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IT News from SNH

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Your VoIP Phones Aren’t the Problem—Your Network Is

Business VoIP phone systems can save money—but only if they’re properly sized, regularly reviewed, and supported by the right network. Many organizations overpay for unused licenses, outdated contracts, or poorly designed setups that create hidden costs in downtime and productivity. Businesses should formally evaluate their VoIP contract every 12–24 months, or sooner if usage, staffing, or technology has changed.

Why VoIP Phones Became the Business Standard

VoIP (Voice over IP) phones replaced traditional phone systems because they:

  • Lowered upfront hardware costs

  • Offered flexible scaling as teams grow or shrink

  • Enabled remote and mobile work

  • Integrated with modern tools like Teams, CRM systems, and call queues

But while VoIP can reduce costs, many businesses assume that once it’s installed, it’s automatically optimized. That’s rarely the case.

How Often Should You Evaluate Your VoIP Contract?

Most businesses sign VoIP contracts and then forget about them—sometimes for years.

A good rule of thumb:

  • Annually: Quick internal review of usage and costs

  • Every 12–24 months: Formal contract and system evaluation

  • Immediately: If you experience growth, downsizing, poor call quality, or repeated support issues

VoIP should evolve with your business. If your phone system hasn’t changed but your business has, you’re likely wasting money—or risking reliability.

Common Ways VoIP Costs More Than You Think

The monthly bill is only part of the picture. Hidden costs add up quickly.

1. Paying for Unused or Misaligned Licenses

Many companies:

  • Pay for more extensions than they actively use

  • Keep licenses for former employees

  • Overpay for premium features no one uses

A review often reveals immediate, no‑impact savings.

2. Poor Call Quality = Lost Productivity

Dropped calls, delays, and choppy audio don’t always show up as a line item—but they cost real money.

Hidden costs include:

  • Time wasted repeating conversations

  • Missed or dropped client calls

  • Frustrated staff and customers

In most cases, the root cause isn’t the VoIP carrier—it’s the internal network or Wi‑Fi.

3. Lack of Network Prioritization (QoS)

VoIP requires consistent, prioritized traffic. Without proper Quality of Service (QoS):

  • Voice traffic competes with video, downloads, and cloud apps

  • Call quality drops during peak usage

  • Businesses compensate by buying more bandwidth than they actually need

A managed network often saves more than a faster internet plan.

4. Support Gaps and Finger‑Pointing

When VoIP, internet, and Wi‑Fi are managed by different vendors, problems stall.

Common scenario:

  • Phone provider blames the network

  • ISP blames internal equipment

  • Internal team is stuck coordinating vendors

The cost isn’t just frustration—it’s downtime and delayed resolution.

Why Stable Internet and a Strong Internal Wi-Fi Network Are Critical for VoIP

VoIP phones don’t operate independently—they are completely dependent on your internet connection and your internal network.

Even the best VoIP provider cannot overcome:

  • Unstable or oversubscribed internet circuits

  • Poor Wi-Fi coverage or interference

  • Improperly configured switches or firewalls

For VoIP to work reliably, three things must be true:

1. Stable, Business-Grade Internet

VoIP requires consistency more than raw speed.

Key requirements include:

  • Low latency and jitter

  • Minimal packet loss

  • Reliable uptime, especially during peak hours

Businesses often discover that upgrading to a faster plan doesn’t fix call issues if the connection itself is unstable.

2. Properly Designed Internal Network

Inside your building, voice traffic must be protected.

This includes:

  • Quality of Service (QoS) to prioritize voice traffic

  • Properly configured switches and firewalls

  • VLANs that separate voice from data and guest traffic

Without this, voice competes with video meetings, file uploads, and cloud apps—leading to dropped or distorted calls.

3. Reliable Managed Wi-Fi for Phones and Softphones

Cordless handsets, mobile apps, and softphones live on Wi-Fi.

A managed Wi-Fi network ensures:

  • Strong signal coverage where calls actually happen

  • Seamless roaming without dropped calls

  • Capacity planning as devices and users increase

Unmanaged or consumer-grade Wi-Fi is one of the most common causes of VoIP complaints.

When internet, internal network, and Wi-Fi are designed and managed together, VoIP becomes predictable, reliable, and scalable.

Where VoIP Can Actually Save You Money

When properly designed and managed, VoIP delivers real ROI.

Centralized Management

  • One platform for users, numbers, call routing, and reporting

  • Faster onboarding and offboarding

  • Reduced IT and admin time

Scalable Licensing

  • Adjust seats up or down as staffing changes

  • Avoid long‑term overcommitment

Integrated Features

  • Auto attendants and call queues

  • Mobile and desktop softphones

  • Voicemail‑to‑email and call analytics

Savings come from alignment—not just lower per‑seat pricing.

Your MSP’s Role in Business VoIP Success

A Managed Service Provider (MSP) ensures your VoIP system actually performs.

An MSP with VoIP expertise:

  • Designs the network to support voice traffic

  • Implements VLANs and QoS

  • Ensures Wi‑Fi stability for cordless and softphones

  • Monitors call quality and performance

  • Coordinates directly with your VoIP carrier

This eliminates guesswork and finger‑pointing while improving uptime.

Ready to Review Your Business Phone System?

VoIP phones can absolutely save businesses money—but only when contracts, licensing, and network design are reviewed regularly.

At SNH Technologies, we help businesses evaluate VoIP contracts, optimize call quality, and align phone systems with managed Wi‑Fi and network management.

We’ll help you understand what you’re paying for, what you’re actually using, and where improvements—or savings—are possible.

Schedule a VoIP & Network Review
Russell HaleSNH TECHNOLOGIESphone system, smartphones, business tech, managed wifi