Poor Call Quality On Your VoIP System: Try These Solutions
October 12, 2025
Clear, reliable phone calls are key to staying on top of customer service, sales, and team communication. But if your calls start sounding choppy or delayed, or if you’re hearing echoes or strange clicking noises, you’re not alone. These problems are common with VoIP systems, and while they can be frustrating, they’re also fixable. Knowing what causes them and how to fix them can make things smoother for everyone using the phone.
Poor call quality doesn’t just irritate your staff. It can affect how people see your business. If a client struggles to hear you or keeps getting cut off, it leaves a poor impression. Whether it’s a one-off drop in quality or something that seems to be happening more often, there’s usually a clear reason behind it. The sooner you sort it, the faster you get back to sounding professional and confident on every call.
Identifying Call Quality Issues
Before you start making changes or calling for help, it’s important to work out what the problem actually is. Not all poor sound experiences are the same. You might be dealing with audio delays, where voices don’t sync up. Or it might be jitter, where words skip or break up. Sometimes calls drop entirely or never connect properly at all.
Here are a few things to keep an eye (or ear) on:
– Calls cutting out for no reason
– Static noise or buzzing during calls
– Delayed responses between speakers
– Voices that sound distorted or robotic
– One side of a conversation going silent
If these problems come and go, they might be tied to how busy your internet connection is. But if they’re happening every day, at all hours, that’s usually a sign of something deeper.
It’s also worth checking whether the problem happens to just one person or affects the whole team. If it’s just one location or device, the fix could be simple. But if it’s company-wide, the root cause is likely your network or VoIP setup. Either way, jotting down when these issues happen and what they sound like can help speed up fixing them.
Network And Bandwidth Considerations
Your VoIP calls rely on a steady internet connection. If your network isn’t consistent or your bandwidth is stretched too thin, call quality will take a hit. Think of bandwidth like a road. If that road is too full due to video streaming, downloads, or other services, your phone calls get stuck in traffic and sound rough.
Here’s how you can check if the network is the cause:
– Use a speed test tool to check your internet at different times of day
– See if call quality gets worse when multiple people are online
– Unplug unused devices from your network where possible
– Schedule large file transfers outside of working hours
To make calls clearer, set up what’s called Quality of Service on your router. This gives priority to voice traffic, making sure your calls get the space they need even when the network’s busy.
If you’re on a shared network or using standard home broadband in a work environment, that could be part of the problem. Business communications need traffic to flow without delays. The cleaner your signal and the more consistently your connection runs, the less likely you’ll run into those annoying skips, echoes, and drops during calls.
Hardware And Software Solutions
Sometimes it’s not your network that’s the issue but your gear. Cheap or ageing headsets, outdated routers, or unsupported VoIP phones can all cause sound issues. Even the placement of your router can make a difference if it’s stuck in a cupboard or hidden behind walls.
Here are some common upgrades that can help improve call quality:
1. Use wired headsets with noise-cancelling microphones
2. Replace old routers with VoIP-compatible models
3. Check to see if your Ethernet cables are worn or damaged
4. Keep VoIP phones updated with the latest firmware
5. Position routers in open spaces with good airflow and fewer blockages
Don’t forget to check your software as well. VoIP systems often rely on apps or dashboards to manage features like call forwarding, voicemail, and inbound routing. If you’re not running the latest version, you could be dealing with bugs, lag, or glitches that have already been fixed on newer releases.
Keeping both hardware and software up to date doesn’t mean chasing the latest gadget. It means making sure what you already use works well every day. Swapping out a handful of older tools, or just moving a few things around, can reduce strange sound issues more than you’d expect.
One business we worked with had years of annoying echo problems that cleared up the moment they switched from Wi-Fi to wired Ethernet on a few desk phones. Simple changes go a long way.
Professional Support And Regular Maintenance
If you’ve tried sorting out network issues, checked your devices, and updated your software but you’re still getting rough audio or dropped calls, it may be time to call in backup. VoIP systems can seem simple when everything’s working. But when you hit the kind of problems that don’t have obvious fixes, skipping professional help can keep the issue dragging on longer than necessary.
Here’s what professional support typically helps with:
– Running a full check of your network settings and router configurations
– Identifying packet loss or jitter that’s too small to spot without proper tools
– Adjusting Quality of Service rules to keep call traffic moving smoothly
– Pinpointing gear that’s out of date or inconsistent, even if it seems fine on the surface
– Making sure your firewall and security settings aren’t slowing things down
Having someone who knows what to look for can save hours of trial and error. They can also help you figure out if it’s your provider causing the trouble or if it’s something closer to home. And once everything’s working again, regular maintenance keeps it that way.
Routine check-ups mean you can fix small hiccups before they become bigger problems. Think of it like a car MOT. You probably won’t notice a problem until it’s already affecting your ride. But someone with the right tools can spot issues ahead of time and make sure your setup runs without surprises. A good maintenance routine might include monthly check-ins, firmware updates every quarter, and annual full-system reviews.
That one desk phone that always sounds fuzzy? That app that crashes every other update? Small annoyances like these are signs your system needs attention. Professional support keeps your tools sharp so problems stay small and easier to manage.
Ready To Improve Your Call Quality?
Call quality might not be something you notice when it’s working, but you’ll hear it straight away when it isn’t. Choppy sound, delays, or calls that cut out can quickly wear down your customers’ patience and your team’s focus. The good news is, these aren’t things you have to just put up with.
Most call-related problems come down to one of three areas: network strain, outdated gear, or simple overload. Taking the time to diagnose what’s going wrong and put some fixes in place can make a real difference. Start by tracking which problems happen and when. Use a speed check to monitor your internet through the day, and double check that your phones, apps, and cables are all up to date. Don’t forget to test different devices too. Sometimes the quickest fix is swapping out one dodgy headset.
When tech headaches keep piling up or you’re not sure what’s gone wrong, it’s better to get help instead of guessing. Regular support and system checks stop these problems from catching you off guard again.
You don’t have to settle for dropped calls and fuzzy audio. A bit of attention to your setup and the right kind of support can get your VoIP system running the way it should and keep it that way long term.
If you’re looking to improve how your team connects, National Business Communications is here to help. Explore how a business VoIP telephone system can support smoother communication and make daily operations easier.