VoIP Phone Systems: The Ultimate Guide

In the digital age, communication is the backbone of any successful business. Voice over Internet Protocol (VoIP) phone systems have emerged as a transformative technology, revolutionising the way we connect. This guide explains what VoIP is, how it works, how it might benefit your business and how to migrate to a VoIP provider.

Table of Contents

  1. What is VoIP?
    • Let’s demystify VoIP (Voice over Internet Protocol)
  1. How Does a VoIP Phone System Work?
    • The Magic Behind Seamless Communication
  1. Top Technical Terms Related to VoIP and Their Definitions
    • Deciphering the Jargon
  1. Advantages of a VoIP Phone System
    • Unlocking the Benefits
  1. How to Deploy VoIP: Deskphones, Browsers, Apps, Call Forwarding
    • Crafting Your VoIP Ecosystem
  1. Switching from a Legacy Phone Provider to VoIP
    • Navigating the Transition
  1. Frequently Asked Questions (FAQs)

1. What is VoIP?

Let’s demystify VoIP (Voice over IP)

VoIP, or Voice over Internet Protocol, is a technology that enables voice and multimedia communication to traverse the Internet instead of traditional phone lines. It converts analog voice signals into digital data packets, allowing real-time communication over the web.

2. How Does a VoIP Phone System Work?

The Magic Behind Seamless Communication

VoIP operates by breaking down your voice into small data packets and transmitting them across the Internet. These packets are reassembled at the receiving end, transforming digital data back into audio. This process ensures cost-effective, high-quality voice communication.

Using the internet, VoIP can handle multiple calls on a single internet line, allowing your telephone system to scale up and down as your needs change. There’s no longer a need to pay for an expensive copper line to your premises for each additional line and number, saving you money.  Because there are no physical copper lines, VoIP allows you to connect remote employees and offices together with one phone system, so you can work as if you’re in the same building. In most cases VoIP calls to team members working remotely or in other offices are free of charge because they don’t use the traditional phone networks.

3. Top Technical Terms Related to VoIP and Their Definitions

Deciphering the Jargon

  • IP Address: An IP (Internet Protocol) address is a unique numerical label assigned to each device connected to a computer network, including the Internet.
  • PBX (Private Branch Exchange): A PBX system manages incoming and outgoing phone calls, routing them to the appropriate destination within an organization.
  • Codec: A codec is a software or hardware-based algorithm that compresses and decompresses audio and video data for transmission.
  • RTP (Real Time Transport Protocol): RTP is the protocol used to transmit your voice or video from your device to the person on the other end of the phone call. When you’re buying VoIP, look out for providers with SRTP (secure real time transport protocol). SRTP encrypts your voice and video ensuring that nobody else can listen to your call as it crosses the internet, not even your VoIP telephone provider. 
  • SIP (Session Initiation Protocol): SIP is a signaling protocol used for initiating, maintaining, modifying, and terminating real-time sessions involving video, voice, messaging, and other communications applications. When you’re buying VoIP, look out for providers who offer SIPS (SIP secure) and SRTP together, to ensure your whole call is encrypted. Without SIPS, an attacker will be able to decrypt your SRTP, which defeats the point of encrypting your call in the first place.
  • IVR (Interactive Voice Response): An IVR let’s callers interact with menus to answer questions which helps you route them to the right department within your business. For example, you might use an IVR to capture a customer’s date of birth or account number, before connecting them to your team. 
  • Auto Attendant: An auto attendant is a simple type of IVR. It’s usually a set of menus which callers can navigate by pressing numbers on their telephone. Auto attendants answer the call and help route users to the right department. This of an auto attendant like ‘press one for sales, press two for accounts, etc.’.
  • PBX (Private Branch Exchange): This is your private telephone network. In many offices this is a physical box on the wall that provides telephone services. It lets users call each other via extensions. It also allows for some features like call parking, hold music, time of day routing and more. When you buy a VoIP phone system, you’re actually buying a high powered, modern PBX that usually runs in the cloud – providing you with a private phone system that’s accessible from almost anywhere in the world.
  • SIP Trunking: A SIP trunk connects your existing PBX to an VoIP provider. Today your PBX likely connects your phone calls to real phone numbers via a copper line to your local telephone company. Some newer PBXes will let you skip the copper line and connect to real phone numbers via a SIP trunk – think of this as an ‘internet line’. This means you can keep your existing PBX and phones and still take advantage of multiple lines and lower prices offered by VoIP telephone providers.
  • Soft Phone: This is an app which runs on your computer or mobile phone, letting you make and receive VoIP telephone calls. 
  • VoIP Desk Phone: This is a phone which lets you make and receive calls via your VoIP telephone system. It often supports advanced features like call hold, transfer, intercom etc. This phone is connected via ethernet cable or wifi.
  • VoIP DECT Phone: If you need to move around your office you can get a DECT base station which connects via ethernet to your VoIP provider. You can then connect up to 6 handsets to a base station. This solution offers mobility but reduces some flexibility. For example, all the handsets will ring at the same time when a call is received. 

4. Advantages of a VoIP Phone System

Unlocking the Benefits

  • Cost Saving: VoIP offers lower call rates, especially for long-distance and international calls. It also offers multiple phone lines without the need to install expensive copper lines or tying into long term contracts per line.
  • Scalability: Easily add or remove lines as your business grows without investing in new infrastructure.
  • Feature-Rich: VoIP provides a wide array of features, including call forwarding, call recording, conferencing, and voicemail-to-email.
  • Geographic Flexibility: Select area codes and phone numbers from different regions to attract customers. Calls can be forwarded to your team almost anywhere in the world with little to no extra cost.
  • Enhanced Mobility: Make and receive calls from anywhere with an internet connection.
  • Integration Capabilities: Seamlessly integrate VoIP with other business tools, such as CRM systems and email.

5. How to Deploy VoIP: Deskphones, Browsers, Apps, Call Forwarding

Crafting Your VoIP Ecosystem

The VoIP system you choose will depend a lot on your needs. Many small businesses should opt for an app on their mobile phones. This lets their staff keep their existing phones and allows them to receive calls at the right time without carrying an extra device. It also allows staff to work from anywhere with an internet connection. If your business is office based you may benefit from investing in desk phones.

  • Deskphones: Choose from a range of VoIP-compatible desk phones tailored to your business needs.
  • Browsers: Embrace browser-based VoIP solutions for flexibility and mobility.
  • Apps: Leverage VoIP apps on mobile devices to stay connected while on the move.
  • Call Forwarding: Route calls efficiently to ensure they reach the right team members.

6. Switching from a Legacy Phone Provider to VoIP

Navigating the Transition

Transitioning to VoIP is a strategic move for businesses seeking cost savings and enhanced communication capabilities. Follow these steps:

  • Evaluate Your Needs: Assess your communication requirements and select a VoIP provider that aligns with your objectives.
  • Choose a VoIP Plan: Opt for a VoIP plan that suits your business size, scale, and budget.
  • Acquire Necessary Hardware and Software: Invest in IP phones and any required software or applications.
  • Configure Your VoIP System: Set up your VoIP system, including user accounts, extensions, and call forwarding.
  • Test Your VoIP System: Ensure that your VoIP system is functioning correctly before fully transitioning.
  • Notify Stakeholders: Inform your team and clients of the upcoming transition and provide them with necessary information.
  • Port Your Existing Number: If desired, port your existing phone number to your new VoIP system.
  • Training: Train your team on the use of the new VoIP system to maximize its benefits.
  • Monitor and Troubleshoot: Continuously monitor your VoIP system’s performance and address any issues promptly.
  • Enjoy the Benefits: Reap the rewards of cost savings, scalability, and enhanced features.

7. Frequently Asked Questions (FAQs)

Q1: Can I use my existing phone number with KoyKay VoIP?

  • Yes, you can typically port your existing phone number to our KoyKay VoIP service.

Q2: Is VoIP secure for business communication?

  • KoyKay VoIP offers security features like encryption and authentication to protect your calls and data. We’ll help you configure your service for optimal security.

Q3: Do I need special hardware for VoIP?

  • You can use various hardware options, including IP phones, computers, and mobile devices, depending on your VoIP deployment.  If you’re not sure what you need, just drop us a line for impartial advice.

Q4: Can I make international calls with VoIP?

  • Yes, VoIP often offers more cost-effective international calling rates compared to traditional phone providers.

Q5: Is VoIP suitable for small businesses?

  • Absolutely. VoIP’s scalability and cost-efficiency make it an excellent choice for small businesses looking to enhance their communication capabilities.

Q6: What are the essential features of a VoIP phone system?

  • Key features include call forwarding, voicemail, time-of-day call routing, conferencing, and integration with other business tools.

Try KoyKay VoIP

As small businesses continue to adapt to evolving communication needs, VoIP phone systems and virtual phone numbers emerge as indispensable tools. By harnessing the benefits of VoIP’s cost-effectiveness, scalability, and feature-rich solutions, coupled with the flexibility of virtual phone numbers, businesses can streamline their operations, enhance customer service, and position themselves for future success in an increasingly digital world. Embrace these technologies, and empower your small business to thrive through effective and efficient communication.

Now you know everything you need to know about VoIP. Moving your business to VoIP is a great investment – unlocking scalability, improving productivity and reducing costs for your business. 

If you’re ready to make the switch to VoIP sign up for a trial of KoyKay VoIP or contact our expert team for advice tailored to your business’ needs. Most businesses can be up and running with VoIP within a day.