The business world is highly competitive today – a missed call could mean a missed opportunity; therefore, choosing the right phone system is crucial for you. If you’re still relying on analogue lines, you’re leaving money on the table.
Enter VoIP, the cloud-based game-changer. As the UK prepares for the PSTN switch-off by 2027, understanding the differences in VoIP vs analogue phone systems is important for you. This article dives into costs, features and flexibility – giving you the edge to choose a system that fuels your growth, supports remote teams and slashes operational expenses.
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What is an analogue phone system?
An analogue phone system is the traditional method of communication that relies on physical copper wires to transmit voice signals. It’s also called the Plan Old Telephone Service (POTS). Classic and reliable, but being slowly replaced by modern alternatives.
Anyhow, the analogue system works by converting sound waves into electrical signals, which are sent through a dedicated phone line to the receiver, where they’re converted back into sound. Businesses use analogue lines to route calls via a local telephone exchange.
They might work well for businesses that need a simple setup but because of the Big Switch Off in 2027, the old analogue systems will be phased out in the UK. You need something new, just like VoIP.
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What is a VoIP system?
A VoIP phone system revolutionises communication by transmitting voice signals as data packets over the internet. It doesn’t rely on copper wires. Instead, it uses your existing internet connection to make and receive calls.
Here’s how it works: when you speak into a VoIP device, whether it’s a desk phone or mobile, the sound is converted into digital signals, broken down into packets and sent over the network. Once they reach the recipient, they’re converted back into audio. Simple, right?
VoIP systems offer numerous advantages like low international call rates, high scalability and advanced features like video conferencing and auto attendants – quite honestly, they’re the need of the time.
VoIP vs analogue phone system: The differences
1. Technology
An analogue line operates on Plain Old Telephone Service (POTS), relying on physical copper wires to carry voice signals. In contrast, VoIP technology converts voice into data packets and transmits them via an internet connection.
With VoIP, your business can route calls globally without the geographic limitations of traditional lines. For example, a startup in Manchester can connect seamlessly with suppliers in Europe without worrying about long-distance charges.
2. Infrastructure
Analogue systems require extensive infrastructure – wiring, telephone exchanges and maintenance of physical equipment. On the other hand, a VoIP system only needs a reliable internet connection and compatible devices like VoIP phones or mobile apps (if you choose the Hosted VoIP option).
3. Features
An analogue phone system offers limited functionality: making and receiving calls, voicemail and basic conferencing. If you want advanced features, you need to install separate systems.
VoIP, conversely, offers advanced features that go beyond voice. From video conferencing to call analytics and ring groups, this technology will transform your business communication. It handles client acquisitions, schedules follow-ups and tracks call performance – all in one.
4. Cost
Let’s talk money. Analogue systems come with higher phone bills due to maintenance, long-distance fees and upgrades. With VoIP, you pay for what you use, and international calls are often included in cost-effective plans.
Plus, VoIP reduces upfront costs and long-term maintenance (if you choose a hosted system).
Benefits of VoIP over analogue for UK businesses
1. Cost savings
Switching to a VoIP system saves you and your business costs. Traditional analogue systems come with high maintenance costs and dedicated bills for individual phone lines (Usually £30-60 per line). If you want to add a new member, you need a new line. Now it not only comes with its rent but also a fixed installation cost. That’s not the case with VoIP.
VoIP operates over an internet connection and adding or removing lines is as easy as contacting your provider and requesting the change – no installation fees. It also slashes call costs on international calls since it uses the internet for the calls. You just have to pay for the data usage and that’s it. Also, the cost of a VoIP package starts at as low as £7. Maintenance charges are also minimal in this case since they are handled by your VoIP providers in the cloud.
Businesses reported an average cost savings of 50-75% after switching from analogue to VoIP systems according to Yeastar.
2. Up-to-date features
Another major benefit of using VoIP for your business is enjoying the advanced features. Analogue phones, no matter how latest, can only provide you with limited features since they are independent of a physical infrastructure that can’t be updated as frequently as an internet-based system can be. With a VoIP system, you can do more than just voice communication. It allows you to make use of video conferencing, email notifications, automation, user call insights, setting up a network and integration with your existing IT systems. Your VoIP software can easily be updated to integrate newer features with time.
3. Highly versatile
VoIP is versatile in terms of both, ease of use and flexibility. We already know that analogue phone systems are entirely based on wiring, so if you want to add or remove users, it will impact the infrastructure too which will add towards your maintenance costs.
If you want to expand with VoIP it’s just a matter of updating your plan with your provider. You can easily add or remove users as you wish without any maintenance costs since it’s all happening in software. Ultimately, remote working gets as easy as it could be with VoIP.
When all your devices are connected to a cloud, you can manage all your employees in one place. With VoIP, you don’t even need to buy specific IP phones since it works with any device that can connect to the internet (smartphone, laptop, or table). If you are currently an analogue system user and want to make a switch, don’t worry about your desk phones going to waste. You can make them useable for a VoIP system with a VoIP adapter.
4. Integration with existing business tools
Whatever industry your business operates in, you must have some sort of customer support, and communication platforms in place. VoIP can easily be incorporated into your collaboration platforms which reduces delays and improves your co-ordination.
Moreover, when VoIP integrates with your CRM software, it allows you to get access to numerous business analytics tools as well. You can analyse the peak calling hours, your clients’ complaints purchase history and much more.
5. Future-proof technology
VoIP will become outdated in the UK by January 2027. Originally it was planned to be by December 2025. However, the deadline got extended to give more time to businesses to make the switch to other mediums. This is because the network is getting harder to set up and maintain. Plus, there are more sustainable alternatives easily available for everyone with better voice quality, and security measures.
As long as the internet is relevant, VoIP has a future. With time, when the system becomes more progressive, you’ll always have access to the latest upgrades since it is cloud-based.
Challenges of VoIP compared to analogue systems
Let’s look at some of the challenges that you can face while using a VoIP system.
1 – High reliability on the internet
A VoIP system is operated through an internet connection. If the internet connection is not strong, calls may drop, audio might lag and video can get stuck in the middle of your call. This hyper-reliability on the internet might prove to be disadvantageous in case of any connection crisis.
Consider investing in a high-speed internet connection that can support your VoIP actions. Similarly, maintaining a backup internet connection in case of any outages.
2 – Protection protocols
Analogue lines are simple to operate with no software backing. But like anything else that operates on the internet faces a risk of internet-related attacks or crimes. Your VoIP system is prone to threats like call interception, DoS attacks, man-in-the-middle attacks, and voice phishing.
3 – Power outages
Analogue systems can work perfectly fine during an outage but that’s not the case for a VoIP system. A VoIP system can shut down completely along with the rest of the network in case of a power disruption. In other cases, even if your devices are still working, your internet device can turn off, ultimately shutting off the rest of the system.
This could create trouble during emergencies, as employees will be unable to receive calls. For backup, you have to install UPS or backup generators to counter this problem.
According to Nuacom’s blog post, 78% of businesses cited VoIP to be more secure than traditional phone systems.
How to shift from analogue to VoIP?
Analyse your collaboration needs first
Before even thinking about the transition, analyse your current setup. Track your communication needs: whether you need international call support, new hardware, the number of users, integration with existing business tools or not. Take note of your current system and see where it needs the necessary improvement. future. With time, when the system becomes more progressive, you’ll always have access to the latest upgrades since it is cloud-based.
Choose a reliable VoIP provider
Once you know your requirements, it will get easier to picture the VoIP system you want. Look for a provider that offers efficient service with flexible plans. Before confirming with the provider, go through other options as well to get an idea of the costs so you know that you’re getting reasonable pricing. Finally, check reviews, compare offerings and select your provider.
You can also easily compare different VoIP providers through ComparedBusiness without any cost.
Confirm internet connectivity and bandwidth
Speed tests are the fastest way to make sure that you have sufficient bandwidth to handle multiple calls. Before getting your employees on board with the system, you should confirm that it’s working fine.
Finally, install and test the system
Once you’ve chosen the provider and package, now’s the time for installation. If you have purchased IP phones, it’s time to connect them with other equipment. It is best to test everything to make sure it’s working efficiently. If you encounter any problem in the testing phase, you can take it up to your provider and they’ll help you resolve it.
FAQs
No, you don’t have to discard it. You can use a landline phone as a VoIP phone by connecting it through an Analogue Telephone Adapter (ATA). The ATA converts analogue signals into IP packets that are compatible with VoIP systems.
If your phone looks like a traditional landline with a keypad and a handset that connects via a telephone jack, it’s likely an analogue phone. These phones use copper wires for their connection without the need for internet.
To make sure your system is secure, put up firewalls, and encryption methods, and block any unnecessary opening in the system that might allow unauthorised entry. Moreover, update your VoIP software regularly.
