What is a VoIP phone system & why should you switch to one?

With the big PSTN Switch Off happening in 2025 affecting businesses all over the UK, you may have heard the term ‘VoIP’ floating around as an alternative communication solution. But what is a VoIP phone system, and why should you be switching to one before PSTN technology becomes non-existent?

Here, we’ll explain all you need to know about VoIP phone systems, including their handy features and the advantages switching to a VoIP system will have on business. 

What is a VoIP Phone System?

Voice Over Internet Protocol (VoIP) technology essentially uses an internet connection to send and receive phone calls. A VoIP phone converts the traditional analogue audio into a digital format, which helps make the overall call quality higher. VoIP phones also include more advanced features and useful services that can greatly benefit businesses of all sizes, from startups to multi-million-pound enterprises.

What’s the Difference Between VoIP and PSTN?

VoIP phones can be used just like regular analogue phones connected to a PSTN system. The only difference is that VoIP phones have greater functionality to make, receive and manage calls, are more cost-effective, and require internet access.

The Public Switched Telephone Network (PSTN) system was created in the late 1800s using copper wires that were connected to telephone lines, which allowed people to communicate over distance in real time. This was a revolutionary change for everyone, both at home and in business, and still, the main form of communication used now. However, with the big Switch Off happening in 2025, more and more businesses are turning to VoIP technology instead.

Why Should You Switch to a Business VoIP Phone System?

Aside from the fact PSTN systems are being turned off and will be obsolete in just a few years’ time, there are many other reasons why you should be switching to VoIP phone systems for your business. 

As mentioned previously, VoIP is a more cost-effective solution for businesses as it uses an existing internet connection rather than needing a separate system or additional add-ons like a landline. Plus, it has better call quality, which is ideal if you have a lot of employees making and receiving both regular calls and video calls during the day. It is also extremely reliable. 

VoIP phone systems are quickly becoming the way forward and the system of choice for many modern businesses. So, we recommend jumping on board as soon as you can, so your business doesn’t fall behind, and you get a head start on getting your business equipment ready for the Switch Off.

Advantages of a VoIP Phone System

If you’re thinking of moving to a VoIP system but are still feeling a bit apprehensive about it, here are the top 4 advantages that you can expect a VoIP phone system to bring to your business:

1. Easy to Scale

Startups or small businesses will benefit from how easy a VoIP system is to scale as your business grows. From adding and removing new phone lines as employees join the company to including additional features, such as call analytics, conferencing, call forwarding and even call recording for better efficiency, this will quickly become invaluable to your business.

2. Advanced Features

While you may not require some of the more advanced features – especially if you’re a small or growing business – the functionality of a VoIP phone system over a traditional phone is unbeatable. Plus, you may find later down the line you need more specific call options, which can then be easy to install. 

Below is a list of some of the features you’ll receive with a VoIP system:

  • Video calling
  • Text messaging
  • Team chats
  • Online faxing
  • Voicemail 
  • Speech-to-text translation
  • Unlimited calling
  • HD voice quality 
  • Call queues
  • Records of calls
  • Conference call access
  • Call analytics
  • Integration with customer relationship management (CRM) software
  • Call routing
  • Auto attendant 

And so much more!

As you can see, the options and features of a VoIP system are endless, and you’ll have the ability to pick and choose what features would work best for you in the moment while also being able to add more on in the future.

3. Simple Integration

Integrating your VoIP phone system with your current software can be simply and quickly done, which will help take your business to a whole new level. For example, integrating your phone system with your CRM software will allow approved employees to view call records and have access to analytics to help with customer retention and potential leads. You’ll also be able to make calls straight from your CRM application, saving time and making it hassle-free rather than switching between programmes.

4. Improved Performance

Lastly, VoIP phones offer fantastic flexibility, mobility and performance over traditional landline phones. If you decide to move to a bigger office, rather than needing to set up new phone numbers and find phone lines in the new space, you’ll be able to take your current phone number with you instead – making the move that little bit less stressful.

Employees also won’t be tied to one specific location within the office. They’ll be able to have walking meetings or move to a different room in a different part of the building if desired, which wouldn’t be possible with a wired phone.

For more information, take a look at our business broadband and phone systems solutions to find out what services will be best for your company. 

If you’d like to chat through your options for phone systems, contact our friendly and knowledgeable team today, who are always happy to help you get the best office equipment and technology possible.

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