Many Canadian small and mid-sized businesses face a key decision about their phone systems: whether to continue using traditional landlines or switch to Voice over Internet Protocol (VoIP). VoIP uses your internet connection to make and receive calls, while landlines rely on dedicated telephone wiring. Understanding the differences can help you choose a system that supports your business goals, reduces risks, and improves communication.
Why this matters for Canadian SMBs
Phone systems are critical for everyday operations, customer service, and internal collaboration. If your phone service goes down, your team may lose valuable selling time or fail to respond to clients promptly, which can hurt your reputation and revenue. Traditional landlines are generally reliable but can be costly and inflexible. VoIP offers more features, such as call forwarding, voicemail-to-email, and integration with other business tools, but depends on your internet quality and cybersecurity measures.
Switching to VoIP can also impact your cybersecurity posture. Unlike isolated landlines, VoIP systems connect to your network and the internet, potentially exposing your business to hacking or eavesdropping if not properly secured. On the other hand, VoIP providers often include encryption and security updates, which can enhance protection if managed well.
A common scenario
Consider a 50-person Canadian consulting firm with a mix of office-based and remote employees. They used traditional landlines but found the monthly costs rising and lacked flexibility for remote work. After switching to a reputable VoIP provider, their IT partner ensured the network was optimized for voice traffic, implemented strong password policies, and set up encrypted connections. When a regional internet outage occurred, their IT team quickly rerouted calls to employees' mobile phones, minimizing downtime and keeping clients connected. This example shows how VoIP combined with proactive IT support can improve resilience and productivity.
Checklist: What to consider before switching to VoIP
- Ask your IT provider: How will VoIP integrate with your current network? What security measures are in place to protect calls and data?
- Evaluate internet reliability: Is your internet connection stable and fast enough to handle voice traffic without drops or delays?
- Review provider SLAs: What uptime guarantees and support response times do they offer?
- Consider features: Does the VoIP system support mobile use, call routing, voicemail transcription, and other tools your team needs?
- Plan for security: Are calls encrypted? How are user credentials managed? Is multi-factor authentication available?
- Test internally: Check your current network's capacity and quality of service settings to prioritize voice traffic.
- Backup plans: What happens if your internet goes down? Can calls be forwarded to mobile phones or alternative numbers?
Next steps
Deciding whether to keep landlines or switch to VoIP depends on your business's specific needs, budget, and IT environment. A trusted managed IT provider or advisor can assess your current setup, help you weigh the pros and cons, and guide you through a secure and smooth transition if you choose to adopt VoIP. Taking a thoughtful approach will help ensure your phone system supports your business continuity, security, and growth.