How to Approach VoIP Telephones, Phone Lines, and Phone Numbers
Posted on Thu, Oct 27, 2011 @ 05:02 AM
Even though telecommunications has moved irrevocably to a new universe of virtualization, many people still think of a phone line as the same thing as a phone number. In other words, if I want a phone number, I need to have a phone line - and vice versa. And while this can be true, it doesn't have to be . . . which is all part of the range of flexibility of VoIP and where it parts ways with old world phone systems.
So how are things different with VoIP and SIP? Keep in mind that this is just a basic outline because many other items should be considered (user friendliness for both the administator and the user; license fees - some companies will charge you an annual licenese fee for EACH voicemail box, or adding an extension, or changing a hunt group, or many other things); hardware (excercise good judgment if you need more than a server and phones); and there is much more). But let's open up the possibilities on this subject!
1. Phones. Generally speaking, think of an IP phone as a small computer that can make and receive voice calls. One device can receive as many simultaneous calls as it can be designed to handle (usually no more than 6 because people simply don't have a need for it - call center applications are another topic). Importantly, you need to choose a phone that does NOT have proprietary code on it - otherwise you will be locked into that system forever (i.e., the phones will ONLY work with a particular system because their PROPRIETARY code is designed for this - my suggestions is to use open standards phones that are compatible with many systems so you don't accidentally limit your company's options). Get this in writing - a salesman will tell you anything. Test the phone AND the desktop software with the person who will actually be using it (an IP system isn't an IP system if it doesn't have desktop software). The user may find it difficult to use with your business processes and you may uncover things you weren't previosuly looking for (ex. the desktop software was so cumbersome for one office that they had to buy TWO monitors for heavy phone users in the office - one for the usual computer work, the other for the desktop software - and they found this out AFTER the purchase).
2. Phone Lines. There is no longer a "one phone line, one phone number" situation (unless you are a single-person office - and even that isn't always true). And for the most part, in the IP world the term "phone line" is obsolete because your computer network will take their place. Another way to think about this is that you can have as many phone lines as you want and they can ring at any location and in any order anywhere and all of this is through a single internet connection. When reviewing the capabilities of IP systems, be sure to check for any fees associated with additional "call appearances".
3. Phone Numbers. Telephone numbers are extensions from an IP system. What does that mean? They can exist anywhere, even without a device (callers can call a system, hear a phone ring, and leave a voicemail which can be retrieved by the owner later). Telephone numbers can also be moved around from phone to phone and device to device. If you add an employee, simply connect the phone and add the number. If you have a new employee at an existing phone simply change the extension at that phone. And you can have multiple telephone numbers ring on multiple devices! The IP world is so cool for productivity.
Seems easy enough. So what could go wrong? Well, you probably see many things that could go wrong if you don't have an expert involved. What if a phone number is ringing to the wrong phone? What if the incoming caller can't hear the person they are calling? What if the phones are ringing in the wrong order or there is a delay between when a call is transferred and then the first ring is heard (callers tend to hang up after a few seconds)?
Call or email Atris and a VoIP expert will answer your questions - info@atris.biz or (800) 724-3384.