DALLAS With local and long-distance charges increasing yearly, small and mid-sized businesses (SMBs) are adopting Voice over Internet Protocol (VoIP) at a rapid rate, stated the Information Technology Solution Providers Alliance (ITSPA), a national, non-profit alliance that helps SMBs understand how technology and local technology providers can help them succeed.

«VoIP offers both long-term cost savings and improved productivity,» said ITSPA Advisory Board member Darren Spohn, CEO of Spohn & Associates in Austin, Texas. «Unlike regular phone service, VoIP conversations are transformed into digital information and sent over a broadband data network.

»This means VoIP callers don’t have to use public phone lines and can avoid expensive long-distance charges," said Spohn. «Another advantage is that SMBs that use VoIP can rely on a single data office network rather than having to maintain separate networks for data and phone systems.»

VoIP Offers Many Features

Traditional phone service simply doesn’t match the advanced features offered by VoIP. Unlike early versions of the technology, today’s VoIP service offers much greater voice clarity and advanced features such as conferencing, dialing the phone from a PC contact list, and video chat, for instance.

«SMB employees who use VoIP are more productive, too, whether they be at home or traveling,» said Spohn, «because they can place and answer calls from any location using a VoIP handset. Features such as follow-me messaging enable them to forward messages to several numbers, and it’s easy to access e-mail and voicemail from their PCs.»

To set up a VoIP network, SMBs that already have data networks need only buy new telephone equipment that connects traditional phones to the Internet.

«However, SMBs with data networks that may be over-extended should consider upgrading their equipment before VoIP is introduced,» Spohn added. «Sometimes, this can be an expensive proposition and it may be practical for an SMB to turn to an IT solution provider for help.

»Solution providers can help make the transition to VoIP easier by evaluating the transition and recommending workplace solutions," said Spohn. «For example, it’s important to evaluate whether an SMB’s current phone system is obsolete, and whether the company is nearing the end of its PBX lease or service agreement.

»SMBs that use IP Centrex lines for both Internet and phone service are prime candidates for VoIP, which will significantly reduce line charges," Spohn said. «Companies that move to new offices where no wiring has been installed can use VoIP to create new data/voice networks. And VoIP will completely eliminate toll charges for SMBs that have offices in different area codes, or have employees who place a lot of long-distance calls in the U.S.»

Walk, Don’t Jump, Into VoIP

Selecting the best -- and least expensive -- VoIP workplace solution can be challenging. Members of ITSPA’s Technology Committee, made up of IT directors from the nation’s most successful solution providers, offered VoIP survival tips to SMB decision makers:

-- Review your current network. Before converting to VoIP, evaluate everything -- from the system’s memory and computing power to your servers and routers -- especially the amount of bandwidth coming through your high-speed connection. The latter should have sufficient capacity to handle voice traffic. If it doesn’t, this could negatively affect call quality, slow Internet traffic and result in lost calls.

-- Get help, if needed, from a solution provider. Most technology solutions offered today claim they will produce cost savings and increase productivity. Figuring out which solutions really deliver on their promises is difficult without help. Local IT solution providers are available to offer expert professional evaluations, advice and help with your VoIP plans.

-- Test your network when it is stressed. After setting up your VoIP network, determine when things are busiest, in terms of employees answering e-mails and listening to voice mails, to see whether the network has sufficient bandwidth to handle every contingency.

-- Train your IT staff. Switching to VoIP requires understanding of new technologies and management techniques. Is your present IT staff prepared to handle the changes? It may be necessary to provide staff members with new training.

-- Do you require managed VoIP service? In addition to (re)training your IT staff, consider purchasing a managed VoIP service that includes software and equipment and is either hosted by a provider or installed on your facilities.

About ITSPA:

ITSPA, the Information Technology Solution Providers Alliance, is a non-profit (501.c.6) organization dedicated to helping small and medium companies adopt technology and grow by using local solution providers to solve business problems. SMB customers, solution providers, along with manufacturers, publishers and networking companies who use the solution provider channel, are expected to benefit from the demand for technology generated from its programs. ITSPA began operations with a funding grant from Hewlett Packard. Additional sponsors can be found at our website. ITSPA’s national headquarters are located at Renaissance Tower, 1201 Elm Street, Suite 4242, Dallas, TX 75270. The general business phone number is 214–965–8310. Visit our web site at www.itspa.net.