Desk Phone Vs VoIP: How To Make The Switch

Emma Lewis, bOnline

Every day is different in business and phone systems need to keep up with the pace. The trusty traditional desk phone now holds businesses back, not to mention landlines being phased out by 2027.

Voice over Internet Protocol (VoIP) offers a modern alternative: more flexibility, lower costs and features that support remote work and collaboration. If you’ve been on the fence about making the switch, here’s why now is the perfect time to leave the desk phone behind and embrace VoIP.

What Is VoIP And How Does It Differ From A Desk Phone?

VoIP is a technology that turns your voice into digital data and sends it in ‘packets’ over the Internet instead of via dedicated telephone lines or mobiles. A landline desk phone typically depends on wiring, fixed lines and hardware tied to a physical location.

VoIP on the other hand can be delivered via cloud‑based systems or hosted on your servers, and often works through software (softphones), mobile apps, tablets or any device with a reliable internet connection. This makes it ideal for working remotely.

What Are The Benefits Of Switching To VoIP?

Mobility and remote work support – One of VoIP’s biggest strengths is that it lets you make and receive calls from anywhere. Remote staff or travelling employees can use mobile apps, laptops or tablets, with no need to be tethered to a desk. This can bring real flexibility and is often attractive to employees too.

Cost savings – VoIP can dramatically reduce costs. Without the infrastructure of traditional phone lines, you cut hardware, wiring and maintenance expenses. Also, many VoIP providers offer very competitive pricing for local, national and especially international calls. The savings can really add up too, with no expected bills or roaming charges.

Business-friendly features and integration – VoIP systems come packed with features that go beyond ordinary call making. Think call menus and call forwarding, video conferencing, CRM integration, call recording, hold music, access to call analytics data and much more. All these tools help streamline communication which in turn increases productivity. 

Scalability – Business on the grow? Or maybe you’re thinking of winding things down a bit? VoIP scales up or down more easily than fixed‑line systems. Adding new users or locations often takes just minutes and little to no new hardware. You pay only for what you need. It’s good for businesses with seasonal staff, as well as startups, franchises or remote teams. 

Business continuity and disaster recovery – In case of power outages, natural disasters or simply moving offices, VoIP lets you reroute calls, use mobile devices or have fallback systems in the cloud. That means fewer worries about downtime and less disruption to customer experience if the unexpected happens.

Better sound quality and reliability – Earlier VoIP had issues with dropouts, lag and latency. Today’s internet speeds, advanced codecs and improved network infrastructure mean VoIP can often deliver voice quality that rivals or surpasses traditional landlines – especially in well‑provisioned networks.

What To Look Out For And How To Choose A Good VoIP Provider

Switching to VoIP isn’t totally risk‑free and there’s no one-size-fits all solution. It really depends on several factors, as well as your business needs. Here are things to check:

1. Internet connection quality: Bandwidth, latency and reliability matter. A weak connection undermines VoIP performance. For best VoIP performance, you really need 4G, 5G or fibre Wifi
2. Security and encryption: Look for providers that offer encryption, secure protocols and good identity management. VoIP connections should be as secure as any other business‑critical communication system
3. Support and uptime guarantees: Make sure your provider offers good support, especially during migrations, and guarantees strong uptime in SLAs
4. Features that matter to your team: If remote working is key, mobile apps or softphone clients are essential. If customer service is your priority, perhaps call recording, call analytics or integration with a CRM will get the deciding vote
5. Scalability and flexibility in pricing: Pick a provider with flexible plans so that costs grow with your needs. Tip: Go for one that offers shorter contracts of, say, 12 months instead of longer 2-year ones. And if they offer a free trial, even better

What Are The Main Concerns People Worry About With VoIP?

Some businesses hesitate to switch to VoIP due to concerns about reliability, security and getting set up. Issues like call dropouts are usually resolved with a strong internet connection and a trusted provider that supports HD audio. Security worries can be addressed by using encrypted protocols and keeping systems updated.

Fears around losing a phone number (you can keep your existing number if you want to) or confusing customers are also concerns. However, these are eased through number porting and clear communication during the porting process. As for setup, most providers offer guided onboarding and you can often sign up online with no engineer visits in just a few minutes.

Why Now Is The Right Time To Switch To VoIP

The landline switch-off is fast approaching and many businesses risk being left behind by not making the move now to VoIP. The traditional telecom world is changing, with support and maintenance already being wound down across the UK for legacy phone systems. Switching early gives your business time to adapt without being forced and saves you a last-minute panic.

Remote and hybrid work, especially since the pandemic, is something that’s growing fast too. To support flexible working, communication must be equally flexible.

It’s a great time to save some money by switching to VoIP too. Hardware costs are coming down, internet speeds increasing and VoIP provider competition keeps prices attractive.