIP provider to use for your international calling needs, there are a few factors to evaluate. While you’ll find many different providers in the market, not all of them provide the same services. So, you’ll need to consider the specific needs of your business and make an informed decision.

Similarly, when it comes to international calling, not all VoIP providers use the same termination and routes to deliver calls. Some providers will try to cut costs and use low-quality routes.

Here at United World Telecom, we use only the highest quality routes to deliver international calls. In addition, we have a state-of-the-art global telecom network with multiple layers of redundancy.

To get started, all you need to do is sign up through our website. Our 24/7 tech support team and account teams will help you every step of the way.

With the growing popularity of VoIP phone services, more and more businesses are using VoIP to communicate reliably and cost-effectively. This includes businesses trying to expand their global reach and grow in target markets.

Voice over IP or cloud telephony makes it easy to communicate across geographical areas via the internet. However, restrictions and unreliability can interrupt this comfort if your VoIP phone system is not properly optimized or compliant.

In this article, we’ll discuss optimizing VoIP for India — from understanding regulations to implementing best practices.

Using VoIP in India

While VoIP runs sufficiently well on its own, the best way to make the most out of your VoIP phone system is by optimizing it. To do this, you’ll need to:

• First, understand local VoIP regulations to maintain compliance,
• And second, build your VoIP infrastructure with the right tools and strategies.

Together, this will optimize your phone system so it connects and terminates calls effectively without any interruption. After all, without the ability to properly communicate with customers, how will your business grow?

Related: Is VoIP Legal Around the World?

Restrictions to Pay Attention to

While VoIP telephony is not illegal in India, there are a few restrictions. And if you plan on doing business within the country, then you need to understand how VoIP works there. These regulations are overseen by the Telecom Regulatory Authority of India (TRAI) and the Department of Telecommunications (DoT).

Here are the key restrictions in India to pay attention to:

• No call routing should happen against the interest of the local PSTN service provider with respect to toll bypass.
• IP to PSTN/landline calls are not allowed — cannot terminate VoIP calls to PSTN lines in India
• Cannot use VoIP gateways within India
• IP phones should work only within their VoIP infrastructure and should not connect to the public network or WAN.
• Calls that run through PSTN gateways should never connect directly to a VoIP phone or VoIP PSTN gateway in a different geographical location

*Note: Regulations and restrictions mentioned in this article are current at the time of publishing and are subject to change.

VoIP in India: What is Allowed?

The above restrictions may seem discouraging but remember that VoIP is legal in India to a certain extent. With that in mind, what is allowed?

• Calls between two VoIP phones (IP to IP) in the same region or different geographical locations
• Calls from VoIP to PSTN gateway in the same geographical area.

What Does This Mean for Businesses in India Using VoIP?

So, how do these restrictions impact businesses in India? Let’s look at different use cases:

1. You have a company in India and solely do business with prospects within the country.

In this case, VoIP is legal if the prospects you call also use VoIP or internet telephony. Don’t try calling from VoIP to PSTN or landlines.

2. You have a company in India but solely do business internationally.

In this case, you can make IP calls to any international location as long as the call originated from IP and terminated to IP.

3. You have a company outside of India and want to do business locally.

You will need an Indian local phone number to make calls to customers in the country. However, these calls must display the true caller ID, which is the ID of the caller’s location. In other words, masking your caller ID to display a local number is illegal.

Thankfully, VoIP providers that work closely with local Indian telecom operators can get you a solution that works within India’s caller ID regulations. In most cases, they establish local points of presence (PoPs) and route calls through local routes instead of international routes, respecting local PSTN setups.

Optimizing for VoIP in India: Factors Affecting VoIP Call Quality

Now that we’ve understood how VoIP works in India, let’s look at how to optimize your VoIP phone system.

Optimizing for VoIP in India means three things:

1. Make sure you meet all necessary VoIP network requirements
2. Troubleshoot common call quality issues and
3. Use the right VoIP phone service.

First, let’s look at the different VoIP network requirements and many factors impacting call quality:

1. Internet quality and bandwidth usage
2. VoIP codecs
3. Quality of Service (QoS) settings
4. VoIP phone service provider

1. Internet Quality and Bandwidth Usage

For any VoIP service to function efficiently, you need a stable and reliable internet connection and enough bandwidth. This is simply because VoIP calls travel over the internet.

So, first, check your internet speed using online testing tools. Remember that you will need to set aside quite a bit of bandwidth for only VoIP calls. Other activities such as browsing, email checking, web surfing, additional applications, etc., can reduce how much bandwidth is left for calls to travel efficiently. And if you have low bandwidth, you will have slower speeds and a lower-quality voice.

According to the FCC, VoIP calls require internet speeds that have less than 0.5Mbps (minimum download speed) download. Note that this is the minimum requirement.

To calculate the bandwidth needed for your VoIP system, you need to understand your business’ call flow and other internet activities. Consider these:

• How many phone lines do you need?
• How many calls will occur concurrently?
• Will other applications run simultaneously on the same network?
• What upload/download speed does your ISP provide?
• What voice codecs does your VoIP/ISP provider offer?

Next, use this chart to determine how much bandwidth is recommended for your approximate concurrent calls. For high call quality, the recommended range of bandwidth for each concurrent VoIP call is anywhere from 85-100Kbps.

You can also check with your VoIP provider to understand what they recommend for their particular service. Then, ensure your ISP is able to provide what your office needs to make VoIP efficient.

2. VoIP Codecs

Next, you want to make sure that you use the right codecs for voice and audio. VoIP codecs digitize voice signals into data packets (compression). Once transported, the codecs convert them back to voice (decompression).

This process of compressing and decompressing voice signals directly impacts call quality. And if not done properly, it can lead to latency, jitter, packet loss, and more. So, you and your VoIP provider need to work together to ensure codecs are adjusted properly to improve voice quality and reduce bandwidth usage.

Now, which codecs are best for VoIP? The general consensus is that G.711 offers the best call quality. Although, most providers also accept G.729 (low bandwidth alternative) or G.722 (not offered by most). Here’s a chart for reference:

3. Quality of Service (QoS) Settings

You can also use QoS to optimize your VoIP system and fix voice quality issues by prioritizing network traffic that passes through the router. Through this process, you give more bandwidth value to VoIP calls over other kinds of traffic.

This means your calls don’t compete with web browsing or streaming. And, by extension, you reduce network congestion so that inbound and outbound calls are not affected.

To change your QoS settings, you’ll need to work with your ISP and VoIP provider to get exact instructions for your particular setup. However, implementing QoS changes does not take very long and you can expect it to work in your favor soon.

4. VoIP Phone Service Provider

This one goes without saying: Optimizing for VoIP in India is incomplete without the right VoIP phone service provider.

The above-mentioned tips will help you build a good foundation for VoIP. However, without a reliable provider, your call quality can experience issues leading to dropped calls, calls that don’t connect, and so on.

Plus, if you have an unresponsive provider – or one who is hard to reach – you’ll end up having to troubleshoot quality issues on your own. This can prove tricky if you do not have an in-house IT or telephony engineering team.

Lastly, since VoIP in India is a slightly tricky affair, you want to make sure you work with a provider who knows what they are doing. You want a VoIP provider that has been working in the country for a long time and understands the different regulations and restrictions well.

This will require some research, but as you shop around, look out for telecom companies that have been doing this for a few decades. Ask them how they comply with these regulations and provide reliable connectivity. This will also help you determine the company’s responsiveness and credibility.

Get VoIP for India

As you can see, optimizing for VoIP in India is a relatively easy task when you know what needs to be done. For more tips, check out our guide on how to achieve the best VoIP call quality for business.

And if you don’t know where to start, contact our telecom experts. We can help you find the right solution that is reliable and compliant. Call us today at 1 (877) 898 8646 or chat with us online!

Traditional phone systems are holding your business back from increased growth, efficiency, savings, flexibility, and more. This is why companies — from small businesses in the US to tour packages in Europe — switch to VoIP, as it offers everything from scalability to affordability. So, if you’re looking to cost-effectively upgrade your business communication, voice over IP is the solution for you.

In this article, we’ll cover why and how to switch to VoIP, and dive deeper into reasons to migrate.

• When to Migrate to the Cloud
• VoIP vs PSTN
• 6 Reasons to Move to VoIP
• How to Switch to VoIP

When to Migrate to Cloud Communication?

High monthly bills, issues with call quality, and unacceptable downtime are all clear signs that it’s time to modernize your legacy system and switch to VoIP.

But, what are the less obvious indicators that an upgrade to your system is necessary? Here are some questions to consider:

• Do you manage global or remote teams?
• Can your current phone system support your failover, disaster recovery, or business continuity plans?
• Are you planning to expand to new markets or regions? Or, do you already have customers in different countries?
• Is it hard and time-consuming to make changes to your current system as needed? Specifically, with call routing and forwarding capabilities?
• Do you need features like IVR, caller ID management, or call recording to provide a more efficient and enhanced service to customers?

Even if you answered yes to only one of these questions, you would benefit from a VoIP phone system. And in most cases, your business benefits in more than one way.

From connecting your distributed teams to offering increased functionality, a voice over IP solution can help you accomplish business goals while also improving business processes – all under one platform.

Landlines vs VoIP: The Difference in How They Work

But what if you have a landline phone system set up? And how are landlines different from VoIP?

Let’s start by defining the difference between traditional landline systems and voice over IP networks. This will not only help you better understand elements of the migration process, but also the above mentioned reasons to switch.

When you make a call using a landline, it travels via the Public Switch Telephone Network (PSTN). And this long-standing telephone network uses physical phone lines and switching centers to connect your calls.

Since VoIP is a cloud-based service, it operates differently than traditional systems that rely on landline connections and the PSTN. In fact, voice over IP transmits calls to your desired destination using an internet connection and packet-switching technology.

In other words, the main difference between VoIP and PSTN systems is – the first uses digital pathways to transmit calls, whereas the second uses physical phone lines.

Let’s take a closer look at other key differences between VoIP and PSTN:

6 Reasons to Switch to VoIP

So, why should you make the switch to VoIP? Let’s take a look at 6 reasons to migrate:

1. Save BIG

Voice over IP is an affordable solution for both small businesses and enterprises, especially when compared to legacy systems. This is because it doesn’t rely on physical phone lines, meaning you stand to avoid high international and long-distance calling fees. And since you don’t need additional equipment or routine maintenance to use the service, VoIP also reduces your overhead costs.

2. Access to Advanced Communication Features

Unlike traditional phone networks, many VoIP services include access to additional features that are only available through the cloud. This not only increases the functionality of your system, but also helps you provide a more effective service.

3. Higher Call Quality

Since cloud telephony uses digital pathways instead of copper phone lines, calls travel faster while delivering a clearer, higher-quality sound.

4. Flexibility & Mobility

Typically, you can manage your communication stack through your VoIP provider’s online control panel. In other words, your phone system is accessible and manageable from any location or device.

5. Connect Global Teams

As you can access VoIP from anywhere in the world, it’s the perfect solution for businesses looking to connect international, distributed, offshore, or remote teams.

6. Increased Scalability

Voice over IP is a highly scalable solution. You can upgrade or downgrade your service as needed, all without changing your entire system.

How to Switch to VoIP? 7 Steps

Now, let’s go through the migration process and discuss how to switch to VoIP. Here are the 7 steps we will cover:

• Plan Your Switch
• Test Your Internet Network
• Prepare Your Infrastructure
• Sign up with a Reliable Provider
• Select VoIP Hardware
• Train Your Teams
• Install VoIP and Configure Features

1. Plan Your Switch

Transitioning to cloud communications is typically a straightforward process, especially if you have an effective plan in place. And a well-thought-out plan always begins with defining your communication needs.

Here’s a checklist to help you identify them:

• Establish an overall budget. How much are you willing to spend on equipment, features, add-ons, plans, and so on?
• Figure out your pain points with your current phone system. What do you wish you could add or change about it?
• Outline your business goals for the next 5 years. How can a new phone system help you achieve these benchmarks?
• Determine your desired services and features. Which ones are essential, and which ones are just nice to have?
• Decide on your deployment method. Do you plan on modernizing your existing infrastructure or replacing it completely?
• Consider your average number of calls, number of users/lines, call traffic behavior, and so on. Do you expect these data points to stay consistent or fluctuate over time?

2. Test Your Internet Network

One of the most important VoIP network requirements is a stable internet connection with adequate bandwidth for your specific call traffic. Without a reliable IP-network, you could run into voice service issues. For this reason, many providers recommend a high-speed broadband connection.

To ensure your network can handle simultaneous calls and to achieve the best call quality, it’s vital to test your internet. You can do so by running a speed test. You can find these online, and they are usually free to use. These tests analyze your IP network’s latency, download speed, and upload speed.

After reviewing these data points, you’ll know how many calls your network can actually handle. Note: You need 100 kbps per line for most voice services. If your current internet connection can’t handle your business’ average call traffic, reach out to your ISP and upgrade your bandwidth before switching to VoIP.

Related: How Much Bandwidth is Needed for VoIP?

3. Prepare Your Infrastructure

Once you’ve figured out your bandwidth requirements, you must evaluate and prepare your current infrastructure.

Start by cataloging damaged equipment or outdated hardware that you wish to replace. This way, when it’s time to purchase new equipment, you know exactly what you need.

During this step, you should also consider the following:

• Wired connections vs Wi-Fi – Although VoIP works with wireless networks, it is often recommended that users use wired, Ethernet cables instead. This is because wired connections are more reliable and help prevent congested networks. We recommend using Cat 5e or Cat 6 Ethernet cables.

• Multiple routers vs switches – Using multiple, general-purpose routers to connect your devices to the internet can affect call quality, contribute to a congested network, and prompt other technical issues. That’s why many providers suggest using network switches instead, as they extend the functionality of your router. This means, you don’t need multiple routers on your network, so you experience less congestion, delay, and better call quality.

• VLAN – A VLAN configuration can help improve VoIP performance and avoid network traffic congestion, meaning a lower chance of voice quality issues. Consider setting one up, especially if you operate a medium-sized business or enterprise.

• SIP ALG – Considering disabling the SIP ALG feature on your router, as it may contribute to multiple VoIP problems such as one-way audio or dropped calls.

4. Sign Up with a Reliable Provider

Next, you’ll need to sign up with a reliable VoIP provider. This involves in-depth research and comparisons between brands to ensure you get the best cloud phone service for your needs and goals.

Review each provider’s:

• Pricing plans and models, including annual, monthly, pay-as-you-go, per-minute, per-user, and per-line billing
• Free trial or demo offerings
• Setup, activation, or other hidden fees
• Activation times
• Available services, features, and add-ons
• VoIP requirements
• Compatibility with existing equipment and third-party applications
• Country coverage
• Distributed data centers and Points of Presence (POPs)
• Service Level Agreements (SLA) and Terms of Use
• Network reliability and uptime guarantee
• Crisis management initiatives and disaster recovery plans
• VoIP security, encryption protocols, and service monitoring practices
• Contract requirements
• Customer and technical support services
• Telecom and industry experience
• Case studies and customer reviews

It will take some time to collect and compare this information. But, this is arguably the most important step when making the switch to VoIP. And that’s because your provider contributes to the quality, security, and reliability of your phone service.

Look for providers that will work with you to craft the best solution for your business and are quick to handle any issues that arise.

5. Select VoIP Equipment

The VoIP equipment you select will vary depending on your existing infrastructure and chosen deployment method.

If you plan on modernizing your legacy phones, you’ll need:

• VoIP gateways or adapters for each device
• Ethernet cables to connect the gateways to your router or switch

If you want to replace your traditional desk phones with VoIP-compatible ones, you’ll need:

• IP phones (There are many options on the market from IP conference phones to wireless IP devices; Pick the one that fits your budget and communication needs).
• Ethernet cables for internet connection

If you prefer to use other equipment like computers, you’ll need:

• Softphone feature
• IP-enabled devices such as smartphones, tablets, laptops, computers, etc.

Other optional equipment includes:

• VoIP headsets
• Microphones

The great thing about VoIP is that you don’t need a ton of equipment. All you need to get started is a stable internet connection, IP-enabled device, and a VoIP service with the softphone feature. So, the equipment and hardware you select really depend on your communication needs and preferences.

Related: How to Optimize Your VoIP Network?

6. Train Your Teams

Whenever you introduce new hardware, software, methods, and so on into the workplace, provide employee training and give your teams time to adjust.

Walk your staff through features and provide them with resource materials. Make sure to start training before you fully switch to VoIP, so employees are ready to go when you migrate. You might consider creating a process flow diagram that outlines all the steps involved in using the new VoIP system. This diagram can serve as a visual guide for your employees, helping them understand how to navigate the system and troubleshoot common issues effectively.

In most cases, VoIP services are simple and intuitive. This means a smooth onboarding experience for you and your teams.

7. Install and Configure VoIP

Now, it’s time to set up your VoIP system. This is another step that varies depending on your provider, existing hardware, and deployment method.

First, plug in and connect all your equipment, if you haven’t already done so. Then, log in to your provider’s control panel to add users and set up your desired features. If your provider offers a suite of features, prioritize configuring the ones you identified as essential.

If you still aren’t sure which features to set up, here are some suggestions to get you started:

• Customized Greetings – establish a professional and welcoming brand voice.
• IVR & Call Flow Designer – help guide callers to their desired destination.
• Call Routing – send calls to an alternate destination based on date, time, location, etc.
• Failover Forwarding – maintain business continuity by sending unanswered calls to a backup location.
• Call Recording – record calls for training, liability assurance, or liability purposes.
• Voicemail Messages & Voicemail to Email – personalize voicemail prompt and conveniently forward messages to your email.

Once you’ve added users and configured your chosen communication features, your VoIP system is officially operational.

Ready to Make the Switch?

United World Telecom can help you make the switch to VoIP and take your business communications to the next level. To learn more about business VoIP or upgrade your current phone system, call or chat with our telecom experts today at +1 (561) 908-6171!

Phone calls continue to be customers’ preferred communication channel for support and service because it is the fastest and most effective. However, if your phone system is not set up properly, you can run into issues that inhibit your ability to provide uninterrupted, reliable customer service.

In this post, we’ll go over the different ways to optimize your VoIP network so you can get started today!

Improve VoIP Connectivity

Setting up your VoIP system means preparing your network and IT infrastructure to support your provider’s service. While the below tips are recommended to implement as you set up, you can also use them to troubleshoot VoIP issues. You can improve connectivity and optimize your VoIP network in the following ways:

1. Adhere to VoIP Network Requirements
2. Contact Your VoIP Provider
3. Run VoIP Connectivity and Speed Tests
4. Identify VoIP Issues
5. Increase Bandwidth
6. Invest in Quality Hardware
7. Consider Creating a VLAN

When to Optimize Your Phone Network

When your VoIP network isn’t well-optimized, it can lead to reliability and quality issues. And as a business communicating with clients, these issues can interrupt business continuity and make your business appear less reliable and trustworthy.

Common VoIP call quality issues include:

• Latency
• Jitter
• Packet loss
• Dropped calls
• Inability to make calls from a device
• Echoes
• Broken or muffled audio
• No audio or one-way audio
• Phone not ringing on incoming calls, and so on.

And often, these issues originate from your internet and network setup. This is why it’s important to understand what network requirements your VoIP service needs.

For specific fixes for these problems, check out our VoIP troubleshooting guide.

Steps to Optimize Your VoIP Network

Now, when it comes to improving and optimizing your VoIP network, you have multiple options. The key is to identify the problem and then find the best solution. In some cases, your VoIP provider can help. And in other cases, you’ll need to rectify the problem yourself.

So, really, you can start by contacting your provider or running tests on your own. Let’s go over how you can optimize your VoIP network and different factors to keep in mind:

Related: How to Achieve the Best VoIP Call Quality for Your Business?

1. Adhere to VoIP Network Requirements

To properly set up a VoIP phone system, you must pay attention to network requirements that enable VoIP to function effectively. This includes:

• Using the right equipment
• Having adequate network bandwidth
• Using wired connections over wireless networks (WiFi)
• Setting up QoS for data prioritization
• Network monitoring and testing
• Securing and encrypting the network.

A good way to optimize your VoIP network is to ensure you’ve done the above-mentioned best practices. These will create a healthy environment for your VoIP phone system.

We’ll talk about some of these in more detail below. Additionally, we put together a comprehensive guide to VoIP network requirements to help you get started.

2. Contact Your VoIP Provider

For a quick resolution — especially if you don’t have in-house network or voice engineers — it may help to first contact your provider. Since they know the network requirements needed to run VoIP properly, they can let you know how your current setup is failing.

They can also provide additional testing and monitoring services to identify the problem and offer solutions accordingly. They should already be monitoring your service, so it is easier for them to determine what is causing the issue.

If you want to exhaust all your self-service options before calling your provider, try the suggestions listed below.

3. Run VoIP Connectivity and Speed Tests

To remedy potential issues and optimize your VoIP network, you first need to know what’s wrong. The quickest way to determine a problem is by running speed and internet connectivity tests on your network. VoIP tests measure the speed, jitter, and latency of your internet connection. Similarly, you can even use a ping test to assess where exactly is the delay or issue occurring within your network or phone system.

Now, some VoIP providers offer their own tools that you can use. But others will direct you to different tools that they trust. Check with your provider about what they recommend or look online for internet, ping, and VoIP tests.

4. Identify VoIP Issues

After you run these tests, you’ll get scores for latency, jitter, packet loss, upload speed, and download speed. This will give you a clear idea of how your network is performing. If any of these scores are outside the acceptable range, you will experience issues with call quality.

Another way to identify VoIP issues is by manually monitoring call quality for jitter, delays, audio issues, etc. You can use MOS scores to get user opinions of a call’s quality – something like this:

Then, you can go back and investigate each call using call detail records, activity reports, and alerts. And you can make this process more effective using a call recording feature, as you can actually listen to the calls with low MOS scores to identify the issue.

Once you determine if the issue is latency, jitter, delays, audio problems, etc., you can fix it. Our VoIP troubleshooting guide (linked above) has different solutions you can implement to resolve these issues.

5. Increase Bandwidth

For voice services and VoIP calls, you need at least 85-100 kbps per call. This number increases when you have additional, concurrent calls. And all of this does not factor in other internet usage and traffic, such as streaming, checking emails, running chat, etc.

Refer to the below table to calculate how much bandwidth you will need for concurrent voice calls:

So, if your business does not have adequate bandwidth, your VoIP network won’t be optimized, and you’ll experience network congestion. As a rule of thumb, try using only 80% of your available bandwidth for all internet-related activities, VoIP calling included. And when you begin to exceed that limit, upgrade your bandwidth.

6. Invest in Quality Hardware

Another way to upgrade your VoIP network is by updating your hardware and equipment. Outdated, legacy equipment may have limited functionality and can degrade over time. Plus, newer software and technologies work better with newer hardware. Consider making the following upgrades if you don’t already have them:

Cabling — Use Cat 5e, Cat 6, or Cat 7 Ethernet cables.

Power — Use a Power over Ethernet (PoE) switch for efficient delivery of data and power to over one wired connection

Infrastructure — Switch to wired connections if currently using WiFi.

Routers — With features like

• Dual and Tri-Band Frequency — Transmit traffic at 2-3 frequencies, so you can separate VoIP traffic from others.
• MU-MIMO — Multi-user, multi-input, multi-output that enables each device to have its own data stream connected to the router.
• WiFi 5 (802.11ac) or WiFi 6 — Higher the wireless, the better.
• VoIP QoS — Prioritize voice traffic over other traffic.

IP devices — Deskphones, computers, and laptops built to support web calling.

7. Consider Creating a VLAN

Finally, consider adding a VLAN or virtual LAN on top of your existing internal local network. Then, you can put VoIP devices on the VLAN and all other traffic on the LAN. And you can configure the VLAN to give the highest broadcast priority to voice packet transmission by applying QoS settings via VLAN tagging.

VLAN tagging tells which packet belongs to the VLAN specifically and can help separate voice traffic from other traffic passing through your network. Your internal IT team can help you set this up within your infrastructure. However, you can also work with your ISP for professional help.

Optimizing VoIP for Business Communication

VoIP phone systems go a long way to ensure your business can communicate with customers reliably. And this is why many B2B enterprises choose to add IP telephony to their communication stack. But that includes setting it up properly and checking every now and then for potential issues.

We can set you up with a reliable, high-quality VoIP phone system. And our cloud communication experts can help you integrate VoIP into your business infrastructure smoothly. Want to learn more? Call us at +1 (561) 276-7156 or chat with us online!

Is your existing phone service effectively supporting your communication needs? If not, it may be time to change VoIP providers.

This article will discuss when switching to another service is necessary and how to do it. So, let’s jump in.

Why Change VoIP Providers?

It’s important to note that not all VoIP services are created equal. Some vendors offer users advanced features and better pricing, while others deliver 24/7 global customer support and greater reliability.

Since the market is saturated with many different VoIP products, finding the right one that fits all your needs may be challenging for some. So, what happens if you sign up with a provider that falls short? Or, what if your communication needs change and your existing service no longer supports your goals?

In these cases, you must change your VoIP provider to sustain business growth, optimize your phone system, and maintain effective communication. This way, you get out of a low-quality service and improve the functionality of your network.

Related: What is Hosted VoIP?

7 Signs it’s Time to Switch Services

So, how do you know when to change VoIP providers? Here are 7 reasons to switch your phone service ASAP:

1. High, recurring monthly bills
2. Poor voice and call quality
3. Lack of global country coverage and call management features
4. Unreliable, unresponsive customer and technical support
5. Issues with network connectivity and reliability that lead to an increase in dropped calls
6. Long-term contracts or commitments with minimal value
7. Growing need for a flexible and scalable phone solution with high uptime

These are all major signs that your current vendor is holding your business back. Not only is the service hindering your business’s ability to grow, but it’s also preventing you from accessing the many benefits of VoIP. This means it is time to move to a new service that can offer you more while charging less.

How to Change VoIP Providers: 5 Simple Steps

You can switch VoIP providers in the following straightforward steps:

1. Evaluate Current Service

Start by analyzing your current service. What does it do well? What do you wish you could change or add? You can determine your pain points and priorities by evaluating your current service. Make sure to write down your service analysis, as it will come in handy for the provider research phase (more below).

2. Identify Your Communication Needs

Next, you must identify gaps in your system and what you need to improve caller experience. This will not only allow you to quickly narrow down your search but also ensure you get the best service based on your specific needs.

Here are some questions to help you determine your needs:

• Overall Budget – How much are you willing to spend on equipment, features, add-ons, monthly/annual plans, etc.?

• Desired Services & Features – What is the primary use of your current VoIP service? What services and features do you consider “must-have” vs “nice-to-have”? Which ones can you live without?

• Current Setup – What does your current setup look like? Does it meet the minimum VoIP requirements (adequate bandwidth, stable connection, etc.)? Do you have broken or damaged equipment? How do you plan on deploying your new service? Will it be hosted in the cloud or on-premise?

• Number Porting vs New Phone Number – Do you want to keep your existing business phone number by porting it to a new vendor? Or, are you planning on selecting a new one when you change VoIP providers? And if you want a new one, will it be a local, toll-free or international phone number?

• Commitment & Activation Times– Are you currently stuck in a long-term contract? If so, when does it end or do you plan to break it? How fast do you need a new service to activate?

• Call Traffic Logistics – How many lines or users do you need? What is your average number of calls? Do you see this number increasing? And how does your call traffic typically behave (does it fluctuate or is it consistent)?

In addition to the list above, it’s also essential to consider your business goals, particularly expansion plans. This way, you know that your new service can support your future growth.

3. Research and Select a VoIP Provider

To successfully change VoIP providers and improve your system in the process, research a variety of available services. And remember to compare their service offerings to the needs and pain points you identified in the first 2 steps of this process.

On top of that, pay attention to:

• Pricing models and hidden/setup fees
• Specific VoIP requirements and equipment compatibility
• Service activation times
• Available services, features, and add-ons
• VoIP uptime guarantee, network reliability, and crisis management initiatives
• Long-term contract requirements
• Service Level Agreements (SLA)
• Customer and technical support offerings
• Telecommunications and industry experience
• Case studies and customer reviews

Now, this step may take a while to see through, as it involves in-depth research. But, it is crucial because it helps you find a reliable solution that’s right for your business. And if you’re struggling to pick between a few services, book consultations to get an even better idea of how they can help your business.

4. Notify Your Current Provider

If you plan on getting an entirely new service and phone number, talk with your current vendor about your plans to change VoIP providers. This way, you know if they charge any termination fees and you can determine a service end date.

On the other hand, if you plan to port your current number to a new service, notifying your provider helps you avoid delays, understand next steps, and, again, allows you to set up a service end date.

Whatever route you take, it’s extremely important that you maintain your current phone service until the activation or porting process is complete. This ensures that you maintain contact with your customers and business continuity.

5. Installing your New Service

While porting your number may take an extended period of time, getting an entirely new service may be fully operational the same day you sign up.

In most cases, installing VoIP doesn’t require any additional equipment. But, the specific VoIP setup process depends on your provider, existing infrastructure, deployment method, and what equipment you want to use.

For instance: If you plan on using softphones for business communication, simply download your provider’s softphone to an IP-enabled device. Then, connect it to your service using your login information. However, using your existing hardware, such as IP and legacy phones, requires more setup. This is because they need to be physically connected to your router or a gateway.

Once you’ve configured your hardware and software, make sure to add your desired users and set up advanced features such as:

• Call routing and forwarding destinations
• IVR and call flows
• Voicemail
• Caller ID management
• Call recording and so on.

Change VoIP Providers to Improve Efficiency

As you can see, moving to a new provider can make all the difference to the quality and efficiency of your business VoIP system.

United World Telecom offers enterprise-grade VoIP services and phone numbers for businesses worldwide. After 26 years of telecom experience, we’ve established long-term relationships with reliable Tier-1 carriers across the globe. This enables us to deliver high-quality voice services at affordable rates.

And we also provide number porting services if you want to keep your current business phone number. Simply fill out our number porting form to get started.

To learn more, speak with our representatives today over the phone or online! We’re here to help.

Upgrading your business communication system doesn’t have to be time-consuming or full of roadblocks.

In fact, VoIP makes migrating to a modern phone system seamless – especially with the right provider.

In this article, we will discuss how to set up VoIP by breaking down both the preparation and implementation processes.

• Getting Started with VoIP
• Preparing to Install VoIP
• Determine Communication Needs
• Audit Hardware and Satisfy VoIP Requirements
• Explore VoIP Deployment Options
• How to Install VoIP Network
• Research and Choose a VoIP Provider
• Set Up VoIP Hardware and Software
• Configure Business Phone System
• Test Your New VoIP Network

Why Should Your Business Set Up a VoIP Phone System?

Voice over Internet Protocol (VoIP) allows your business to make and receive phone calls using an internet connection and packet switching technology. This tech replaces the physical lines of a traditional phone system with digital pathways – making VoIP more efficient than PSTN and landlines.

Benefits of Using VoIP for Business Communication

Other benefits of installing VoIP include:

• Reduced Overhead Costs – Save on international and long-distance calling fees as well as the cost of routine maintenance and equipment upgrades.

• Ability to Scale – Make changes to your system (such as adding or removing users) as you see fit without applying major changes to your network.

• Increased Mobility and Flexibility – Enjoy access from any location or IP-enabled device. This means you can place and receive business calls from smartphones, tablets, computers, and more. And, you can use Voice over IP to connect your widespread and remote teams.

• Access to Advanced Features – Use advanced communication features like call recording, IVR, and routing. These allow you to customize and build a better phone system that increases caller experience.

• Improved Reliability – Access failover functionalities and ensure your system’s reliability – even during power outages or severe weather conditions. Failover options typically come with a VoIP service.

• Manage Communication in One Place – Manage and access your core communication channels like voice, video, text, and more through one centralized platform. You no longer need multiple services to manage your business’ communications.

Getting Started with VoIP

Whether setting up VoIP within a small business or enterprise, you’ll need a few components to get started. It’s worth noting that your setup may look different depending on your existing infrastructure. But to properly power this technology at its most basic level, you’ll need:

• A strong internet connection and adequate bandwidth (equipment needed: a modem, router, Ethernet cables to connect everything, and an Internet Service Provider (ISP))
• IP-enabled devices such as desktops, tablets, smartphones, and IP phones
• Or media gateways to connect legacy phone systems
• A reliable VoIP provider (more on this later).

Preparing to Set Up VoIP

Before configuring VoIP, you must define your communication needs, assess your existing system, and do your research. While these steps are not mandatory, it helps streamline your transition. Let’s break these steps down further.