How Do I Switch My Business from a Landline to VoIP?
Introduction
For decades, traditional landline phones have been the backbone of business communication. Reliable, familiar, and straightforward, they served their purpose well. However, the way companies connect and operate has changed drastically in recent years. Remote work, cloud computing, and the demand for flexible, cost-effective communication solutions have shifted the landscape in favour of Voice over Internet Protocol (VoIP).
VoIP allows calls to be made over the internet rather than using traditional copper phone lines. This technology not only reduces costs but also provides features landlines cannot match, such as video conferencing, call forwarding, voicemail-to-email, and integration with customer relationship management (CRM) systems. For businesses of all sizes, moving from a landline to VoIP can improve efficiency, scalability, and collaboration.
That said, making the switch requires planning. From choosing the right provider to preparing your network, a step-by-step approach ensures your business enjoys a smooth and disruption-free transition. In this guide, we will explore exactly how to switch your business from a landline to VoIP, what to expect during the process, and the key decisions you’ll need to make along the way.
How Do I Switch My Business from a Landline to VoIP?
Switching to VoIP isn’t as complicated as it may sound, but it does involve more than simply plugging in a new phone. Below, we’ll break down the process into clear, actionable steps.
1. Assess Your Business Communication Needs
Before diving into technical details, evaluate how your business uses its phones. Ask yourself:
- How many employees require direct phone lines?
- Do you need features like call recording, auto-attendants, or video meetings?
- Is mobility important (for example, the ability to answer business calls from smartphones)?
- What budget are you allocating for monthly communication services?
Understanding your needs will help you avoid overpaying for features you don’t use, while ensuring the VoIP system you choose can support business growth.
2. Check Your Internet Connection
VoIP depends entirely on your internet connection. Unlike landlines, which operate independently of data networks, VoIP requires sufficient bandwidth and stability.
- Speed: A general rule is that each VoIP call needs around 100 kbps of upload and download speed. Multiply this by the number of concurrent calls your business typically makes.
- Reliability: A poor connection will result in call drops, delays, or poor audio quality. Ensure you have a reliable broadband service or consider upgrading.
- Wired vs Wireless: While Wi-Fi can work, a wired Ethernet connection provides more stable and secure service for business VoIP systems.
3. Choose the Right VoIP Provider
Your provider is the backbone of your new communication system. Look for:
- Scalability: Can the system grow as your business grows?
- Features: Compare packages. Common VoIP features include call forwarding, voicemail-to-email, conference calling, and mobile apps.
- Support: Reliable customer support is vital, especially during the transition phase.
- Security: Ensure the provider offers encryption and safeguards against cyber threats.
- Integration: Check whether the system integrates with your existing software, such as CRM or helpdesk platforms.
Popular providers often offer tiered plans, so you can start small and scale up as needed.
4. Plan Your Number Porting
One of the most important aspects of switching is keeping your existing phone numbers. This process, known as number porting, ensures clients can still reach you on the same numbers they already know.
Steps typically include:
- Submitting a request to your new VoIP provider with proof of ownership of the numbers.
- Waiting for the porting process to complete, which can take from a few days to a few weeks depending on your current carrier.
- Keeping your landline active until the porting is confirmed to avoid losing service.
5. Set Up Your VoIP Equipment
VoIP systems can be used with:
- Desk phones (IP phones): These look like traditional phones but connect via the internet.
- Softphones: Software-based phones that work on computers or mobile devices.
- Adapters: Existing analogue phones can sometimes be connected to VoIP using an adaptor, although features may be limited.
Your provider will guide you on compatible devices, and many offer rental or purchase options.
6. Configure the System and Test Thoroughly
Once your VoIP service is activated, configure it according to your needs:
- Set up voicemail greetings and call routing rules.
- Train staff on how to use new features.
- Run test calls internally and externally to check quality, reliability, and functionality.
Testing before full deployment ensures any glitches are addressed early.
7. Provide Staff Training and Support
Change can be daunting. Some employees may be used to the simplicity of landlines and hesitant about new features. Organise training sessions, provide quick-reference guides, and ensure IT support is available to answer questions.
8. Monitor, Review, and Optimise
After the switch, monitor call quality and user feedback. Most VoIP providers offer analytics dashboards where you can track usage, call performance, and dropped call rates. Regular reviews ensure you are making the most of your system and adjusting features as your business evolves.
FAQs (Frequently Asked Questions)
Q1: Is switching to VoIP really cheaper than using a landline?
Yes. VoIP typically reduces costs by eliminating the need for separate phone lines, offering lower monthly rates, and including features that would cost extra with landlines. International calls are also usually much cheaper.
Q2: Will I lose my existing phone numbers when switching to VoIP?
No, you can keep your current numbers through number porting. Just ensure you keep your landline service active until the porting process is complete.
Q3: Do I need new phones for VoIP?
Not always. While IP phones are recommended for the best experience, many providers offer apps for smartphones or software for computers. You can also use adapters to connect traditional phones.
Q4: How reliable is VoIP compared to a landline?
VoIP reliability depends on your internet connection. With a strong, stable network, VoIP can be just as reliable as landlines. Some businesses also use backup internet connections to ensure continuity.
Q5: What happens if the internet goes down?
If your internet connection fails, VoIP service will be interrupted. However, many providers allow call forwarding to mobile phones or backup systems, ensuring your business stays reachable.
Q6: Is VoIP secure?
Yes, when configured correctly. Reputable providers use encryption, secure data centres, and safeguards against cyber threats. Businesses should also implement good internal practices, such as using strong passwords and keeping software updated.
Conclusion
Switching your business from a landline to VoIP is not only a modernisation of communication but also a step toward flexibility, cost savings, and improved collaboration. By carefully assessing your needs, ensuring a strong internet connection, selecting the right provider, and training your staff, the transition can be smooth and rewarding.
The key is preparation. Number porting, system configuration, and thorough testing all ensure your business avoids downtime and disruption. With VoIP, your business gains more than just phone service – it gains a scalable communication platform designed for the way modern companies work.
If you're seeking expert support in Cybersecurity Solutions, Cloud Computing, IT Infrastructure & Networking, Managed IT Support, Business Continuity & Data Backup, or VoIP & Unified Communications, visit our website, Dig-It Solutions, to discover how we can help your business thrive. Contact us online or call +44 20 8501 7676 to speak with our team today.
