Have you ever wondered why so many small businesses are moving away from traditional phone lines? One of the main reasons is cost, but another is flexibility. With the UK’s traditional landline network being switched off by 2025, moving to a VoIP phone system is no longer a future decision. It is something every business will need to address. The good news is that setting up a VoIP system is easier than most people think.
In this article, we will walk you through the key steps to set up VoIP in your small business, what to expect, and how to avoid common mistakes along the way.
Key Takeaways
- Setting up VoIP requires the right internet connection, compatible devices, and a provider like circle.cloud.
- Small businesses can save money and unlock modern features by switching from landlines.
- Planning your setup properly ensures your system is scalable, reliable, and ready for future growth.
Step 1: Understand the Basics of VoIP
Voice over Internet Protocol, or VoIP, is simply a way of making calls over the internet instead of traditional copper lines. For small businesses, this means:
- Calls can be made and received from mobiles, laptops, or desk phones.
- Features like call forwarding, voicemail-to-email, and auto-attendants are included.
- Costs are predictable, with no line rental charges.
Choosing to set up VoIP is often the first step towards modernising business communication.
Step 2: Get the Right Infrastructure in Place
Before installing a system, you need to ensure your connectivity and equipment can handle VoIP calls.
Checklist for getting started:
- Reliable broadband: At least 10 Mbps download and 2 Mbps upload per user is recommended.
- Devices: Smartphones, laptops, or VoIP-enabled desk phones.
- Headsets: For teams using computers or softphones, headsets improve call quality.
circle.cloud helps SMEs review their existing infrastructure and advises if an upgrade is needed before deployment.
Step 3: Choose the Right VoIP Provider
Not all providers offer the same features or pricing. When you set up VoIP, think about:
- How many users you need.
- Whether you need advanced features like call recording or CRM integration.
- If your staff work remotely and require mobile or desktop apps.
For example, circle.cloud offers scalable packages tailored to SMEs. You only pay for the features and users you need, with the option to add more as your business grows.
Step 4: Configure and Test Your System
Setting up is usually straightforward. Providers supply apps or software for mobiles and laptops, or pre-configured VoIP phones if you prefer physical handsets.
Typical steps include:
- Installing the app or plugging in devices.
- Setting up call flows (e.g., directing calls to sales or support teams).
- Testing call quality and features before going live.
With circle.cloud, businesses receive hands-on support during setup to avoid disruptions and ensure everything works as expected.
Common Questions About Setting Up VoIP
Many SMEs worry about the change. Here are common concerns:
- “Will call quality drop?” With a stable broadband connection, VoIP calls are often clearer than landlines.
- “Is it expensive to switch?” VoIP usually lowers costs because there are no line rentals or high call charges.
- “Will my number change?” You can keep your existing numbers when you set up VoIP with circle.cloud.
The Future of VoIP for Small Businesses
The PSTN switch-off means that every UK business will eventually need to move away from landlines. Cloud-based systems are becoming standard, and new features are on the horizon:
- AI call transcription and analytics.
- Deeper integration with collaboration tools like Microsoft Teams.
- Smarter routing for hybrid and remote working.
Setting up VoIP now gives SMEs a head start and helps avoid being caught out by the landline switch-off.
Conclusion
Knowing how to set up VoIP in your small business can save you money, improve flexibility, and future-proof your communication. It is not as complex as it sounds, and with the right provider, you can be up and running quickly.
At circle.cloud, we specialise in helping small businesses transition smoothly from outdated landlines to modern VoIP solutions. Whether you are a team of five or fifty, we make the process simple, affordable, and tailored to your needs.
FAQs
1. How long does it take to set up VoIP?
Most small businesses can be fully operational within a few days once broadband and devices are ready.
2. Can I use my existing phone with VoIP?
Yes. Many desk phones are compatible, and apps allow you to use mobiles and laptops too.
3. Do I need technical knowledge to manage VoIP?
No. Most systems are managed through easy-to-use dashboards. circle.cloud provides support if needed.
Reach Out to Us
Thinking about how to set up VoIP in your small business? circle.cloud is here to guide you step by step. Get in touch today to find the right solution and see how simple the switch can be.