Here’s Why You Need VoIP

• Joyce Gamil
• • October 1, 2024
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Still Relying on an Old Phone System? Here’s Why It Might Be Holding Your Business Back

If you’re a small to medium-sized business owner in Maine, you know how critical clear, reliable communication is to your day-to-day success. Whether you’re closing deals, supporting clients, or collaborating with your team, your phone system plays a vital role. It’s often the first point of contact between you and a potential customer and first impressions matter.

But if you’re still using a traditional phone system, especially an aging setup like a Spectrum-type solution, you’ve probably noticed a few recurring issues. Dropped calls, poor sound quality, limited features, and hardware that feels stuck in the early 2000s. These kinds of systems were fine a decade ago, but they just don’t meet the needs of modern business anymore.

And it’s not just about inconvenience. It’s about impact.

When a client struggles to hear you clearly on the phone, or when a call drops midway through a conversation, it reflects on your business. Missed calls can mean missed opportunities. Static-filled conversations can lead to misunderstandings. A lack of flexibility can slow your team down, especially if they’re working from multiple locations or on the go. In short, your outdated phone system could be costing you more than you realize. In both customer experience and operational efficiency.

The good news? You don’t have to settle for outdated technology. Today’s businesses have a smarter, more scalable, and affordable option: VoIP (Voice over Internet Protocol).

VoIP uses your internet connection, not old phone lines, to make and receive calls. That means clearer audio, lower costs, more advanced features, and the flexibility to take your calls from anywhere. Whether you’re working from a physical office, remotely, or on the move, VoIP adapts to the way your business operates.

And the best part? You don’t need to be tech-savvy to make the switch. At Ekim IT Solutions, we help Maine businesses upgrade to VoIP with ease, so you can spend less time worrying about phone issues, and more time growing your business.

What Is VoIP and Why Should You Care?

VoIP, short for Voice over Internet Protocol, is a modern phone system that uses your internet connection to make and receive calls instead of relying on old-school copper phone lines. If that sounds technical, don’t worry, it’s actually simpler and far more efficient than traditional phone systems.

At its core, VoIP transforms voice communication into digital data, allowing your calls to travel over your existing internet connection rather than a separate phone line. This small change unlocks major advantages for your business, both in performance and cost savings.

For starters, VoIP delivers crystal-clear audio that’s far superior to many legacy systems. No more dropped calls, fuzzy reception, or asking people to repeat themselves three times. Whether you’re chatting with a local client or hosting a cross-country meeting, your conversations come through loud and clear.

But the benefits go far beyond better sound quality.

Why It Matters for Your Business

VoIP gives you flexibility and freedom that traditional phone systems just can’t match. You’re no longer tied to a desk or office location. With VoIP, you can make and receive calls from your desk phone, mobile phone, or even your laptop, as long as you have an internet connection.

This is especially valuable for small and medium-sized businesses in Maine, where teams may be spread out across multiple locations, working remotely, or juggling responsibilities on the move. VoIP supports the way modern businesses operate with mobility, scalability, and efficiency in mind.

You also get access to advanced features like voicemail-to-email, video conferencing, call forwarding, and auto attendants. Tools that used to be reserved for enterprise-level systems but are now accessible and affordable for businesses of any size.

Simply put, VoIP is more than just a phone system. It’s a smarter way to connect with your team, your clients, and your future.

Why You Should Make the Switch Now

Still holding onto your old phone system? You’re not alone, but you may be paying a hidden price. Outdated landline-based phone systems, especially legacy setups like Spectrum-type systems, aren’t just inconvenient, they’re actively holding your business back.

It’s easy to put off making a change. After all, if it still works (most of the time), why fix it? But here’s the thing: sticking with outdated technology could be costing you more than you think. Not just in your monthly phone bill, but in lost productivity, missed opportunities, and customer frustration.

Old phone systems often come with high maintenance costs, limited scalability, and features that feel stuck in the past. They require expensive hardware upgrades or technician visits just to make simple changes. And they don’t offer the kind of flexibility that today’s businesses need to stay competitive.

VoIP, on the other hand, offers a modern solution built for modern business challenges and it’s more accessible than ever.

Here’s What VoIP Brings to the Table:

• Clearer Calls: VoIP uses HD-quality voice technology to eliminate static, dropped calls, and poor sound quality. You and your customers will hear the difference instantly.

• Lower Costs: Save money on long-distance and interoffice calls, and say goodbye to expensive phone lines, bulky hardware, and hidden fees.

• Greater Flexibility: Take calls from anywhere. Your desk, your smartphone, or your laptop. Whether you’re at the office, working from home, or traveling, you stay connected.

• Advanced Features: VoIP systems come loaded with productivity-boosting tools like voicemail-to-email, auto-attendants, call routing, call recording, and even integrated video conferencing.

And the best part? You don’t need to be a tech wizard to make it happen.

At Ekim IT Solutions, we specialize in helping small and mid-sized Maine businesses transition to VoIP seamlessly. We handle everything. From reviewing your current setup to choosing the right system, installing it, training your staff, and providing reliable support long after the switch.

If you’re ready to simplify your communication, cut costs, and future-proof your business, there’s no better time to make the move.

The VoIP Installation Process: Step by Step

Switching to VoIP might seem like a big task, but trust us, it’s easier than you think. Here’s a simple breakdown of what happens when you decide to upgrade.

Assessing Your Current System: Identifying What’s Holding You Back

Before making any changes, the first and most important step is understanding where you are now. That’s why every VoIP upgrade with Ekim IT Solutions starts with a thorough assessment of your current phone system. We don’t believe in one-size-fits-all solutions, especially when your communication tools directly impact your operations, customer service, and team productivity.

So, what does this assessment involve?

We start by taking a close look at your existing phone infrastructure. Whether you’re still using a basic landline setup, a Spectrum-type system, or a hybrid solution with limited digital functionality, we evaluate how it’s performing. Are you experiencing dropped calls during busy hours? Is the call quality poor or inconsistent? Do you often hear complaints from customers or staff about missed voicemails, confusing menus, or calls that go unanswered?

If any of this sounds familiar, you’re not alone. These are some of the most common pain points for small and mid-sized businesses in Maine still relying on outdated systems. The problem often isn’t just one issue, it’s a combination of reliability concerns, feature limitations, and systems that simply haven’t kept pace with how business is done today.

We also look at how your phone system fits into your daily operations. Does it support remote or mobile employees? Can it integrate with your CRM or help desk tools? Is it scalable if your team or call volume grows?

By identifying what’s working and what’s not, we gain the insights needed to design a custom VoIP solution that matches your business goals, not just your current frustrations.

This isn’t just about swapping out phones, it’s about improving how your team communicates, collaborates, and serves your customers every day.

The assessment is easy, quick, and handled entirely by our expert team, so you can feel confident that we’ll find the right starting point to build something better.

Checking Your Network: Making Sure You’re VoIP-Ready

Once we’ve reviewed your current phone system and pinpointed the issues, the next step in the VoIP installation process is checking your network infrastructure. Why? Because unlike traditional phone systems that rely on physical lines, VoIP depends entirely on your internet connection. For your calls to be clear and reliable, your network needs to be fast, stable, and properly configured.

This doesn’t mean you need the most expensive internet plan available, but it does mean your existing connection should meet certain standards to support high-quality voice traffic alongside your day-to-day online activity.

During this stage, our team will assess a few key components:

• Bandwidth: We’ll test your current internet speed to make sure there’s enough capacity to handle VoIP calls without lag or jitter, even when multiple devices are connected.

• Router and Switches: Not all networking equipment is optimized for voice traffic. We’ll examine your router and any network switches to ensure they can prioritize voice data properly using Quality of Service (QoS) settings.

• Network Stability: A fast connection is only helpful if it’s also consistent. We’ll evaluate your uptime, connection strength, and whether any updates or upgrades are needed to maintain a stable environment.

• Wired vs. Wireless Usage: While Wi-Fi is convenient, wired connections typically provide more stable call quality. We’ll help you determine the best configuration for your setup, whether you’re in a small office, multiple locations, or a hybrid work environment.

If we discover any issues like outdated hardware or insufficient bandwidth, we’ll guide you through simple, cost-effective solutions. Our goal is to ensure your network can fully support the demands of VoIP before we even plug in a single phone.

By taking the time to check your network up front, we eliminate surprises later. That means smoother installation, better call quality, and fewer interruptions to your business.

VoIP only works as well as the network behind it. And with Ekim IT Solutions, you can trust that we’ll make sure your foundation is solid from day one.

Choosing the Right VoIP Plan for You: One Size Doesn’t Fit All

Once we’ve confirmed your network is ready, the next step is helping you choose the VoIP plan that fits your business like a glove. This is where many providers fall short. Offering cookie-cutter packages with features you don’t need (and costs you don’t want). At Ekim IT Solutions, we take a different approach.

We know that every small to medium-sized business in Maine is unique. A medical practice has different communication needs than a real estate office. A single-location retail store won’t use phones the same way a growing contractor with remote staff will. That’s why we don’t push pre-built bundles, we help you build the right plan from the ground up.

During this step, we’ll take time to understand:

• Your business size and structure: How many users will need access to the VoIP system? Are they all working in one place, or spread out remotely?

• Call volume and usage patterns: Do you handle high call traffic daily? Or is phone use mostly limited to customer inquiries or outbound follow-ups?

• Must-have features: Do you need voicemail-to-email? Call recording? Auto-attendants or menu routing? Video conferencing? We’ll help you prioritize what matters most to your workflow.

• Scalability and growth plans: Are you expecting to add staff soon or open new locations? We’ll make sure your plan supports future expansion without requiring a full overhaul.

We’ll walk you through different VoIP feature sets and pricing models without overwhelming you with tech jargon or upsells. Our goal is to keep things simple, transparent, and focused on what works best for your business.

Whether you’re looking for a streamlined solution or a feature-rich platform, we’ll help you choose a VoIP plan that checks every box without breaking your budget.

With the right plan in place, your new phone system becomes more than just a tool. It becomes a competitive advantage.

Setting Up the Hardware and Software: Built Around How You Work

With your VoIP plan selected and your network ready to support it, the next step is the actual setup of your new phone system. This is where your new tools start to take shape and we make the process as seamless as possible, whether you’re upgrading your entire office or simply enhancing your existing setup.

First, we determine whether you’ll be using physical desk phones, softphones, or a combination of both.

If you prefer traditional-style desk phones, we’ll install VoIP-enabled handsets that are fully compatible with your system. These devices offer advanced features, crystal-clear call quality, and intuitive controls, so your team won’t feel like they’re learning something completely foreign. And if your existing phones are IP-capable, we may be able to reuse them to save you time and money.

Prefer something more mobile or flexible? We can set up softphones, software-based phone apps, for use on computers, tablets, and smartphones. These apps turn any internet-connected device into a fully functioning phone extension, so your team can take and make calls from anywhere.

Whether you’re desk-based or remote, mobile or multi-location, we’ll tailor your setup to support the way you do business.

We’ll also handle the installation of any necessary back-end software, such as user dashboards or management portals. These tools allow you to monitor call logs, manage users, set up voicemail rules, and more, all from one centralized, easy-to-use interface.

Behind the scenes, we take care of device registration, network integration, and system testing, so everything works as expected from day one. And if your business uses tools like a CRM or helpdesk system, we’ll help you explore integration options that can save your team time and streamline communications.

The best part? You don’t have to worry about technical setup. We handle everything, from unboxing the hardware to configuring call flows. All you have to do is pick up the phone and start talking.

Customizing the System for Your Business: Tailored to Fit How You Operate

A phone system shouldn’t force your business to adapt to its limitations, it should be built around the way you already work. That’s why once your VoIP hardware and software are in place, we move on to one of the most important (and often overlooked) steps: customizing the system to match your unique business needs.

At Ekim IT Solutions, we believe your VoIP setup should do more than just make calls, it should enhance your workflow, support your customer service strategy, and give your team the tools they need to succeed.

We’ll start by working with you to understand the flow of your typical workday:

• How do incoming calls get handled?

• Who needs to receive calls directly, and who should be reached through extensions or menus?

• Do you want voicemail messages sent to email for convenience?

• Are there specific hours you want calls routed to different departments or locations?

With your answers, we configure your VoIP system to match those preferences. That includes setting up call routing rules, voicemail greetings, auto-attendants, extension trees, and after-hours responses. Whether you need calls forwarded to mobile devices during off-site visits or a professional call menu for customer support, we tailor every element to how you operate day to day.

If you use business tools like a CRM, ticketing system, or appointment scheduler, we’ll also explore VoIP integrations to streamline processes and reduce the need for manual entry or follow-up. These features save time, reduce errors, and ensure a smoother experience for both your team and your customers.

Our goal is to make your phone system feel like a natural extension of your business. Not a separate tool you have to work around.

When we’re done, your VoIP system won’t just be “installed”, it’ll be fully configured to support your operations, your team, and your long-term goals.

Testing Everything Out: Ensuring a Smooth and Confident Launch

Once your new VoIP system is fully installed and customized, we don’t just hand it over and wish you luck. Before anything goes live, we go through a thorough testing phase to make sure everything works exactly as it should, so you can transition with total confidence.

Think of this as the “final check-up” before your system starts powering day-to-day communication. Our team carefully tests every aspect of your setup, from call quality to user access to routing rules. This includes:

• Making and receiving internal and external calls

• Verifying extension dialing, call forwarding, and voicemail routing

• Testing voicemail-to-email functionality

• Ensuring auto-attendants and call menus direct calls correctly

• Checking integration points (if connected to a CRM or scheduling tool)

We also test the system’s performance under real-world conditions. For example, we simulate multiple simultaneous calls to ensure your internet bandwidth and equipment handle high volume without dropped calls, lag, or static.

This step isn’t just about checking boxes, it’s about ensuring that your team experiences a seamless transition, and your clients don’t even notice the switch (except maybe clearer sound).

If we detect any issues, we make adjustments on the spot. That could mean tweaking call flow settings, adjusting user permissions, or optimizing bandwidth allocation. We’ll continue to fine-tune until every part of the system runs exactly how you want it.

We also use this time to walk you through the user dashboard and management tools, so you know how to access call logs, update voicemail greetings, or change routing settings on your own. (Don’t worry, we’re always here if you’d rather we handle it for you.)

Our promise is simple: no surprises, no glitches, and no confusion on launch day. Just a reliable, professionally tested VoIP system that works exactly the way your business needs it to.

Training Your Team: Making Sure Everyone Feels Confident from Day One

A powerful phone system is only as effective as the people using it. That’s why after your VoIP system is installed and tested, we don’t leave you and your staff to figure things out alone. At Ekim IT Solutions, we provide hands-on training to make sure your entire team feels confident using the new system from day one.

VoIP systems may come packed with features, but that doesn’t mean they have to be complicated. We focus on keeping things simple and approachable, so even non-technical users can quickly get up to speed.

Our training sessions are customized to your team’s specific needs and use cases. Whether your staff is answering customer calls, routing support tickets, managing call queues, or using voicemail-to-email features, we’ll walk them through exactly what they need to know.

Here’s what we typically cover during training:

• How to use desk phones, softphones, and mobile apps

• Setting up and accessing voicemail and call forwarding

• Navigating the user dashboard or admin portal

• Understanding call routing, transfers, and hold functions

• Using features like call recording, conference calling, or voicemail-to-email

• What to do if they run into technical issues

We also provide written guides, video tutorials, and real-time demonstrations to support different learning styles. And if you have staff in multiple locations or working remotely, we can deliver training via video calls to ensure everyone gets the same experience.

Our goal isn’t just to “train and go”, it’s to empower your team to get the most out of your VoIP investment. When your staff understands the system and feels comfortable using it, they’re more productive, more responsive to customers, and better equipped to support your operations.

And remember, training doesn’t end with the first session. We’re always available for refresher sessions, onboarding new team members, or answering questions as your business evolves.

When we say we’re with you every step of the way, we mean it.

Ongoing Support and Maintenance: We’re Here Long After Installation

Your VoIP system is up and running. Your team is trained. Calls are clearer. Features are working. But what happens next?

At Ekim IT Solutions, our relationship with your business doesn’t end after installation. In fact, it’s just getting started. We provide ongoing support and maintenance to ensure your VoIP system continues to perform flawlessly today, tomorrow, and as your business grows.

One of the best things about VoIP is that it’s low-maintenance by design. Unlike traditional phone systems that require on-site technicians for even minor changes, most updates, fixes, and configurations can be handled remotely and often within minutes. Still, even the best systems occasionally need attention, and we’re here whenever you need us.

Whether it’s a question about call routing, help adding a new employee to the system, or troubleshooting unexpected behavior, you’ll have access to a local, responsive support team that knows your setup and understands your business.

Here’s what our support includes:

• Real-time technical assistance by phone, email, or remote support

• System monitoring and performance checks to identify and resolve issues proactively

• Ongoing updates and feature rollouts to ensure your system stays current and secure

• Scalability support to help you add users, extensions, or locations as you grow

• Re-training options for new staff or when you want to take advantage of new features

We also keep track of your system’s health and usage trends, so we can recommend adjustments or optimizations before they become problems. Think of us as your behind-the-scenes communication partner, keeping everything running smoothly so you can focus on running your business.

No confusing phone trees. No delayed responses. Just friendly, knowledgeable support when and where you need it.

With Ekim IT Solutions, you’re never left on your own. Because when your phones are down, business stops. And we make sure that never happens.

Why You Should Upgrade Now

If your current phone system is causing more frustration than it’s worth, it’s time for a change. Outdated setups like Spectrum-type systems often lead to dropped calls, poor sound quality, and limited features that slow your business down. VoIP offers a smarter, more reliable alternative, with clearer audio, lower costs, and the flexibility to grow alongside your company.

In Maine’s competitive business environment, communication is everything. Whether you manage a single office, a mobile team, or multiple locations, VoIP gives you the tools to connect with customers and coworkers. Anytime, anywhere.

At Ekim IT Solutions, we help small and mid-sized businesses across Maine make the switch to VoIP quickly and stress-free. From system planning to training and long-term support, we’re with you every step of the way.

Don’t let outdated technology hold you back. Contact us today to schedule your consultation and discover how VoIP can transform your business communications.

🗓️ Book a  call with us
📞 207-333-2206
📧 info@ekimit.com
🌐 www.ekimit.com

• Joyce Gamil
• • October 1, 2024
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