VoIP Phone Systems: How they work
How VoIP phone systems work
VoIP phones systems connect to your Local Area Network (LAN) and they use it as the backbone of your system. When you connect your VoIP phones and your VoIP service provider to the VoIP PBX, you will probably use HD IP phones to communicate. A VoIP phone system uses IP technology to handle your call control and manages your connections to the Wide Area Network. Even though a VoIP phone system uses VoIP and is connected to your LAN, most systems can connect directly to the Publicly Switched Telephone Network (PSTN). This gives you the ability to use both VoIP and the PSTN for your calling.
A VoIP phones systems protocol determines how your voice packet is transported across a network. A VoIP phone will typically support one protocol. SIP or Session Initiation Protocol is a standards-based protocol that is used and supported by the vast majority of VoIP phone systems and services. A voice codec is responsible for the conversion of your analog voice stream into a digital packet. Voice codecs also determine sound quality and bandwidth required to send the packet. A VoIP phone typically supports multiple voice CODECs.
Buying a Voice over IP or VoIP phones systems can be challenging. One critical decision that must be made is to determine which is better for your business: a premises-based solution in which the hardware appliance is kept on-site in your server closet or a cloud phone system where your phones connect through your Internet connection to a provider that maintains the equipment at an off-site cloud data center. Educating yourself on the benefits and potential challenges that come with using either a premises-based or cloud phone system can help you make a good decision to ensure your business needs are met and you get the greatest value for your investment.
The first and most important aspect to consider is understanding which features are offered. Many hosted PBX providers do not offer the same features in their hosted product as they do for their premises-based solution. If critical business communications features like queues, IVRs and conferencing are missing, or cost extra, then the product may not be a viable solution. For instance, Digium's cloud phone system offering comes with all UC features included so you do not have to worry about lack of features when choosing a cloud solution. Hosted VoIP solutions have a low upfront cost and are typically charged a monthly fee per user. Using VoIP with an on-site server has a higher cost upfront, but then no recurring monthly fee. Above a certain threshold, it becomes more cost effective to purchase your own equipment than to pay a monthly fee. Hosted VoIP tends to be the most attractive for businesses with 5 to 15 employees. However, many large businesses with 100 or more users often choose a cloud phone system due to other advantages. It is always best to speak with a knowledgeable VoIP phones systems specialist who can help you weigh the unique aspects of your business to help you decide.
A cloud VoIP phones systems can often have a very low total cost of ownership due to the savings in IT personnel and because your hosted provider takes care of server configuration and maintenance. Depending on the size and structure of your business this can be an advantage of hosted VoIP over premises-based VoIP. Consider your current technology infrastructure. Are you using a legacy system to connect your phones to the Public Switched Telephone Network (PSTN)? Legacy connections like Time Division Multiplexing (TDM) can be expensive. You could see cost savings in switching to a VoIP trunk or by using a hosted PBX. To help you determine what these savings might look like and if it is worth the switch, use this online VoIP cost calculator to learn what your Return on Investment (ROI) savings will be. On the other hand, if you like to keep your existing TDM or POTS lines, then a premises-based solution with telephony interface cards will be the best way to go.
It is also worth to consider how your business may grow in the coming year. If there is potential for rapid growth you will need to consider how this will impact your purchase. If going with a premises-based solution, you will likely want to purchase a larger appliance that is initially needed to accommodate growth. With hosted VoIP phones systems, new users can be added to the cloud phone system as needed. A unique advantage of hosted UC solution is the fact that the same software is running on both the cloud version and the on-site, premises-based version. This allows for seamless integration. Users at the main office can be on a dedicated server running on the premises in your IT closet while users at the remote office have their phones connected to the cloud. By peering the cloud instance to the on-site server users will have a uniform experience regardless of which technology they are connected to.
With VoIP phones systems, you can make a call from anywhere you have broadband connectivity. Since the IP phones or ATAs broadcast their info over the Internet, they can be administered by the provider anywhere there is a connection. So business travelers can take their phones or ATAs with them on trips and always have access to their home phone. Another alternative is the softphone. A softphone is client software that loads the VoIP service onto your desktop or laptop. The Vonage softphone has an interface on your screen that looks like a traditional telephone. As long as you have a headset or a microphone, you can place calls from your laptop anywhere in the broadband-connected world.
Most VoIP phones systems companies are offering minute-rate plans structured like cell phone bills for as little as $30 per month. On the higher end, some offer unlimited plans for $79. With the elimination of unregulated charges and the suite of free features that are included with these plans, it can be quite a savings. Most VoIP phone systems companies provide the features that normal phone companies charge extra for when they are added to your service plan.