How to Prepare Your Network for VoIP and Cloud Based Phone Systems

As the UK moves toward the 2027 PSTN switch-off, transitioning to a cloud-based phone system is no longer optional – it’s a business necessity. However, a VoIP (Voice over Internet Protocol) system is only as reliable as the network supporting it. Without proper preparation, you may face “jittery” audio, dropped calls, and echoes. This guide explains how to optimize your infrastructure using the right PoE switches, QoS routers, and VoIP endpoints from Comms Express.

Why Choose Cloud-Based VoIP?

Legacy copper-wire systems are being retired. Switching to a cloud-hosted platform via Comms Express VoIP Solutions offers:

  • Unbeatable Flexibility: Take your business extension anywhere via mobile apps or laptops.
  • Lower Overhead: Eliminate expensive on-site PBX maintenance and high line-rental fees.
  • Instant Scalability: Add or remove users instantly as your team grows with VoIP Business Phone Systems.
  • HD Audio Quality: Modern VoIP codecs provide clearer audio than traditional landlines, provided your network is ready.

How to Prepare Your Network: The 4 Pillars

1. Prioritise Traffic with QoS-Enabled Routers

Standard internet traffic is “bursty” (e.g., a large file download). VoIP is “real-time” and sensitive to delays. Quality of Service (QoS) ensures your router gives voice packets “VIP” priority over background data.

  • Action: Configure your router to prioritize SIP and RTP traffic.
  • Recommended: DrayTek Vigor Routers are renowned for their robust VoIP handling. See our table below.

DrayTek Vigor VoIP Comparison Table

Feature Vigor 2865 Series Vigor 2927 Series Vigor 3912 Series
Best For Small Offices / SOHO Growing SMEs Enterprise / Data Centres
Max Concurrent Calls Up to 12-15 Up to 30-50 100+
WAN Connectivity VDSL/ADSL & Ethernet Dual Ethernet (Load Balancing) 10G SFP+ & 2.5G RJ45
VPN Tunnels 32 50 500
VoIP Feature Integrated QoS & SIP ALG Toggle Advanced Bandwidth Management High-Throughput Hardware Encryption
Key Advantage Built-in Modem (All-in-one) Dual-WAN Failover Reliability Massive 15.6Gbps Throughput

2. Deploy Power over Ethernet (PoE) Switches

Modern IP phones require power. Instead of using a bulky “wall wart” adapter for every desk, a PoE Switch sends power and data through a single Ethernet cable.

PoE Switch Comparison: Powering Your VoIP Network

VoIP phones rely on the PoE Power Budget. Ensure your switch can handle the “draw” of all connected devices simultaneously.

Switch Model Ports PoE Budget Management Level Best For
TP-Link TL-SG1008P 8 (4 PoE) 64W Unmanaged Micro-office (1-4 phones)
NETGEAR GS724TP 24 190W Smart Managed Medium Office (10-20 phones)
Cisco Catalyst 9200L 48 740W Fully Managed Large Enterprise / Campus
Aruba Instant On 1930 24 370W Cloud Managed Tech-heavy SMEs

3. Implement Voice VLANs

A Virtual LAN (VLAN) segments your network. By placing your phones on a Voice VLAN, you isolate them from the broadcast traffic of PCs and printers, significantly reducing the risk of interference.

4. Secure Your Connection with a UPS

If the power goes out, your internet goes down – and so do your phones. Connecting your core network hardware to an Uninterruptible Power Supply UPS keeps your communications live during outages.

Recommendations: Best Hardware for VoIP

Feature Best for Small Office Best for Mid-to-Large Enterprise
PoE Switch TP-Link TL-SG2008P Cisco Catalyst 9200L
VoIP Phone Yealink SIP-T31G Poly 2200-48820-025
Headset Jabra Evolve2 40 Poly Voyager Focus 2 Wireless
Router DrayTek Vigor 2865 Cisco Meraki MX Security Appliance

Why These Recommendations?

  • For Small Offices: We prioritize all-in-one value. The DrayTek Vigor 2865 is a legend in the UK for its built-in VoIP optimization, while Yealink phones offer premium features at a fraction of the cost of legacy brands.
  • For Enterprises: We prioritize scalability and management. Cisco Meraki allows you to manage thousands of handsets across multiple sites from a single web browser, and Poly (formerly Plantronics) provides the noise-canceling audio quality required for busy call centers.

VoIP (Voice over Internet Protocol) Frequently Asked Questions

1. Do I need a landline for a VoIP phone?

No, you do not need a traditional analogue landline to use VoIP. VoIP works by converting your voice into digital data packets that travel over your internet connection rather than through copper telephone wires. As long as you have a reliable broadband service, you can run a full telephony system without paying for a standard landline rental.

2. Can I just plug a VoIP phone into my router?

Yes, in most cases, you can plug a VoIP-enabled desk phone directly into an Ethernet port on your internet router. This “plug-and-play” setup allows the phone to establish a connection with your service provider immediately. If you have a non-VoIP analogue phone, you can still use it by connecting it to the router via a small adapter called an ATA (Analogue Telephone Adapter).

3. Are VoIP calls free?

While many apps like WhatsApp and Skype offer free app-to-app calls, professional VoIP services for businesses or homes usually involve a monthly subscription fee. However, VoIP is significantly cheaper than traditional landlines because it bypasses long-distance toll charges, and many providers include unlimited local and national calls within their monthly plans.

4. What happens to VoIP when the internet is down?

Since VoIP relies entirely on your data connection, the service will typically go offline if your internet connection fails. To mitigate this disadvantage, most modern VoIP providers allow you to set up “Automatic Failover,” which instantly redirects incoming calls to a mobile device or another location if it detects that your primary desk phone is unreachable.

5. Is WhatsApp a VoIP call?

Yes, WhatsApp is one of the most widely used examples of a VoIP calling app. When you make a voice or video call through WhatsApp, it uses your Wi-Fi or mobile data (VoIP) rather than your mobile carrier’s cellular voice network. This is why you can make international calls on WhatsApp without incurring traditional “per-minute” roaming charges.

6. Why is everyone switching to VoIP?

The global transition to VoIP is largely driven by the higher call quality (HD Voice) and the significantly lower costs compared to traditional telephony. Additionally, VoIP offers features that landlines cannot easily match, such as the ability to use your office number on a mobile app, virtual receptionists, and easy integration with computer software.

The Expert Verdict

For most UK small businesses, the “Winning Combo” is a DrayTek Router and Yealink Phones. They are reliable, easy to set up, and won’t break the bank. If you’re managing multiple offices, Cisco Meraki is the top choice for controlling everything from one screen.

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