For small and medium-sized businesses (SMBs) seeking to cut costs and boost flexibility, Voice over Internet Protocol (VoIP) has been a game changer. VoIP is a telephone technology that doesn’t use traditional phone lines; instead, it uses the internet. Imagine transmitting your voice like sending an email — it’s fast, affordable, and digital. You can use VoIP with computers, smartphones, or VoIP-enabled desk phones to stay connected with your clients and team members. By enabling such seamless communication, VoIP helps SMBs remain agile and competitive in today's demanding market.
But to enjoy the many advantages of VoIP, you need to know the seven common mistakes when setting up or managing your VoIP systems and how to avoid them.
Mistake #1: Putting up with slow or unstable internet connection
VoIP requires a strong internet connection. If your bandwidth is too low, or you have an unreliable connection, then you’ll experience dropped calls, crappy sound quality, and lag.
Fix: Get an internet plan that can handle the number of concurrent calls your team makes. A good rule of thumb is to allocate a minimum of 100 Kbps per call, though adding more bandwidth won’t hurt. You may also look into using a dedicated VoIP VLAN (virtual LAN) to prioritize voice traffic.
Mistake #2: Skipping a professional network assessment
Jumping into VoIP without assessing if your network is ready to handle the technology is like upgrading your car’s engine without checking if the tires can handle high speeds. Without a robust network, your VoIP system will never perform at its best.
Fix: Hire a managed IT services provider (MSP) to assess your network before switching to VoIP. By identifying any bottlenecks or compatibility issues, the MSP can help you save time and avoid call quality problems down the road.
Mistake #3: Relying too much on Wi-Fi
Wi-fi is convenient but not ideal for VoIP, especially in busy office environments where interference and signal drops are a common problem.
Fix: For better, more stable connections, use wired Ethernet for all VoIP desk phones whenever possible. But if Wi-Fi is needed (for mobile users), then invest in high-quality business-grade access points and keep VoIP devices on a separate, dedicated wireless network.
Mistake #4: Ignoring QoS settings
If your router’s QoS (Quality of Service) settings aren’t properly set up, your voice traffic will end up competing with all of your other internet activities, such as accessing business systems, downloading huge files, or updating software.
Fix: Set up your network to give VoIP traffic priority, which lowers packet loss, jitter, and latency. This can be done for you by your MSP.
Mistake #5: Overlooking security
VoIP systems are susceptible to denial-of-service (DoS) attacks, phishing, and call hijacking, among other cyberthreats, particularly if they are not well secured.
Fix: Fortify your cybersecurity by installing firewalls and intrusion detection systems, using strong passwords, and turning on encryption. What’s more, consider partnering with an MSP that prioritizes security.
Mistake #6: Not planning for power or internet outages
VoIP requires both power and the internet to function. Both must be accessible; if not, your phones will malfunction.
Fix: Set up your phones and networking devices with battery backups (UPS), and consider a failover option, such as sending calls to mobile phones in case of disruptions.
Mistake #7: Choosing the wrong VoIP provider
Not all VoIP service providers are made equal. Some have modest initial costs but subpar call quality, little functionality, or terrible customer service.
Fix: Seek out a local MSP such as Kortek Solutions. Their IT experts have the necessary knowledge and experience with VoIP systems for SMBs in Las Vegas and Clark County. What’s more, a trustworthy MSP partner will customize the system to your business’s particular needs and provide continuing support.
When implemented the right way, VoIP is a powerful tool. That’s why it’s important to avoid these seven common VoIP mistakes to save you from downtime, lost business, and headaches.
Whether you’re running a real estate agency in Henderson or a law firm in downtown Las Vegas, and you’re unsure if your VoIP setup is optimized, we at Kortek Solutions can help. Contact us today — we’ll help your business communicate smarter.