VoIP Migration Strategy

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Subtitle

VoIP Migration

Strategy

Keys to a SuccessfulPlanning and Transition

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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

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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 videoconferencing 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 havingto 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?

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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 thatproprietary 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 acontract will ensurethat the chosen VoIPservice provider is areputable source.

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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 clientsand 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 onwhether or not a new LAN network needs to be

installed in the office.

Often, a service technician will be able to

configure connections and use existing telephone

lines in the building; eliminating the need to pay

for costly rewiring of a network. However, if the

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.

Keep in mind thatinstallation will requirerouters, phones, andnetworking equipmentsuch as Ethernetcables, and webcamsfor video conferencing.

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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 VoIPBandwidth:

85-100 kilobits/second foruncompressed VoIP calls

25-35 kbps forcompressed calls

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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 surethat 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 savesbusinesses 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.

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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

utilized.

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

Also called Virtual PBX, the Hosted IP PBX is a remote service, wherein serviceproviders 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.

Managed IP PBX and HostedIP PBX are sometimes usedinterchangeably to mean thesame type of service.However, they are not the

same. Managed IP PBXservers are kept on-site,whereas Hosted IP PBXservers and the equipmentthat runs them are at aremote location, and theVoIP connects to it via theInternet.

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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 likelearning 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 canhandle the increase in data traffic caused by voice calls and video conferencing done

with the VoIP apps.

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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 themlose 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.

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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 datastream 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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The 10 Myths of Enterprise VoIP Migration, (n.d.) Citel White PaperSeries, Retrieved June 26,

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http://electronics.howstuffworks.com/wifi-phone3.htm