With the ever-changing world of technology, let’s be honest, it can be overwhelming. Are you making the best business and financial decisions for your company, are you supplying your teams with the best tools to enhance and streamline their performance? How can you ensure better time management through simplifying existing processes?

These are only a few but vital questions which needs to be considered.

One tool that is often overlooked is the companies telephone system. And there are various options to choose from.

The cost of telephone calls are easily unmonitored simply due to the fact that every business needs a telephone in order to run. But you can save significantly on your monthly bill for the tool which forms a vital part of the business’ heartbeat.

VoIP, or Voice over Internet Protocol, is a technology that allows you to make and receive phone calls over the internet, instead of using traditional phone lines. VoIP can offer many benefits for businesses, such as lower costs, greater flexibility, and improved features. However, VoIP implementation also comes with some challenges and pitfalls that you need to be aware of and avoid, here is how.

Bandwidth and network congestion

One of the main factors that can affect VoIP performance is the bandwidth and network congestion of your internet connection. Bandwidth is the amount of data that can be transferred per second, and network congestion is the level of traffic and demand on the network. If your bandwidth is insufficient or your network is congested, you may experience delays, jitter, packet loss, or dropped calls. To avoid this, you need to ensure that you have enough bandwidth to support your VoIP needs, and that you prioritize VoIP traffic over other applications using Quality of Service (QoS) settings on your router or firewall

Power and internet outages

Another challenge that can affect VoIP reliability is the possibility of power and internet outages. Unlike traditional phone lines, VoIP depends on electricity and internet access to function. If there is a power outage, your VoIP devices and equipment may not work, unless you have a backup generator or battery (UPS). Similarly, if there is an internet outage, your VoIP service may be disrupted, unless you have a backup internet connection or a failover option.

Security and privacy risks

Security and privacy is another challenge which you might face, the exposure to cyberattacks and eavesdropping. VoIP calls are transmitted over the internet, which means they are vulnerable to hacking, interception, spoofing, or denial-of-service attacks. If your VoIP system is compromised, you may lose confidential data, incur financial losses, or damage your reputation. To avoid this, you need to secure your VoIP system with encryption, authentication, firewall, antivirus, and VPN software, and follow best practices for password management, user access control, and data backup.

Compatibility and integration issues

The compatibility and integration of your VoIP system with your existing hardware, software, and network infrastructure needs to be considered as it has an impact on your VoIP functionality and efficiency. VoIP systems may not work well with some older or incompatible devices, such as fax machines, modems, alarm systems, or analog phones. VoIP systems may also not integrate well with some applications, such as CRM, email, or video conferencing. To avoid this, you need to check the compatibility and integration requirements of your VoIP system with your vendors, and upgrade or replace any incompatible or outdated equipment or software.

Training and support needs

A possible challenge of VoIP adoption and satisfaction is the training and support needs of your staff. VoIP systems may have different features, functions, and interfaces than traditional phone systems, which may require some learning and adjustment. VoIP systems may also encounter some technical issues or glitches that may require troubleshooting and assistance. To avoid this, adequate training and support for your staff has to be provided and available on how to use and maintain your VoIP system, and how to report and resolve any problems.

VoIP cost break down?

Is there a monthly fee VoIP phones have a monthly fee?

Yes there is. There are different packages available based on your requirements. Straight forward type monthly packages are very affordable. Although additional features like call recording, toll-free numbers, and equipment rentals cost extra, packages are generally tailor made to your needs.

How is VoIP billed?

There are multiple approaches utilized by vendors when it comes to charging for VoIP calls. One popular model is very similar to how phone carriers charge for landlines. Traditionally, VOIP is charged a monthly flat fee per telephone line. Airtime is required to make calls and cost per call are cents per minute.

Do you need a subscription for VoIP?

Because VoIP services are usually subscription-based, you’ll be charged a regular fee until you decide to cancel. Note, majority service providers in South Africa offers a yearly contract. This limits you to move to another provider if you are unhappy with services.

Does VoIP cost extra?

If you add any features to your plan, you’ll notice that you have to pay for them on a “per user” basis as well. Some providers may drop the subscription or feature costs the more users you have on your plan.