Voice over Internet Protocol technology eliminates bulky desk phones and tangled cords, but adds something you didn’t need before: a VoIP server. It allows you to use all standard VoIP features, such as call forwarding, recording, and voicemail, as well as advanced tools like call queues, interactive voice response, and integrations.
In other words, you cannot use a VoIP system without a VoIP server. You can either manage the server yourself, which is not recommended for most, or leave it to your provider.
There are some scenarios where it might make sense for you to manage it yourself. If you want to be an expert on hardware and all the components, I'm not going to stop you. The same applies to businesses that need full control over their phone system.
But if you don't have an IT expert on your team, you don't plan to hire one, or you're not one of them, it's best to leave it to the professionals. Here's why.
1. A local VoIP server complicates remote and distributed environments
Picture this: You have remote employees and offices in other cities that all need to be on the same phone system. With self-managed servers, that means investing in a lot of hardware and hiring IT professionals for each location.
Not to mention the difficulties of remote access to computers. Managing firewalls and dozens of VPN tunnels with security risks and performance losses is a logistical nightmare.
What if someone working from home is having quality issues? Maybe a feature isn't working at all. Troubleshooting also becomes a huge headache.
With managed VoIP services, all of these worries go away. Everyone is on the same system, no matter where they are, because your VoIP server is in the cloud and is protected, maintained, and monitored on your behalf.
All your employees have to do is log into the app. It's as easy to access as their email inbox from anywhere in the world.
2. Security concerns can multiply quickly
When you manage your own server, you're responsible for ensuring your phone system stays safe from internal and external threats. For everything from firewall settings and software updates that could potentially break everything to anti-malware protection and intrusion detection systems, you'll need a full IT team.
Managing your own VoIP server means:
- Continuously patching security vulnerabilities.
- Actively monitoring network activity to detect suspicious behavior.
- React quickly to security breaches.
- Working 24/7 to minimize the damage from threats.
- VoIP traffic encryption.
- Implementing strong authentication practices.
On the other hand, managed VoIP providers invest heavily in robust security measures, including data encryption, intrusion detection, and 24/7 monitoring. They have the expertise and resources to stay ahead of ever-evolving threats so you don’t have to.
If you have an IT team, you can free them up to focus on other activities that move your business forward instead of maintaining a system they know they shouldn't have to do.
3. Expensive maintenance and unexpected expenses
Managing VoIP servers yourself means you have to purchase a server. This can be a cloud-based digital server from a hosting company or a physical hardware device in your office. Either way, it's a significant upfront investment with additional installation costs, a skyrocketing electricity bill, ongoing maintenance, and physical security if it's in your office.
As hardware evolves, components may also need to be replaced over time.
Additionally, you'll need to pay for the software itself, which includes a license agreement for your server's operating system, VoIP platform, and security tools, if needed.
As the VoIP and security software you installed deteriorates, you may also have to pay to upgrade to the latest version to gain access to new features.
Not to mention the cost of hiring and training an entire team to do all of that.
Managed VoIP services eliminate these burdens, as the provider takes care of all hardware and maintenance needs. All you have to pay is a predictable monthly or annual fee.
SEE: Find out how much a VoIP system costs with our VoIP pricing guide.
4. Feature Limitations and Missed Opportunities
VoIP technology is constantly evolving and new features and functionality emerge periodically.
Managing your own server may limit access to some of these updates, depending on how it is configured. Additionally, it may be difficult to integrate new features into your system.
Considering the efficiency that is supposed to come with a feature-packed phone system, it almost seems wasteful to only use a few of its features. However, it can be incredibly costly if you choose to upgrade or add new features.
With managed VoIP services, you have access to everything at all times. When new versions are released, you are automatically updated with minimal downtime.
You don't have to wonder what you're missing.
5. Disaster recovery and enterprise backups
Many people don't realize how much it takes to maintain a server: it requires physical space, a reliable cooling system, and a stable power supply in addition to the hardware itself, software licenses, and security.
Without a reliable backup, your entire system stops working during a power outage, cyber attack, hardware failure, or natural disaster.
Events like these can damage your infrastructure or erase all your data.
Managed VoIP services maintain redundant systems, automatic failovers, and data centers in multiple locations, ensuring your system stays online no matter what. If something happens to your server, they automatically switch to another one to maintain service.
In the event of an attack, they can easily roll back to a previous version or quarantine the issue without taking your system offline.
When it makes sense to manage your VoIP server
While managed VoIP services offer clear advantages for most businesses, this is not always the case. Managing your own VoIP server may be unavoidable, especially if you need to:
- Complete control over your telephone system.
- Impenetrable security.
- Customization options you can't get anywhere else.
- Deep integrations with other self-hosted business tools.
- Cost savings in a business environment.
- Compliance with highly regulated industries.
Otherwise, the benefits of letting your VoIP provider do the heavy lifting far outweigh what you'll get by managing the server yourself.
