The UK’s traditional landline network is shutting down by 2025. That means the PSTN (Public Switched Telephone Network) many small businesses still rely on will no longer exist. For SMEs, this change can feel daunting. But moving to VoIP is not only essential, it is also a chance to upgrade to a more flexible, cost-effective system. The migration process is simpler than many imagine, and with the right plan in place, it can transform the way your business communicates.
In this guide, we will explain how to manage the transition from PSTN to VoIP step by step, highlight common challenges, and share practical advice on ensuring your new system works seamlessly.
Key Takeaways
- PSTN lines will be switched off in 2025, making VoIP the default replacement.
- A successful VoIP installation requires assessing connectivity, choosing the right provider, and planning migration carefully.
- With the right setup, VoIP saves costs, improves flexibility, and unlocks modern features for SMEs.
Step 1: Understand the Shift from PSTN to VoIP
The PSTN has been the backbone of UK telephony for decades, but it is outdated and expensive to maintain. The move to VoIP means:
- Calls will run over the internet rather than copper lines.
- Businesses gain access to features like voicemail-to-email, call recording, and auto-attendants.
- Costs are predictable with per-user monthly fees instead of separate line rentals.
This makes VoIP installation an opportunity to modernise rather than just a mandatory replacement.
Step 2: Assess Your Current Setup
Before migrating, businesses need to evaluate whether their existing infrastructure can support VoIP. Key considerations include:
- Internet connection: Reliable broadband or fibre is essential for call quality.
- Devices: PCs, smartphones, or VoIP desk phones can all be used.
- Headsets and accessories: These improve call clarity for staff working on laptops or desktops.
circle.cloud helps SMEs carry out readiness checks to ensure the switch is smooth and disruption-free.
Step 3: Plan Your VoIP Installation
The success of a migration depends on careful planning. Steps include:
- Choosing the right VoIP provider based on features, budget, and support.
- Deciding on the number types you need (local, national, freephone).
- Mapping call flows so incoming calls reach the right team quickly.
- Scheduling the switch at a time that minimises disruption.
Providers like circle.cloud can port your existing numbers so customers won’t even notice the change.
Step 4: Carry Out the Migration
Once the groundwork is done, VoIP installation is usually quick. The process often includes:
- Setting up apps on mobiles, laptops, or VoIP phones.
- Configuring features such as voicemail, call forwarding, and auto-attendants.
- Testing the system thoroughly before going live.
circle.cloud provides hands-on support during migration, ensuring businesses avoid downtime.
Step 5: Train Staff and Optimise
The last step is often overlooked but vital. Staff should be trained on using new features and encouraged to adopt them fully. This ensures your business makes the most of its VoIP system. Over time, analytics can be used to refine call handling and improve customer service.
Common Misconceptions About VoIP Migration
- “VoIP is less reliable than PSTN.” In reality, VoIP call quality is usually better if you have stable broadband.
- “VoIP installation is complicated.” With the right provider, it is straightforward and often completed in days.
- “We will lose our old number.” Existing numbers can be ported easily to VoIP.
The Bigger Picture: Why This Matters
The PSTN switch-off is not just a technical change. It is part of a wider move toward digital infrastructure in the UK. By migrating now, SMEs not only avoid disruption but also gain competitive advantages, such as:
- Lower monthly costs compared to landlines.
- Flexibility for hybrid and remote teams.
- Access to future innovations like AI call transcription and advanced analytics.
Conclusion
Migrating from PSTN to VoIP may feel like a big step, but with the right approach, it is straightforward. By assessing your needs, planning carefully, and working with an experienced provider, you can complete your VoIP installation smoothly and benefit from a system that is cheaper, more flexible, and future-ready.
At circle.cloud, we specialise in helping SMEs through this transition. Whether you are starting the journey or ready to switch, our team can guide you every step of the way.
FAQs
1. Do I need new hardware for VoIP?
Not always. Many SMEs use existing computers and smartphones with VoIP apps. Desk phones are optional.
2. How long does VoIP installation take?
Most small businesses can migrate in a matter of days once broadband and devices are ready.
3. Can I keep my existing phone number?
Yes. Numbers can be ported from PSTN to VoIP providers like us.
Reach Out to Us
Is your business prepared for the PSTN switch-off? If you are considering a VoIP installation, circle.cloud can help you plan and execute the migration smoothly. Get in touch with us today and let us make the transition simple and stress-free.