Your business relies on an efficient communication system that keeps your employees and customers connected with simplicity. If your current phone system is proving to be challenging to maintain smooth and effective operations, then it is time to look at alternative options that allow your company to run the easiest way possible.
Your business will inevitably need to upgrade to VoIP at some point in the near future due to the 'Big Switch Off' happening in 2025. With BT switching off all PSTN and ISDN lines, you will need to change to an alternative soon. For more information on the Big Switch Off, check out this blog: ISDN Switch Off - Everything you need to know.
So is this the opportune moment for your business to upgrade to VoIP, considering the imminent switch you'll have to make? That is what we're here to help you find out. If, by the end of this blog, you find yourself relating to many of the issues we will point out, then it's likely a sign that you need to switch from traditional to VoIP. If not, then it is a process you can figure out in due course.
So, without further ado, let's find out whether it's time for you to upgrade to VoIP.
1. Remote working proves to be a challenge
Are you having to compromise your team's working preferences because your phone system only allows you to be in one place? Or are candidates ghosting you because you do not offer that remote flexibility?
The downside of having a traditional landline is that your number is fixed to one location. Therefore, remote working can be difficult if you want your employees to receive phone calls to their work number when they are away from the office.
VoIP offers the flexibility that traditional landlines cannot provide. It allows you to use your business number anywhere, enabling employees to connect easily across multiple locations on their mobile devices using the VoIP provider's app. This app allows teams to answer work calls using their phones using the same number as they would in the office.
What's more is that employees can access file sharing, instant messaging and conduct video calls, all in one unified space. So, VoIP is an excellent tool for helping you to transition from the office to remote.
For more information on how VoIP can help with your hybrid/remote working model, check out this blog: How VoIP is powering hybrid working.
2. You want to scale your business
Perhaps you are considering adding a new office or work premises location for your business, or you want to incorporate more lines. VoIP is an excellent option to help you achieve this without difficulty.
VoIP has the considerable advantage of offering great flexibility for your business as it is easy to add lines and new locations. It also offers the freedom to customise your communication infrastructure, tailored to your requirements, helping your business to scale.
There are many ways in which VoIP can help your company to expand. From how it can save you money to how it can improve customer service - learn more information about how VoIP will help scale your business by checking out our blog: How will VoIP help grow my business?
3. Your call costs are increasing
Is your business growing - and so are your phone bills? But did you know that switching to VoIP can decrease your communication expenses? This is especially the case when you are making many international calls.
VoIP reduces call expenses by transmitting voice and multimedia over the internet rather than traditional landlines. This results in substantial savings for your business.
When you choose a VoIP phone system, you can select a plan that aligns with your budget so you can predict your monthly outgoings when you have a plan in place.
4. Your call volume is increasing
Are you starting to find that your call volume is increasing? So much so that you cannot keep up with the call demand, and sometimes you miss calls because there are not enough operators.
The last thing that you want to do is miss important phone calls. If your current phone system allows this to happen, it's not great for customer service. However, this is where a VoIP system can really help.
Features like call queuing can help manage those call volumes and place callers in a queue. Call analytics can help your business identify busy call periods so you can restructure your business based on call volume. Music on hold can help keep your callers entertained while waiting in a queue.
5. You want to build resilience
Did your last power cut prevent business operations from continuing? Or did you experience a fault in your phone system that took a while to fix, as you required an IT technician's call-out, leading to significant repair costs and downtime?
The unpredictable can happen, and if the worst were to occur, you want to know that your business will be up and running again in no time. The great thing about VoIP is that your VoIP provider can take care of updates, maintenance and repairs all for you with minimal disruption.
There are also many ways that VoIP can help prevent shutdowns from occurring during power blackouts, and we have written a guide about it. Check out this blog to learn more: How to keep connected to VoIP during a power outage.
6. You want to increase your phone system capabilities
Is your current phone system lacking the capabilities needed to help your business grow and improve its communication processes? Traditional landlines come with limited abilities that keep businesses from enhancing company operations. Let's face it, the old system is becoming ancient and needs to speed up to the modern day.
Chances are your current phone does not have basic features that other phone systems seem to have, including call forwarding, auto-attendants and call analytics. Well, that can all change if you switch to VoIP.
VoIP is stacked full of features, and phone systems can be tailored specifically to your requirements. Whether you're looking for call recording, conference calling or instant messaging, there is a phone system capable of meeting your every communication need.
7. You are fed up with your current poor call quality
Do you regularly experience call lags or breaks in communication during phone conversations? The trouble is that traditional landlines are not keeping up with modern-day call standards, and there are much better solutions to ensure crisp call quality.
Most VoIP providers offer crystal-clear voice definition, ensuring that everything is smooth and clear when you talk over the phone. Once you transition to VoIP, you will hear the difference, and it will be a much better experience.
8. You are having productivity issues
Are you messaging from one app, transferring to another for emails and using a different one to make video calls? This is a very inefficient way to communicate within your business. VoIP, on the other hand, can integrate all communications into one unified system, allowing your teams to increase productivity as all their tools are in one space.
Let's not overlook the fact that this will also lead to cost reduction since you won't have to manage multiple contracts with different communication systems. We call that a win-win situation!
Are you ready to upgrade to VoIP? T2k is here to help
Have you resonated with a lot of what we have mentioned? If your traditional landline system is not suiting your purpose any more, then it might be time to upgrade to VoIP. If you are ready to make the switch, then T2k is here to help you select the right phone system to meet your needs. Contact us today to discover how a VoIP phone system will help your business with its communication goals.
Frequently Asked Questions
Is it difficult to install VoIP?
Installing VoIP is much simpler than you think. If you are opting for a cloud-based hosted option, then installing VoIP could be as simple as downloading an app and pressing go.
However, every business is different, and you may require additional hardware to get you started. For more personalised support, please contact us to discover how you can get started with VoIP.
Should I upgrade to VoIP as a small business?
If you have ticked 'yes' to many of the points we have mentioned in the blog, then yes, we absolutely recommend that your business is ready to embrace VoIP.
VoIP is exceptionally beneficial for small businesses as it enables you to compete with larger companies with more complex infrastructures. Plus, it can save you a lot of money, too, with the extra features as a bonus. Interested to learn more about how VoIP can help your small business? Read our blog: How will VoIP benefit my small business?
How do I get started with VoIP?
First, we recommend that you determine your requirements with your new phone system. Think about the features you need to operate your business successfully and the budget for your new phone system. Once you determine those requirements, contact a VoIP provider to discover what phone system would work best for you that aligns with your requirements.
From there, your VoIP phone provider will be able to make the best recommendations for you and get you started with your new phone system.
How can my business prepare for the ‘big switch off’ in 2025?
Your business will inevitably need to plan to make the switch from traditional landline to VoIP at some point in the near future, with the 'big switch off' happening in December 2025. We highly recommend that you make that plan as soon as possible to minimise disruptions or stress later down the line.