Transitioning to VoIP Business Phone Systems

At Barclay Communications, we recognise the rising trend of businesses adopting a business VoIP phone system, moving away from traditional landlines to take advantage of lower call costs and enhanced productivity. Nearly a third of businesses currently use VoIP systems: 31% to be precise. If you’re considering upgrading to this innovative phone system, the migration process might seem daunting at first. However, it doesn’t have to be a complex task. With our straightforward checklist, you can smoothly transition to a VoIP phone system, leaving any worries behind.

Identifying Essential Features

When transitioning to a business VoIP phone system, it’s crucial to first identify the specific needs of your business. Different organisations have varied requirements, whether it’s operating across multiple locations or efficiently routing calls to various departments at different times. Start by listing what you expect from your phone system, considering not just your needs during business hours but also for times when your office is closed.

A comprehensive VoIP service should include a range of features like out-of-hours call management, voicemail-to-email capabilities, conference calling, interactive voice response (IVR), and custom call routing, among others. These functionalities are designed to enhance the efficiency and effectiveness of your daily business operations, ensuring that your communication system aligns with and supports your organisational needs.

Assessing Your Phone System Requirements

After pinpointing the features your business needs from a VoIP phone system, the next step involves evaluating your hardware and device requirements. Consider whether you need specific VoIP phones and, if so, ensure that your chosen VoIP provider offers flexibility in terms of compatible devices, rather than restricting you to a single brand.

The nature of your business activity also plays a role in determining the type of VoIP hardware you need. Some phone models are better suited for handling multiple lines and busier environments.

Moreover, if your business operates across multiple sites or supports remote working, you’ll likely benefit from a phone system compatible with mobile VoIP. This adds a layer of flexibility essential for modern businesses.

Checking Broadband and Network Compatibility for VoIP

Before implementing a business VoIP phone system, it’s essential to confirm that your current broadband and network setup can support it. The good news is that VoIP is relatively light on bandwidth requirements, needing just 80kbps for upload and download speeds per simultaneous call. This is considerably less than what is needed for activities like streaming video content.

However, if your business environment involves a large office with a high volume of concurrent calls, it’s crucial to ensure your broadband can handle this demand without compromising call quality.

To get a clear picture of your current broadband capacity and whether it can support your VoIP needs, conducting an online broadband speed test is a straightforward and effective step. This will provide you with the necessary insights to proceed with confidence, knowing your network is ready for a VoIP system.

Training Your Team for the VoIP Transition

An essential aspect of moving to a business VoIP phone system is ensuring your staff are comfortable and familiar with the new technology. While they’ll likely find that using a VoIP system is quite similar to traditional phone systems, they’ll probably notice improvements in call quality and enjoy the added features VoIP offers.

However, it’s crucial to provide training or briefings on specific functionalities they may not be accustomed to. This could include how to park and transfer calls, access voicemail, and set up and use softphone applications, if applicable.

We believe this checklist will be a valuable guide as you prepare to transition to a VoIP phone system. Remember, our team at Barclay Communications is here to support you at every stage of your migration journey. Whether you have questions before, during, or after moving to VoIP, don’t hesitate to reach out. We’re always ready and eager to assist.

Effortless Tech Management with Barclay Communications

At Barclay Communications, we understand that handling the technical side of your business’s telecommunications can be daunting. That’s why we take on the responsibility of managing all the technical aspects, freeing you to concentrate on your core business activities. Our in-house IT engineering team is not just experienced but deeply committed to ensuring the smooth functioning of your business’s IT infrastructure.

With a wealth of experience spanning over a decade, our team specialises in a broad spectrum of IT services. This includes providing consistent daily IT support to keep your operations running smoothly, efficiently managing server migrations to ensure minimal downtime, and expertly handling large-scale IT projects that require meticulous planning and execution.

Our commitment to delivering excellence in customer service is unwavering. We believe that every interaction and service rendered should be a reflection of our high standards, and our team works tirelessly to ensure this. The presence of our in-house team of engineers, each boasting over 15 years of experience in the telecommunications sector, is a testament to our ability to offer fast, effective, and comprehensive support.

These engineers are the backbone of our service delivery, working on-site to facilitate a seamless transition to Barclay Communications. Their extensive experience in telecoms provisioning, installation, and servicing means that they are well-equipped to handle any challenges that may arise, ensuring a smooth and efficient transition process for your business.

In short, when you choose Barclay Communications, you’re not just getting a service provider; you’re gaining a partner dedicated to ensuring the technological aspect of your business is handled with the utmost professionalism and expertise. Switching to a business VoIP phone system could be the best decision you make this year for streamlining your internal and external communications.We’re here to support, guide, and grow with you, every step of the way.



What our clients say

“Dealing with the team at Barclay Communications is an enjoyable process. It was refreshing to be able to say ‘here’s my problem’ and have them respond with ‘we’ll fix it for you’.”

– Christopher Milligan, Group Systems and Infrastructure Manager at Tayto

“Since switching to Barclay Communications, we have seen a dramatic reduction in costs with no unexpected charges. I feel much more in control now and always well supported by the in-house support team.”

Bruce McDowall, General Manager at NTS

“After an extensive tender process, Barclay Communications came out well on top. This was mainly due to their exceptional customer service, market knowledge, clear pricing proposals and professionalism throughout the process.”

– Saul Johnstone, Buyer for AG Barr