Common VoIP Phone Problems and How to Fix Them

A voip phone is a powerful and flexible communication tool for modern businesses, but like any internet-based technology, issues can sometimes occur. The good news is that most VoIP problems are easy to identify and fix with the right approach. This article explains the most common VoIP phone problems businesses face and how to resolve them, using simple Australian English.

Poor Call Quality and Audio Issues

One of the most common VoIP phone problems is poor call quality. This can include echo, crackling sounds, delays, or robotic audio. In most cases, the issue is related to internet connection quality.

To fix this, check your internet speed and stability. VoIP calls need a consistent and reliable connection. Using a wired connection instead of Wi-Fi, upgrading your internet plan, or prioritising voice traffic on your network can greatly improve call quality.

Dropped Calls and Call Disconnections

Dropped calls can be frustrating for both staff and customers. This problem often occurs when the internet connection is unstable or when network equipment is overloaded.

Restarting routers and switches can help resolve temporary issues. If dropped calls continue, reviewing network capacity and ensuring your firewall or router is properly configured for VoIP traffic is essential.

One-Way Audio Problems

One-way audio happens when one person can hear the other, but not vice versa. This is usually caused by firewall or network configuration issues blocking voice data.

The solution is to ensure your network allows the necessary VoIP ports and protocols. A VoIP-aware firewall or proper network configuration usually resolves this issue quickly.

VoIP Phone Not Registering

Sometimes a VoIP phone fails to register with the service, meaning it cannot make or receive calls. This can be caused by incorrect login details, network restrictions, or service outages.

Double-check your device settings and credentials. If the issue persists, restarting the phone or checking with your service provider can help identify whether the problem is local or service-related.

Delayed or Choppy Audio

Delayed or choppy audio usually indicates network congestion. This happens when voice data competes with other heavy internet usage, such as file downloads or video streaming.

Using Quality of Service settings on your router helps prioritise VoIP traffic. Scheduling large downloads outside business hours also reduces congestion and improves call performance.

Echo During Calls

Echo occurs when sound loops back to the speaker. This is often caused by hardware issues, such as poor-quality headsets or incorrect speaker settings.

Using high-quality headsets and adjusting microphone and speaker volume settings can reduce echo. In some cases, echo cancellation features built into VoIP systems can be enabled to fix the issue.

Power Outages Affecting VoIP Phones

Unlike traditional landlines, VoIP phones rely on power and internet connectivity. During a power outage, VoIP services may stop working.

To prevent disruption, businesses can use battery backups or uninterruptible power supplies for critical network equipment. Many VoIP providers also offer call forwarding to mobiles during outages to maintain communication.

Security Issues and Unauthorised Access

Security concerns such as unauthorised access or suspicious call activity can affect VoIP systems if not properly secured. These issues usually result from weak passwords or outdated software.

Using strong passwords, keeping devices updated, and limiting access to authorised users helps protect your VoIP system. Choosing a trusted provider also reduces security risks.

Issues With Remote and Mobile Users

Remote staff may experience VoIP issues due to home internet limitations or unstable connections. This can affect call quality and reliability.

Encouraging staff to use wired connections where possible and providing guidelines for minimum internet requirements can improve performance for remote users.

Voicemail and Feature Malfunctions

Sometimes VoIP features such as voicemail, call forwarding, or auto attendants may not work as expected. These issues are often caused by configuration changes or system updates.

Reviewing settings through the management dashboard and testing features regularly helps ensure everything functions correctly.

When to Seek Professional Support

While many VoIP issues can be fixed internally, ongoing problems may require expert assistance. Working with a reliable provider ensures faster resolution and better long-term performance.

An experienced provider can help optimise your network and ensure your voip phone system runs smoothly.

Keeping Your VoIP Phone System Reliable

Regular monitoring, updates, and proper network management help prevent most VoIP issues. Proactive maintenance ensures consistent performance and fewer disruptions.

About Aatrox Communications

Aatrox Communications is an Australian telecommunications specialist helping businesses maintain reliable and efficient communication systems. We provide expert support for VoIP phones, SIP trunking, and business connectivity solutions.

You can contact Aatrox Communications at sales@aatroxcommunications.com.au or call 1300 645 699 for professional assistance. Our office is located at Level 11/160 Queen St, Melbourne VIC 3000, Australia. We are committed to helping Australian businesses communicate clearly and confidently.