VoIP Buying Guide

Before you buy

More packages and providers are available than ever, so it pays to choose carefully. For many customers, business VoIP sounds almost too good to be true: more features, lower costs and better productivity. If the technology is new to you, how do you find the best option? This guide from Xinix will help you get started.

How VoIP works

A hosted VoIP service is the simplest way to make the switch. The provider handles call delivery to your phones and software, and looks after the infrastructure. You also need less hardware on site, often just IP phones, a router and a switch.

The alternative is a self-hosted, on-site VoIP switch. This needs more input from an IT expert. It means installing an IP-based phone system that routes calls to the right phones on your network through SIP trunks.

Whichever option you choose, most providers give you an online login, so you can customise your settings through a web interface.

What you need to run VoIP

The equipment you need depends mainly on the size of your company and your existing network.

• Broadband. A home broadband connection can handle a few VoIP calls. Larger teams need a connection with enough bandwidth for more users and other applications.
• Router and switches. Ask your provider which routers can be configured to work with their network. This helps keep call quality high.
• Bandwidth caps. Check whether your connection has a data cap. Most providers use a high-quality G.711 codec, which suits many users at once. Keep an eye on your data usage and upgrade your package if you regularly go over the cap.
• SIP-enabled phones. Each phone or softphone has its own address, which is how calls reach the right line. You can keep your analogue phones, but you will need an adaptor and you will not get the advanced features that SIP-based devices offer.

Benefits of VoIP

Lower costs

VoIP is usually much cheaper than a traditional phone system. There is little hardware to buy or rent, and many hosted providers need no new hardware at all. Any equipment you do buy uses open standards such as SIP, so it works with a range of providers.

Monthly fees tend to be lower, and plans are available to suit the number of users and the national or international calls you make. Calls and broadband can often be billed together in one monthly price.

Support for remote workers

More organisations now see the value in letting staff work from home. VoIP lets staff away from the office make calls and join video conferences at low cost. Mobile apps can ring alongside the user’s desk phone or work as a separate extension, so people can take important calls wherever they are.

Scalability

As your business grows, your communication needs change. With VoIP you can add new extensions quickly and easily, without expensive changes to your hardware.

More features

VoIP offers far more than a traditional PBX. All the basics are there, from voicemail to caller ID, plus extras that help productivity and make sure important calls are answered. Virtual numbers, Find Me Follow Me and voicemail delivered to your inbox are often included in your subscription.

Disadvantages of VoIP

As with any technology, there are points to consider before you switch.

• Power and internet outages. If your internet or power fails, your VoIP system goes down too. Hosted services let you avoid most of the impact by re-routing calls to other devices such as mobiles. Even so, you will not be able to use your office phones during the outage.
• Emergency calls. Some VoIP providers do not offer 999 calls, or charge extra for them. VoIP phones have no fixed link to a physical location, so the emergency services may not know where you are. Make sure your provider supports 999 and that your address details are correct, and keep a mobile or other back-up line to hand.
• Security. The risks are similar to those of any internet technology, and VoIP security has improved a lot in recent years. You are responsible for the security of your system, so monitor your software and watch for new threats. Talk to your provider about how to protect your system.
• Network quality. VoIP depends on a good network. A slow, patchy or crowded connection will reduce call quality. Consider business broadband that is for your use only, which helps keep calls clear even at peak times.

What to expect from a package

VoIP services usually come in tiers to suit businesses of different sizes. Xinix offers a range of packages, whether you are a sole trader or a large business.

• Basic. A limited number of minutes, mostly for landline calls. Set-up is often free, but check which features are included and what mobile calls cost.
• Mid-range. The same as the basic package, but with more minutes and lower mobile call charges.
• Higher mid-range. Includes the same minutes as the basic package, plus some free mobile or international calls. These packages usually have more features and better bandwidth.
• Advanced. Designed for larger businesses, with the highest number of hosted seats and bandwidth, and unlimited minutes to UK landline and national numbers.

Making the switch

Moving to VoIP takes some careful research into how you use the phone and which plans are available. If you weigh up your options and take advice, it can be a valuable asset for a growing organisation.

Contact Xinix for help choosing the right VoIP deal. You can also see our business VoIP deals.