Subtitle

VoIP Migration
Strategy
Keys to a Successful
Planning and Transition

VoIP Migration Strategy | Compare Business Products 2014

Contents
Introduction ..................................................................................................................................... 3
VoIP Defined ................................................................................................................................ 3
Why Are Businesses Opting to Migrate to VoIP? ........................................................................ 3
What to Consider When Preparing to Switch ................................................................................. 3
Important Questions to Ask VoIP Service Providers ................................................................... 3
Cost-Effectiveness, Mobility, and QoS ............................................................................................ 5
Cost-Effectiveness ....................................................................................................................... 5
Mobility Options .......................................................................................................................... 6
The Importance of Quality of Service (QoS) ................................................................................ 6
Research, Compare and Select the Right VoIP Service ................................................................... 7
IP PBX ........................................................................................................................................... 7
Managed IP PBX........................................................................................................................... 8
Hosted IP PBX .............................................................................................................................. 8
Planning and Making the Migration to VoIP ................................................................................... 9
Training ........................................................................................................................................ 9
LAN Assessment .......................................................................................................................... 9
Why Migrating to VoIP is a Good Choice....................................................................................... 10
The Future of VoIP in the Workplace ............................................................................................ 10
References: .................................................................................................................................... 12

VoIP Migration Strategy | Compare Business Products 2014

Introduction
VoIP Defined
Voice over Internet Protocol (VoIP), at its very essence, is an Internet connection that
uses a telephone line. With VoIP, digital data is formatted with Internet Protocols and
data packets are sent along the analog phone lines.
VoIP includes voice, data, and video conferencing. Data conferencing is done via
whiteboard applications, where text and documents are shared in real time so
employees can go over the materials together. It can be used with audio and video
conferencing sessions.

Why Are Businesses Opting to Migrate to VoIP?

With the number of different types of PBXs to choose from, VoIP has become an
important alternative for many types of businesses. VoIP significantly lowers
telecommunications costs, and merges voice and data networks into one seamless
system. VoIP also creates a platform for easy one-click communications and
conferences, which enable remote employees to collaborate on projects without having
to be in the office. VoIP apps are designed with the user in mind, they are easy to
manage and control. Even better, VoIP is readily scalable, which allows businesses to
add or eliminate phone lines with ease.

What to Consider When Preparing to Switch

Important Questions to Ask VoIP Service Providers

How can their VoIP be used by the business?

What important benefits and features will it provide that traditional PBX services
dont?

VoIP Migration Strategy | Compare Business Products 2014

Is VoIP compatible with the business's current telecommunications equipment

and networks?

Is it easy and quick for employees to learn?

Are all the features offered necessary, or is it possible to get a smaller, more
cost-effecient VoIP package that only has what the company needs? Is the
service scalable? Can more phone lines be added over time at minimal cost to
the business?

Is the service reliable over a long period of

time? What do current or former customers
say about the VoIP service provider in their
reviews? Often, a good hint as to whether or
not a VoIP service is reliable will be given in
the reviews.

Is VoIP compatible with the companys current data network? Will the VoIP
program work with the app infrastructure?

Are the VoIP service provider fees comparable with other vendors, or is there a
better, cheaper, service available to use? What is their billing structure, and are
there any hidden fees?

What type of devices will need to be purchased, or rented, in order to use VoIP?
Leasing eliminates future costs of upgrading obsolete equipment when new
products are released.

What kind of security does the VoIP provide? Does the VoIP service have
standard firewalls, or do they have custom made security protocols to ensure that
proprietary or sensitive information, such as credit card account numbers,
remains confidential?

Does the VoIP service has a transition app that will transfer all saved phone
numbers and auto-features on the existing phone lines and move them over to

Careful consideration
prior to signing on a
contract will ensure
that the chosen VoIP
service provider is a
reputable source.

VoIP Migration Strategy | Compare Business Products 2014

the new PBX service? This feature, if provided, is a time saver for small and
medium sized businesses, as it doesn't require a user to manually input clients
and employees contact information.

Cost-Effectiveness, Mobility, and QoS

After the initial decision to migrate to VoIP has been made, there are many things to
consider when looking for a service provider, such as cost-effectiveness, mobility
options, and Quality of Service (QoS).

Cost-Effectiveness
Selecting a VoIP service provider may prove to be a daunting task at first, because there
are so many providers out on the market now. One of the main things to consider when
selecting a VoIP service is cost-effectiveness. Is it cheaper to go with a VoIP company
whose apps are minimalistic, or does your company require more from its VoIP service?
Initial start-up costs for VoIP include installation, employee training, and maintenance
fees. Installation of a VoIP network is typically a one-time service fee that is added to the
first monthly bill. This fee will vary, depending on
Keep in mind that
whether or not a new LAN network needs to be
installation will require
installed in the office.

routers, phones, and

Often, a service technician will be able to

networking equipment
configure connections and use existing telephone
such as Ethernet
lines in the building; eliminating the need to pay
cables, and webcams
for costly rewiring of a network. However, if the
for video conferencing.
current network does not have the required
upload/download speed, a new router or network
that can handle the data speed of the VoIP service will need to be installed.
VoIP service providers should have a list of what all of these things will cost. If they
aren't up front about how they do their billing, then consider an alternative service that is
more friendly and honest with its customers.

VoIP Migration Strategy | Compare Business Products 2014

Mobility Options
VoIP enables remote desktop work, so employees can get business done without having
to be tied to a desk at the office. VoIP can be used on traditional computers, laptops,
tablets and smart phones: an employee can be in constant contact with customers and
supervisors, to ensure fast and efficient service.
This saves money for businesses that wish to enable telecommuting, as the majority of
the workforce will not require a large rented building to work from and they can work
from home instead to save overhead costs.
VoIP also allows connecting offices that are located in different areas of the country.
This is especially useful for customer service phone calls, as the calls can be routed
from an office that is closed, to one in a different time zone that is still open.
Using VoIP also reduces long-distance phone call costs. Since the calls are placed over
the Internet, instead of a traditional phone land-line, there is no long distance toll applied
to the calls.

The Importance of Quality of Service (QoS)

Essentially, QoS is how well a voice call is received and sent out. The voice call is
turned into a data packet that is sent to the receiving computer of the VoIP call.

Average Required VoIP

Bandwidth:
85-100 kilobits/second for
uncompressed VoIP calls
25-35 kbps for
compressed calls

VoIP Migration Strategy | Compare Business Products 2014

If there is too much data traffic, such as video feeds from conference apps, or massive
emails, this can cause a delay in sound, stuttering, or jittering of the VoIP call. Make sure
that the IT specialist programs the VoIP priorities so that the calls are given the most
bandwidth by the app. If the current network has slow upload/download speeds, it will
need to be replaced with current, and faster, networking equipment.
The choice of a VoIP service provider can also affect QoS. Some vendors are more
reputable than others, so it's important to see what other customers are saying about
their products prior to purchasing it.
Another option to consider is hiring an IT representative. While the idea of initially hiring
IT reps to work on-site on a regular basis may seem like a money sink, it saves
businesses money by not having to call in service to expensive IT firms that charge $300
and up per hour to come in and fix a phone line.

Research, Compare and Select the Right

VoIP Service
There are four different types of VoIP to consider: IP PBX, Managed IP PBX, Hosted IP
PBX, and Converged Voice and Data Service.

IP PBX
Small businesses may want to consider using an Internet Protocol Private Branch
Exchange (IP PBX). An IP PBX works like a traditional phone switching system used to
manage phone calls, it is connected to the main phone line, and with the help of user
selected settings, it will route incoming calls to extension lines. It manages multiple
phone lines in the office, and routes internal and external calls to the proper extensions.
This type of VoIP services utilizes a computer server to manage all phone calls, and
uses a console to manually control the calls.

VoIP Migration Strategy | Compare Business Products 2014

Managed IP PBX
A managed IP PBX is a VoIP service that is maintained and managed by the service
provider it is purchased from. Managed IP PBXs are rented out; the service provider
charges a flat monthly rate based on the
number of phones or telephone lines that are
Managed IP PBX and Hosted
utilized.
IP PBX are sometimes used
This service is convenient as the provider not
only installs the equipment, it maintains,
upgrades, and fixes any problems that may
arise during usage. It is like having insurance
on the telecommunications system; the
business pays a monthly fee and in return, it
is protected from VoIP system failures as the
service provider is always available to fix any
problem.

Hosted IP PBX

interchangeably to mean the

same type of service.
However, they are not the
same. Managed IP PBX
servers are kept on-site,
whereas Hosted IP PBX
servers and the equipment
that runs them are at a
remote location, and the
VoIP connects to it via the
Internet.

Also called Virtual PBX, the Hosted IP PBX is a remote service, wherein service
providers allow businesses to rent servers and equipment that route phone calls, and
switch lines for call transfers. This equipment works with IP PBX and traditional land
lines.
All management of a hosted VoIP is done by the service provider at a remote location,
which frees up valuable office space, and reduces rent and heating/ cooling costs for a
business.
Like managed IP PBX, hosted IP PBX relies on the service provider's employees to
maintain the quality of service so that no phone calls are dropped during use.
Overall hosted IP PBX services tend to be the cheapest form of VoIP for businesses, as
there is a minimal need to purchase new telecommunications equipment.

VoIP Migration Strategy | Compare Business Products 2014

Planning and Making the Migration to VoIP

Once a VoIP service is chosen, and a reliable service provider has been contacted, a
business must select the number of phone lines and other IP PBX features that
employees will require to get their jobs done.

Training
Not just IT staff needs to know how to use all of the functions of the new VoIP
applications. All employees need to learn how to use the new VoIP system, according to
their function and specific use, so it is important have a training plan in place. Things like
learning about the VoIP features, how to troubleshoot problems like dropped calls, and
so on, can save a lot of time and frustration for future clients that are placing VoIP calls
to your business.
Depending on the types of features selected for the VoIP service, a business may need
to set aside time to train employees on how to use them. Features such as video
conferencing or data sharing with a whiteboard application may require some dedicated
payroll hours for people to learn how to use them.

LAN Assessment
Once a VoIP service provider is selected, they often offer to assess existing LAN
systems to see if they need to be replaced before the VoIP equipment is installed. The
parameters that are looked at are network performance, such as up and download
speeds, the availability of the network, and if it can be scaled, or added onto without any
adverse effects, the average bandwidth that the LAN can handle during normal hours,
and peak hours when a lot of data traffic occurs.
Often, LAN systems need to be updated to new equipment, such as routers, that can
handle the increase in data traffic caused by voice calls and video conferencing done
with the VoIP apps.

VoIP Migration Strategy | Compare Business Products 2014

Businesses with pre-installed LAN systems will need to have them checked for QoS
parameters to determine if the lines can handle VoIP phone calls without having them
lose sound.
It may be possible to run a VoIP network over digital PBX wiring that has been
previously installed. Some VoIP providers have equipment that can transform digital and
analog data signals, allowing the business to patch the VoIP system into Cat3 wiring to
create a hybrid VoIP system.
Once the LAN is assessed, required equipment such as standard VoIP phones,
gateways/routers, and other devices as needed are installed. Businesses have a choice
of renting or purchasing VoIP office phones from the service provider.

Why Migrating to VoIP is a Good Choice

While traditional landlines are still in use today, the speed and versatility of VoIP
services points to traditional phone companies having to make the move to becoming
VoIP providers in the future. Hybrid PBX services, that use traditional phone lines to
send data packets for phone calls, will most likely be the next step in evolution in the
telecommunications field.

The Future of VoIP in the Workplace

Wireless VoIP uses WiFi networks to connect to VoIP services. WiFi is a relatively new
development in VoIP. Wireless VoIP phones are cell phones that can use WiFi networks
to connect to the Internet. Like regular VoIP phones, these phones send data packets.
The only difference is that they are connected via wireless receiver. They typically do not
use a lot of bandwidth to place calls on. However, if they are used in an area with a lot of
other types of data traffic, such as video conferencing over WiFi, QoS will suffer and
voice calls will experience breaking up or dropped calls.

VoIP Migration Strategy | Compare Business Products 2014

10

Internet hotspots can be used to eliminate this problem, and they can be programmed to
make voice calls a priority, which gives the data packets a larger share of the data
stream or bandwidth used during a phone call. This improves QoS, and ensures that
communications aren't interfered with.
Needless to say, migrating to VoIP services now will help businesses stay ahead of
competitors that believe that changing from traditional PBX to IP PBX is too expensive.
As more businesses transition over to VoIP, service providers will become more
competitive in their effort to gain more clients and this of course, will drive the cost of
VoIP services for businesses down.
Whether older telecommunications companies agree or not, VoIP is here to stay.

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Retrieved June 28, 2014
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http://www.voip-info.org/wiki/view/Managed+PBX
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Wilson, Tracy, How Wifi Phones Work, (n.d.) How Stuff Works, Retrieved July 1, 2014
http://electronics.howstuffworks.com/wifi-phone3.htm

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