1 IP Telephony Systems: What You Need to Know Visit Corporate Telecomm at for more Learning Guides and additional resources.
2 IP Telephony Systems Introduction IP (Internet Protocol) Telephone systems, sometimes referred to as IPT represent the latest in phone system technology. With IPT, voice calls are sent over a Local Area Network or LAN, instead of traditional phone lines within your offices. For calls going to and from branch offices or teleworkers, IP Telephony systems can send those same calls over dedicated data circuits (WAN). In recent years the audio quality of IP Telephony calls has improved drastically, in that the technology has gotten less expensive, and business adoption overtook traditional digital key and PBX systems a couple years back. IPT should not be confused with Voice over Internet Protocol or VoIP. In its most straightforward form, VoIP requires a regular phone, an adapter, broadband Internet service, and a subscription to a VoIP service. When you place a call, it is sent over the Internet as data until it nears the recipient s destination. Then the call is translated back into a more traditional format and completes the trip over standard phone lines. Also known as Internet telephony, this allows for extremely cheap long-distance and international calls. This guide, however, addresses IP Telephony phone systems equipment installed at your business that routes internal calls over your computer network. With IPT, you can unite multiple offices on a single phone system. No matter how remote the locations, an IPT phone system can completely eliminate longdistance calling charges between them. However, it does not replace your existing phone service to the outside world. VoIP phone systems can work for the smallest offices and the largest enterprises. In fact, IP PBXs have already replaced traditional PBX phone systems as prices fall and reliability improves, which helps explain why so many IP PBX manufacturers are familiar telecom heavyweights. Is IP Telephony right for your business? The buzz around office IPT systems has been constant enough that many businesses think about diving into one without really understanding their benefits. Contrary to the assumption many potential buyers start with, an IPT installation is not a guaranteed way to save money. Additionally, features alone are not reason enough to upgrade right now. However, there are some specific situations where IPT can make an immediate positive impact on your business.
3 Multiple locations If your company has multiple locations branches, telecommuters, remote sales offices that are already connected to a company Local Area Network (LAN) or Wide Area Network (WAN), you are a prime candidate for an IPT system. You can share the full features of your phone system across all your locations. Even if you have one office in Connecticut and one in California, IPT allows calls between them via extension dialing, making it a zero cost call. For businesses with hefty monthly long distance charges due to calls between locations, that can be a very attractive reason to upgrade. Infrastructure savings An office IPT phone system can also save money if you're running new wiring you won't have to run separate cabling for your phone system. If you are setting up a new data network anyway, setting up a parallel voice network at the same time is relatively cheap, can be costly so the cost savings here might be significant. The best solution for you might be a system that uses existing phone wires within the main office and IPT for calls between locations. This combination works well if you have relatively new telecom equipment many PBXs can be IP-enabled with software upgrades and minor hardware additions. Or, if you are ready to replace an aging PBX, it may be a great time to move to IP PBX. Systems such as the Avaya IP Office support this capability while others such as the ShoreTel do not. Sticking with traditional digital phones internally may save you money, as well as increasing the overall reliability of your phone system. Vendors can also set up systems that use only traditional lines and extensions at first, but support later expansion to IPT. How does IPT work? The premise behind IPT is fairly straightforward: instead of using circuit-switched technology, where a dedicated path from caller to receiver is reserved for their entire conversation, IPT phone systems treat voices as data, turning your words into tiny packets of information that are sent over data networks. As they arrive at the receiving end, the data is turned back into audio. To set up a business IPT system, you need several components. A central device manages the calls, the way a private branch exchange (PBX) or key system unit (KSU) does in traditional phone systems. This
4 can be a dedicated piece of hardware such as an IP PBX, a regular PBX that has been IP-enabled, or a server running specialized software. You'll also need phones and a data network. In many cases, you may be able to use your existing digital phones and computer network, although you may need to upgrade some of your network hardware such as switches. Depending on your setup, internal calls are routed over your existing phone network or your Local Area Network (LAN). Internal calls within the same office will typically be conveyed over your phone network, while calls to other company locations get routed over your Wide Area Network or WAN. Calls to external phone numbers get sent through the LAN to a gateway, which connects to the public telephone network. All of your voice over IP calls connect seamlessly to any phone user just like your regular phone there are no compatibility issues to worry about. Features and benefits of an IP PBX The single biggest advantage of an IP PBX is for businesses with multiple locations. With IPT, any and all offices on your network can get the benefits of having a common office phone system, including extension dialing, seamless call transfers, and all other features. In addition to making it easier to communicate, this can enhance collaboration as employees at different locations can truly feel like they're part of the same organization. Plus, if they are on the company network, the phone calls are free even if your offices are located thousands of miles apart. Simply looking at your current phone bill for calls between far-flung offices will give you an idea of how much you can save. Simplified management There are other cost savings that stem from the streamlined network infrastructure and improved administration. For network administrators, IPT means they only have one network to maintain instead of two. There is still separate phone system hardware to maintain but only one network. The Move, Add, Change (MAC) process also is greatly simplified, because almost all IPT systems are configurable through a web interface that can be managed by the administrator. This means lower ongoing costs -- you will not need to call your vendor for every MAC. And because multiple offices are seamlessly connected, they can share a single receptionist, auto-attendant, and voice mail system.
5 Additional features and integration Even more compelling is the integration of business applications with your telephone service. VoIP can enhance communications that help users find the best way to contact co-workers whether through a phone call, IM, or . When integrated with CRM applications, it can boost productivity by letting users place a phone call simply by clicking on someone's name in a Word document or web page. Another significant benefit is for employees on the go. If your remote users connect to the company network via a Virtual Private Network (VPN), IPT allows them to make phone calls from the road at no extra charge. One salesperson on an extended trip can save hundreds of dollars in cell phone or hotel long-distance charges. All the user needs is a soft phone, (software that lets a laptop function as an IP phone), a PC microphone, and speakers. Other familiar and essential phone system features like caller ID, call forwarding, simultaneous ringing across multiple phones and other features you would find in PBX systems are available in most VoIP systems. An IP PBX should also work with advanced Computer Telephony Integration (CTI) applications, such as call center management. These popular applications prioritize incoming calls based on the caller s identity and automatically bring up account information as the phone is answered. However, there is little difference in this arena between VoIP and modern digital phones. You might also want to take advantage of IP videoconferencing. In the wake of rising fuel prices, companies that used to gather far flung employees together for important face-to-face conferences, now turn to videoconferencing over IP. Wireless solutions With the extensive use of cell phones in the business market, there is an obvious connection to wireless VoIP. Since cell phone coverage is often poor inside buildings, wireless VoIP offers some significant advantages. Your business will need to take a more detailed look at the state of wireless VoIP and weigh the benefits and drawbacks.
6 Potential drawbacks to VoIP phone systems The two main drawbacks to VoIP phone systems are the network requirements and the potential for outages. Network demands One challenge to maintaining IP call quality is bandwidth: high quality sound requires quite a bit of it. Add to that the fact that once you move to an IPT system, you re now running all your business communications over one network. This means that the bandwidth used to access databases, work files, and the Internet is now sharing the same space as your voice communications. The technology to compress audio and to reconstruct it improved to the point where VoIP sound quality over a high-bandwidth connection is as good as or better than that of regular phones. But some networks that are fine for data are not up to the demands of IPT. Computer networks are designed to handle messy data: packets arrive out of order and some are even lost, but in most cases the data being sent can easily be reconstructed before it is needed. Voice conversations, though, are not as tolerant of these kinds of disturbances. Instead, each packet of sound has to arrive in the correct order because they are being sent in real time if packets are lost, the conversation sounds distorted, choppy, or falls off all together. This is why IPT services such as hosted solutions that rely on the Internet to transmit calls can have uneven phone quality. If your company will be routing calls over private data networks, much of this potential problem is avoided. Companies shopping for IPT systems generally have networks suitable for high-quality voice conversation frame relay networks are ideal, but standard Ethernet networks are fine. However, they may need to be boosted with a Quality of Service (QOS) application. QOS maintains a dedicated amount of bandwidth for voice calls, by giving voice data a higher priority as it is trafficked through the network. If there is network congestion, VoIP data is routed through first so call quality does not suffer. QOS applications are built in to some IPT systems, as well as some routers. They can also be purchased separately as upgrades. From every indication, running VoIP on a company network without QOS is a risk no business should take. If you have a WAN that routes data over the Internet, you can still run QOS, but
7 there can be no guarantee of quality. Internet call quality can reportedly be improved if the various offices use the same Internet service provider. Outages Unlike regular phone systems that get set up and basically forgotten, VoIP systems require more attention. Like any software application, your VoIP server will require occasional upgrades and maintenance. Since regular phones get all the power they need through the phone line, they continue to work if there is a power outage. In contrast, most VoIP phones need to be plugged into a power source to work. By definition, VoIP phones are also network-dependent. To businesses where phone service is absolutely critical, this can be a concern since computer networks can occasionally be brought down by a server crash or other problem. However a good IT staff can prevent most outages and react quickly when one occurs. Potential outages are another reason why having a mix of digital and VoIP can be advantageous: it creates a more comfortable level of redundancy. Companies that have backup power systems in place can keep their PBX running, and the digital phone system within the main office will continue to operate even if the data network is unavailable. Choosing a VoIP system Once you have decided that IPT is right for you, the next step is to determine what of your existing telecom equipment you can keep. Many PBXs can be IP-enabled with software upgrades and minor hardware additions, and you may be able to use digital phones you already own. The potential cost savings are significant, and you can also increase the overall reliability of your phone system. When comparing phone systems, make sure you investigate the details carefully. Many systems say they include everything but may not include the specific features you require. Exactly what makes up a complete system varies from vendor to vendor, so be sure you are comparing equivalent systems. Lastly, remember that some common business devices require analog phone lines notably fax machines, but also credit card processors, some security systems, and other devices. Make sure your vendor knows and plans for these types of uses when planning your phone system.
8 How to buy business VoIP systems The rapidly maturing business VoIP phone system industry means that there are many manufacturers with feature-rich systems that may be enticing to small firms. Sales channels Buying VoIP for business from a local reseller is the best choice for most buyers. Licensed, certified resellers such as Corporate Telecomm have proven expertise, manufacturer support, and the ability to respond quickly to urgent problems that require a site visit. Checking that the reseller has manufacturer support is particularly important -- this can be critical as upgrades are released or problems crop up. Keep in mind that some vendors, particularly those whose background is in data networking, sell VoIP-only systems. This can drive up your costs unnecessarily when a hybrid traditional/voip system might be fine for your needs. Also watch out for vendors that simply add VoIP to your existing network whether or not it is fully ready to support voice traffic. They may later charge you for upgrades if you decide the call quality falls short of your expectations. Make sure you get a thorough analysis of your current network and the impact IPT will have on it to get a true sense for your phone system costs. Whatever you do, don't be tempted to do it yourself setting up and maintaining a business phone system of any type requires specific expertise. There are many resellers and service firms that customize, install, and maintain VoIP systems. Pricing Business IPT system prices vary considerably based on the features you require, your existing telephony infrastructure, and the state of your data network. A complete 16-phone IPT solution with all the features you would expect in a typical business phone system can run from $10,000 to $20,000 or more, installed. A 64-phone installation including a dedicated server, voic , and more, could cost $50,000 to $75,000 and up. That is considerably more than a similar digital phone system would cost, but the long-distance savings on interoffice calls and the reduced administrative costs will offset some of the difference.
9 IPT equipment buying tips: Before you commit to IPT, evaluate the potential savings around toll-free calling between all locations. If you're only spending $100 per month, think twice before making such a serious investment. Don't buy just for the sake of having the latest technology. Plan for the future. The cost difference between including extra capacity at the beginning of a project and adding more IPT equipment later is significant build in room for growth. Don't try to save money buying used. The technology behind IPT equipment is evolving so rapidly that even last year s hardware is extremely dated. Plus, the installation cost is a significant portion of the price, and that won't change significantly with a used system in place of new. You also set yourself up for a shorter lifespan, higher upgrade costs, and more maintenance in short, the deferred costs will almost certainly wipe out any upfront savings. Investigate your vendor. Do not take a chance on unlicensed or unauthorized vendors. Your state contractor's license board can tell you if a vendor is licensed, which verifies that the vendor is bonded, covered with insurance, and generally in good standing with the state. Authorization comes from hardware manufacturers, and means that the vendor has passed competency exams and committed to ethical practices. This gives resellers the ability to access the manufacturer directly for VoIP equipment upgrades or tricky installation problems. Some vendors will take your system s documentation with them when they are finished, leaving only the user guides. Make sure you get all the administrator documentation and the passwords! Most IPT systems today have web interfaces for making simple admin changes like adding users, but you will need the documentation and the admin password.
10 Corporate Telecomm This document is prepared by Corporate Telecomm as an educational service to our clients and prospective clients. Best efforts have been made to insure accuracy; however, Corporate Telecomm shall not be liable for any errors or omissions. Questions or comments can be directed to Corporate Telecomm (800) Copyright Statement All material in this document is, unless otherwise stated, the property of Corporate Telecomm. Copyright and other intellectual property laws protect these materials. Reproduction or retransmission of the materials, in whole or in part, in any manner, without the prior written consent of the copyright holder, is a violation of copyright law.
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