In 2020, IT experts working with business phone services faced numerous challenges. With the sudden shift to remote work, there’s a need to reorganize phone systems and address network issues, especially with communication now relying on home networks. This complexity is heightened by the inclusion of various communication networks such as team chat, conference calls, and video conferencing. It’s a tough time for administrators, particularly those new to VoIP or implementing it for the very first time.

As we move into 2021, it’s clear that many businesses will continue to grapple with the challenges brought on by remote work. For IT professionals, this means taking a proactive approach to address networking issues to ensure smooth communication. With VoIP becoming a central part of office operations, there may be a need to restructure physical office spaces and adopt new wireless networking strategies. Additionally, establishing guidelines for home routers is crucial, considering the increased reliance on residential Wi-Fi networks. Thankfully, business-focused VoIP phone services offer robust management solutions to navigate these complexities effectively. Here are 6 different ways to assist you to enhance your VoIP network system. Read them thoroughly and implement them in your VoIP system for the best results.

1. Different Types of Calls Made By Your Business

Before delving into networking details, let’s do some groundwork. Start by understanding the main purpose of your company’s phone calls. Are they mostly sales-related? Do you manage a busy help desk? Where do your employees spend most of their time: at their desks or out in the field? Also, consider if some typical voice conversations are shifting to other platforms like chat. Knowing how your business interconnects lays the foundation for selecting the right phone service features and planning their implementation.

Based on this information, you can decide on both the type of service provider required and the VoIP devices for your organization. You might opt for dedicated VoIP phones for desk use or make calls directly from computers. Alternatively, you can use smartphones for VoIP calls. Decide which endpoints suit your needs best.

2. Cable Check

Making the shift to VoIP means you’ll need the right Ethernet cables that link your devices to the internet. Consider possibly choosing Cat 6 cables. These cables offer support up to about 10 Gigabit Ethernet at 250 MHz up to 328 feet. A 1,000-foot length costs somewhere between $90 and $170. Upgrading to such fast Ethernet may also require upgrading the infrastructure of your network system, as almost all SMB network devices usually default to just a single gigabit instead of 10. Additionally, consider alternatives like fiber for 10 Gbps traffic due to reliability and tweaking issues with fast Ethernet networks.

If you’re looking for a budget-friendly option, Ethernet is your best bet. If Cat 6 cables are out of your price range, go for Cat 5e cables. They can handle the common 1GbE traffic loads. Avoid older Cat 3 cables as they might struggle with the added load and reliability management required for VoIP, potentially causing troubleshooting headaches.

3. Choosing a good power plan

To power up VoIP phones hassle-free, many vendors recommend using Power over Ethernet (PoE). With PoE, devices can draw power directly from the Ethernet network, typically from the nearest connected device, be it a PC nearby or a router/switch elsewhere. PoE isn’t new; you may already spot it in use with surveillance cameras, access points, and even LED lights.

Using Power over Ethernet (PoE) comes with two key requirements. Firstly, both the devices supplying and receiving power must support PoE. While it’s a universal standard, it’s wise to stick with hardware from the same manufacturer to avoid compatibility issues commonly seen with networking equipment.

Another consideration is that electricity carried by network cables affects overall performance. Testing and devising a management plan for your IT staff are crucial steps. Luckily, PoE is commonly used for VoIP phones, so your provider should offer ample support. If your switch doesn’t support PoE, you can use a PoE injector alongside non-PoE switches.

4. VLAN – A Good Option

Your network is like a busy highway with lots of traffic. Every action, from opening web pages to managing customer records, shares the same space. While data can fix itself if something goes wrong, voice communication can’t. Late arrivals mean dropped calls or static, but network configurations like virtual LANs can help prevent this.

Creating a virtual network within your physical one is like having a separate road lane just for your voice and video calls. By dedicating a portion of your network to VoIP traffic using VLANs, you ensure smoother communication without interruptions from other data-heavy activities like downloading files. It’s like giving your calls their own express lane!

When setting up a separate lane for your voice and video calls, it’s crucial to strike a balance. You’ll need to decide how much of your network’s capacity should be dedicated to this lane and how it might affect other applications. Real-world testing is key here. You want to ensure that prioritizing voice communication doesn’t disrupt other essential tasks. Testing helps you understand which apps can handle bandwidth loss and how to configure your network for optimal performance across the board.

5. Manage traffic with Access Point (AP) Handoff

Mobile VoIP is gaining traction in businesses due to its flexibility and cost-saving benefits on mobile data. It works by seamlessly shifting voice calls to Wi-Fi networks when company devices detect the on-premises network. Yet, similar challenges arise for network managers when managing voice traffic wirelessly.

Experts advise that traditional Wi-Fi networks may not be adequately designed for handling voice and video traffic, primarily being optimized for laptops and tablets. Therefore, it’s crucial to assess your network’s capacity for simultaneous calls. Managed Wi-Fi, supporting access point handoff, is recommended to ensure seamless traffic transition between access points. Failure to optimize this could lead to audio issues or dropped calls. Additionally, systems with smaller packet sizes and controllers for access point management are suggested for better performance.

6. Bend your firewall criteria

Experts advise considering any dealer’s maximum published throughput with care, as it may not accurately reflect how much media a firewall can handle. If you’re unsure about distinguishing between media and data traffic, consider seeking help from professionals like RingCentral or Intermedia. For those with IT expertise, Peterson recommends utilizing software-defined firewalls, which filter internal data traffic and packets more effectively. However, implementing such a solution typically involves planning and implementing a software-defined network atop your physical network.