In the old days, your cabling infrastructure was comprised of separate voice and data networks. The installation of separate networks cost more money to install and manage.

Typically, having a cable pulled costs between $100 and $300 depending on the grade of cable and the length of the run. By consolidating voice and data infrastructures you normally save about half on the cost of running cables. As an added benefit, you typically save at the main and intermediate distribution points (where all those cables connect).

Also, managing and maintaining a converged network means less complexity.

Since VoIP service runs over your data network, you may no longer need to keep employed or contracted both data and telephony professionals. The protocols and skillsets needed to implement and maintain your new VoIP environment are more or less unique to VoIP; however, due to the convergence of software applications, electronic communications, business reporting systems, etc. with telephony, your traditional data professionals are usually your best choice for achieving maximum results from integrating the solution with your existing environment (ie. increased customer service).

More often than not, businesses that implement VoIP see a reduction in their monthly recurring telecommunications costs, especially if they have multiple locations. Since calls are securely routed over internet protocol you have little or no reliance on traditional telephone service providers (ie. PSTN lines). However, the myth that your ISP bill is your only monthly expense is usually wrong. You still need to pay monthly for a VoIP gateway service that provides your phone numbers – remember, you own your telephone number, and they are portable, so it does not have to change when switching to VoIP.

Also, monthly cost predictability should increase, since VoIP gateway services offer flat-rate calling plans.

When your old telephone service or PBX went out of commission it was a terrible experience. When you move to VoIP you can setup a disaster preparedness plan that allows for the seamless forwarding of calls to mobile phones or an alternate location – thus no lost calls and no lost business.

Traditionally, to get a call from the office you had to be there. This is a thing of the past with basic find-me/follow-me functionality. Set a mobile phone or remote location as your find-me/follow-me number and calls are seamlessly transferred from the office to that location. You can switch your location on the fly – your customers and coworkers will be none the wiser, leading to increased service both internally and externally.

Disparate locations can share a direct connection to each other. Calls can be transferred and forwarded across the country as if they were across the office. Impromptu conference calls can be initiated in a snap.

Since VoIP resides on your data network it can be integrated to meet your business's needs in ways that your traditional telephone system could not. The sky is the limit here but basic integration can help a small or medium business achieve huge results in customer service. For example, when a caller rings your business, your VoIP system can recognize the number from your client records and pull up important information to aid in assisting that caller with their needs.

A few examples:

A doctor's office may integrate their VoIP solution with their electronic medical records package. An inbound call may prompt the system to automatically pull up important records – this allows the office's representative to provide more value to a calling patient.

A distributor may integrate their VoIP solution with their ERP package. An inbound call may prompt the system to forward their call to the accounting department instead of to a sales representative based on an accounts aging report.

A services provider may integrate their VoIP solution with their CRM package. An inbound caller may be prompted to enter their customer number or trouble-ticket number through integrated voice response (IVR). When a caller reaches a company representative the representative will be armed with the information they need to provide the best service possible to the customer.

UC refers to the convergence of voice and electronic communications. A good example is voicemail to e-mail where your voicemails are e-mailed to you and played through your computer speakers, making them accessible anywhere you have e-mail access. Other examples include presence management, text and chat features, and e-mail to voice features.

It is absolutely imperative that LAN/WAN assessments, testing, and applicable upgrades be completed before VoIP implementation. There is no greater reason for the failure of VoIP than inadequate or illogically configured network hardware and cabling.

The network requirements of VoIP require careful planning and proper configuration to ensure Quality of Service (QoS). For example, network switching equipment needs to facilitate adequate throughput and management functionality to properly prioritize data packets.

Consult with a knowledgeable network engineer for best results.

Another reason for the failure of VoIP implementations is inaccurately estimating bandwidth requirements. A pre-installation assessment should resolve the issue but many businesses still underestimate their bandwidth requirements at their main and branch offices.

A few suggestions: upload speed is as important as download speeds, branch offices need adequate bandwidth as well, make sure to account for concurrent calls at peak times, consider the installation of a backup ISP with automatic failover, consider subscribing to data service with a Service Level Agreement (SLA).

Decreased monthly telco costs are just the beginning of a successful VoIP implementation. The real benefits come when VoIP technologies are coupled with existing line-of-business applications with the goal of increasing efficiency, customer service, or both.

When planning for a VoIP rollout, many businesses seem to forget to consider the added benefits of VoIP. This is normally because small and medium businesses have never been able to take advantage of features that VoIP brings into reality. Don't make this mistake, be sure to carefully consider where VoIP can assist your business succeed.