HOW TO SWITCH YOUR TRADITIONAL PHONE LINE TO A

Cloud-Hosted VoIP Phone System

How to Switch Your Traditional Phone Line to a Cloud-Hosted VoIP Phone System

If your current landline business

phone system is nearing the end

of its lifecycle, or if it no longer

meets your needs, you should

start considering a switch to VoIP

technology. In this guide, we

suggest the many benefits and

additional features such a switch

would give to your small business

communication. Then, we detail

the 4 steps it takes to quickly and

cost-effectively switch your landline

to a VoIP system.

TRADITIONAL LANDLINES VS. VOIP SYSTEMS

Your company’s traditional telephone landlines use copper wires to transfer communication data from

your phone to the public telephone switch network. This requires the use of cumbersome equipment

and evasive phone jacks throughout the office. Each user must have their own line and additional

features cost more than an arm and leg. There isn’t much room for scalability and to make an

upgrade requires technical support. Examples of landline providers include AT&T, Verizon, and your

local telephone company (Bright House Networks).

On the other hand, Voice over Internet Protocol (VoIP) is the much more flexible and cost-effective

alternative to traditional landlines. The phone converts the sound of your voice into data packets and

send them to the target destination using your Internet connection. This means your communication is

free of wires and large equipment. You can make calls using a mobile phone from wherever you have

WiFi. Most VoIP providers offer monthly contracts, so you can grow your business according to your

timeline. Plus, you can save mad cash by sharing phone lines and doing most maintenance yourself.

VoIP Business SolutionTraditional

Landline Service

$29.95/month per user Cost of Ownership

Equipment costs + maintenance contract + monthly payments

Monitored 24/7 by VOXtell specialistsSecurity/Safety

Customer assumes risk

UnlimitedScalability

Limited and costly

Automatic virtual updatesFeatures/Updates

Added at each customer location

Web-based and mobile app user portalsSystem

Management

On location by appointment

Multiple calls per extensionCall Capacity

Limited to a number of shared lines

Dependent on in-house network and VOXtell platform

Reliability

Dependent on expensive physical hardware

Quick and simpleImplementation

Complex and time intensive

WHY YOU SHOULD SWITCH NOW

Now, more than ever, business owners have extensive options for their communication needs.

Unfortunately, it seems that some small business owners are stuck in a rut with their traditional

copper-wire phone systems. They deal with large, complicated equipment that costs a fortune to set

up and maintain. And when their growing business is ready for upgrades, these owners have to shell

out even more cash for simple changes. If you fall into this category, it’s time to consider updating

your office phone systems to the most advanced, and affordable, technology available — cloud-

hosted VoIP services. Here are the top 6 benefits to your small business for doing so:

1. Ease of Use

Compared to traditional phone systems, a hosted VoIP phone system is extremely user-friendly.

Unlike traditional landline phone systems that require complex PBX hardware to be installed, all you

need to start using hosted VoIP is high-speed Internet access and IP phones, which most services

provide. This quick onboarding process eliminates phone downtime and allows complete control

over your phone installation timeline. Some hosted VoIP providers also prepare training material and

informational guides for DIY setup and maintenance, so you and your employees can become VoIP

experts. If you’re not into the DIY movement, you can also request an installation specialist to walk

you through the process or even schedule a technician to come on-site.

2. Reliability & Security

Most cloud-based VoIP service providers have built-in redundancies through multiple data centers

and different call carriers. Because traditional landlines are hosted on-site at your business, it’s up

to you to protect and maintain the service. This means downed telephone lines, fire, flood, theft or

technical glitches can all compromise the reliability of your traditional phone system. Instead, put

this burden on your hosted VoIP provider who has advanced equipment in place for emergencies.

Additionally, top hosted VoIP providers go to great lengths to ensure that their offerings are well

protected. Using proper encryption and protocols, hosted VoIP can actually be more secure than

traditional wire-based systems.

3. Reduced Costs

Besides the actual IP phones, you don’t have

to purchase or maintain any other expensive

hardware because it is hosted on the cloud.

Besides potentially purchasing new phones,

the only other cost you have is your monthly

service bill. These monthly service costs

vary across hosted VoIP providers, so it’s

suggested to do a price comparison before

settling with a service. Remember, most

monthly fees are charged per user, so be sure

to multiply the plan cost by how many employees you’ll be supporting. Some providers also make you

pay for additional features, which can quickly add up each month. Try to look for a provider who offers

preloaded features or lets you customize your plan so you aren’t overcharged.

4. Abundant Features

Like mentioned above, many services come preloaded with enough features to get your business

phone system up and running. Some providers off “feature bundles” where you upgrade your plan

to get the additional features. This is a great option — if you can afford it — but we suggest finding a

customizable plan that is flexible enough to grow with your business. Avoid those costly add-ons and

integration services most traditional landlines offer and opt for the professional features most hosted

VoIP services provide at a cheaper price.

5. 24/7 Customer Service

If you don’t have an IT staff at your small business, it is imperative that your new phone service

provides around the clock customer support. If the don’t have a 24/7 support service, look for live

chat support during off hours and also additional resources such as user guides, tools, webinars, and

video tutorials. Luckily, compared to traditional land lines, cloud-based VoIP services can generally

be managed and troubleshot by the end user. But, if problems do arise, it’s nice to know someone is

available to answer your questions.

6. Flexibility

Because a traditional PBX is a physical piece of equipment, it cannot be easily modified or upgraded.

It takes up space in your already crowded office and complicates your communication networks. On

the other hand, your business could benefit from the highly flexible nature of cloud technology. Your

PBX could be reconfigured at a moment’s notice and you can easily add capacity as your company

grows. Also, employees won’t be stuck to their desks, as cloud-hosted phones can work anywhere

a WiFi connection is available. This means your employees have the flexibility to work from home, a

hotel room, or in a conference room, without losing connection to their work phone.

VOIP FEATURES YOU NEED

You’ve made the decision to switch your small business traditional landline to a cloud-based

VoIP phone service. You’re ready to save money and improve the mobility of your small business

operations. But what features should you be sure are included in your VoIP service? Below, we

outline the top 4 essential features that are must-haves when purchasing a small business PBX

phone service. After reading, you’ll be able to find the perfect VoIP solution to fit the needs of your

small business.

Virtual PBX

PBX, which stands for “private branch exchange,” is a telephone system that switches calls between

users on local lines while allowing all users to share a certain number of external phone lines. PBX

systems reduce phone costs because each user is not required to have a dedicated line. Traditional

PBX, also called on-site PBX, requires separate networks for voice and data communications. On the

other hand, virtual PBX, or hosted PBX, employs converged data and voice networks, allowing VoIP

and traditional telephone services to run through an Internet connection.

Mobile Applications

One feature we suggest not compromising on is a mobile app. Does your cloud-based VoIP provider

offer a mobile app to let you take the functionality of the phone system wherever you go? Since your

phone service is already hosted on the cloud, this feature is a must-have to increase the mobility and

flexibility of your small business. You can use the app to make and receive calls, send and receive

faxes and texts, set up and join conference calls, configure phone system settings, notifications, and

voicemail—all under your work number. It also allows you to bring your own device to work, reducing

total cost of ownership for devices while improving employee productivity.

Conferencing

Conference calling is an essential function for any business telephone system. But it can be critical

for growing small businesses that need better communication tools to achieve success. If you have

employees working from home or in different geographic locations, teleconferencing can save your

business time when resolving an urgent issue.

VoIP audio conferences allow callers to connect

to a conference bridge via their telephones or

computers. Paired with a hosted PBX, VoIP

teleconferencing uses packet switching to see

small pieces of data through your business’s

Internet connection. Make sure you find a VoIP

provider that allows external calls to connect to a

conference bridge.

Auto-Receptionist

Also called an auto-attendant, the auto-receptionist feature in a small business PBX phone service

is a voice menu system that allows callers to be transferred to an extension without going through a

telephone operator. This service also usually includes a dial-by-name directory, allowing the caller

to press a key to automatically ring the extension of a user. The benefits to these features are pretty

obvious. You won’t have to hire someone to sit at a desk and answer incoming calls just to transfer

them to the right employee. You save money by avoiding new hires and look like a larger company

with many employees.

HOW TO MAKE AN AFFORDABLE AND TIMELY SWITCH

After considering the benefits that come with switching to a VoIP service provider and adding up the

must-have features your business needs, it’s time to make the transition. Here are the 4 quick steps it

takes to get your small business set up with VoIP.

1. Optimize Your Internet Connection

Since voice communication will be traveling through your Internet connection, it is critical you have

fast, reliable service. Work with your Internet provider to ensure your network is optimized to handle

the additional broadband use. One VoIP service provider, VOXtell, actually does an on-site audit of

your Internet setup to analyze its capacity. Any settings that need to be configured are handled on the

spot and at no additional cost.

2. Partner with a VoIP Provider

Now you need to actually pick a VoIP service provider. We suggest shopping around for options that

fit your unique business communication needs. Like we mention above, price is important but should

not be the ultimate deciding factor. Features like 24/7 customer support and mobile applications are

deal-breakers regardless of price. So make sure you look at the whole spectrum of providers and

don’t fall into the “large, national brand” trap. Below, we’ve compared the above mentioned VOXtell

against its competitors.

FEATURES

FREE On-Site Network Audit

FREE Personalized VoIP Next-Day Installation

Contract Monthly 3 Years Monthly Annual

Mobile App

24/7 Customer Support

User Capacity 1-100 5-40 Unlimited 1-100

Supports All Major Phones

Risk-Free 30 Day Trial

Monthly Charge Per User (1-4 users) $29.95 $35 $50 $32.95

3. Order the Perfect Equipment

If your small business doesn’t already have IP phones, it’s time to pay a one-time equipment fee

to get your hands on some office phones. There are many options for you to choose from, making

customization easier than ever. You can find the perfect desktop phone system, conference room

intercom, or even a mobile device to handle work calls on-the-go. For the widest range of options,

make sure your VoIP service provider supports all major phones. You may have to order and have the

phones shipped to you, or you can choose a VoIP service provider that offers next-day installation,

like VOXtell.

4. Transfer Your Number

It makes sense that an established business would want to keep its phone number, even when

switching the technology. Talk to your VoIP service providers to see how long the number porting

process takes. Some companies estimate minutes, others weeks. Plan ahead so your transition can

be as seamless as possible when the new phone system is installed.

At this point you should be ready to make the switch from traditional landlines to VoIP services. You

know the difference between landlines and VoIP and the many benefits and features you can take

advantage of when switching. You’re ready to save money, grow your business, and get more from

your business communication. The Federal Communications Commission (FCC) predicts landlines

will for the most part cease to exist by the year 2020. Don’t wait until the last minute to upgrade your

business’s phone system. Make the switch today and see what VoIP can do for your small business.

7901 Kingspointe Parkway, Suite 20 | Orlando, FL 32819

P: 1.844.869.8355 | O: 407.288.8142

info@VOXtell.com | VOXtell.com

ABOUT VOXTELL

VOXtell delivers a robust cloud-hosted business VoIP phone system, enabling small

to mid-sized business to do more and better serve customers. Our service can be

described in six words: simple, affordable, mobile, unlimited, complete, and reliable.

WE’RE DEDICATED TO HELPING YOU GROW

Our cloud-based business phone solutions give you the freedom to work anywhere

and provide your company the tools it needs to succeed. Being able to manage

and control your accounts online, as well as call recording features for training and

compliance are just some of the options available to you through VOXtell.

WE’RE REAL PEOPLE

Unlike some business VoIP service providers, our company is based completely within

the United States. We are equipped with a knowledgeable and helpful staff on-site to

assist you with your complete VOXtell experience.

WE’RE TECHNOLOGY DRIVEN

The technology we use at VOXtell was built from the ground up, allowing us to quickly

fix any issue, create new features, customize the system to your needs and do so

much more for our customers that other VoIP services simple can’t.