How To Set Up A VoIP Phone System in 10 Easy Steps

According to research, using a VoIP phone system can help you save an average of 32 call minutes per day.

Voice over internet protocol (VoIP) is a great alternative to communication via traditional phone systems. Not only does it allow your users to effectively communicate with customers from anywhere, but it is also cost-effective. 

Truly, a VoIP phone setup has a lot of benefits to offer businesses across various industries. You may be thinking that VoIP setup is quite challenging. But, you couldn’t be more wrong. 

In this article, we will help you understand VoIP setup and how to do it yourself in 10 easy steps.

10 Steps To Setting Up VoIP for Your Business 

Getting your VoIP setup ready does not have to be complicated. Here is an easy guide on how you can set up VoIP in 10 easy steps:

Step 1: Identify your business needs

First and foremost, you should identify what your business needs are. Begin by examining your current phone system. Consider what your current system is doing, your call volume, types of calls you get, etc.

Ensure that you completely understand what it is that you need. Determine how important mobility is for your business. At present, do you have a workforce that could benefit from a VoIP setup?

By first understanding your current solution’s advantages and disadvantages alongside your business needs, you can plan for success. 

Step 2: Test your network and internet connection

An important factor of VoIP setup is your internet connection. VoIP call quality largely relies on your internet connection. 

Moreover, this is even more important if you want a system equipped with video conferencing, chat and other collaboration features. This is because your internet connection will affect how fast your data is transmitted. For these reasons, it’s important to test your internet connection for potential issues like – low bandwidth, jitter, latency and packet loss. 

With this test, you can understand if your internet connection can or cannot handle VoIP setup. If your connection falls short of your industry standards, you should consider upgrading your internet connection plan. 

Additionally, talk to your service provider to find out what else you need to prepare for your VoIP setup.

Step 3: Research the different types of VoIP

Now that you’ve successfully identified your business needs and tested your network, you must do your research. It’s vital that you know the way VoIP works alongside the different types of systems available.

There are 3 main types of VoIP systems to choose from:

On-premise VoIP: With on-premise based VoIP, you purchase your own hardware. This includes servers, switches and on-site hosting of the VoIP service. You, the owner, will be responsible for updates, maintenance as well as security.

Cloud-based VoIP: With cloud-based VoIP solutions, your business will not need to purchase any on-premise equipment. Instead, you will select a VoIP provider. This third-party provider then acts as a host, maintains and updates your software and hardware and delivers connectivity from a remote location. 

Hybrid VoIP: Another option your business can choose is a hybrid VoIP software. Here you can choose to invest in and combine parts of an on-premise VoIP system with a cloud-based system.  

Step 4: Find a VoIP Provider with your desired features

When you switch to a VoIP setup, it doesn’t just mean replacing your landline. Alongside this, it’s also an opportunity to modernize your business communications at no extra cost. 

When you’re looking for a VoIP service provider, ask the correct questions. Remember to get a demo of their service as well as discuss how it’s going to be implemented. 

The right VoIP provider will help you eliminate internal communication errors. Some critical aspects you should pay attention to include call management, unified communications, third-party integrations, mobile apps and security. It’s essential to consider all the features a VoIP provider offers and how compatible they are with your business needs. 

Step 5: Invest in the right hardware 

Once you’ve selected your VoIP provider, the next step’s to invest in the right VoIP setup requirements. 

If you want your phone calls to sound amazing, you should go for a high-end VoIP desk phone. However, there are also cost-effective options available if you just want to make and receive regular  phone calls.

In addition to this, VoIP headsets are a great companion to your business phones. With a headset, your agents can move while on calls. Furthermore, they’ll also have their hands free to look up customer information or add notes onto a CRM.

You can also minimize hardware costs by investing in a business phone app, softphones. Instead of a desk phone, softphones allow you to handle calls using the app itself and eliminates a need for dedicated hardware.

Step 6: Get yourself a business phone number

Majority of VoIP plans include a local phone number. This is the ideal option for your business if you want to service a limited market area or build a local presence. 

There are different ways you can get a phone number for your business. You could select an available local number or choose a toll-free number. If you already have one, you could just ask your VoIP service provider to port the number. Remember to always pay attention to fees involved in number porting.

Alongside these, another option to retain your phone number is Bring Your Own Carrier (BYOC). This is the ideal option when your current provider’s rates are the best and if you plan to expand to new territories. With BYOC, you can easily add existing and additional carriers for new locations.

Step 7: Configure and install your VoIP setup 

Perhaps one of the most important steps is properly configuring and actually implementing your VoIP setup. The way you install your VoIP system depends solely on the type of solution you chose. 

With on-premise VoIP, installing PBX in your office will involve a team of system administrators, project managers and VoIP-certified electricians. With cloud-based VoIP, the installation will primarily happen on your digital devices. You just have to download the app from your provider onto your mobile and desktop.

Post installation of software and equipment, you can complete your VoIP setup with some additional practices. For example, designing call flow, making test calls, implementing third-party tools, etc. 

Step 8: Test your new VoIP system 

After you’ve finished installing your VoIP setup, it’s time to test your network strength. 

This can be done using your provider’s customer support application. Some specific aspects you should pay attention to are latency, audio quality and connection stability. 

Try to test your lines when there is a lot of activity on the network. Before you go live, remember to ensure that all numbers are correctly routed. Always test your system!

Step 9: Train your staff to get the most out of VoIP

We’ve now completed discussing all the steps involved in the technical VoIP setup process. However, you must also see that your employees understand how the new system works. This isn’t a problem as VoIP is designed to make things easy and is very user-friendly. 

This should be your approach with your employees, when you adopt a new VoIP setup:

To best ensure that your staff takes full advantage of VoIP’s features, set aside some time to train your team. Although appearing unnecessary, it is. 

Before you go live, train your team to use voicemail, calling, text messaging as well as other features. By doing this, your team members will become more comfortable with your new system and its processes. 

Step 10: Regularly monitor and maintain your VoIP system

Stay calm and do not worry when it comes to maintaining your VoIP setup. Your provider will take care of regular maintenance while hosted VoIP providers support and update your system.

Try to keep an eye out for communication regarding new features or updates. Then, pass this information onto your team. 

Conclusion

Voice over internet protocol (VoIP) services provide an effective means of handling customer communications and interactions. Not only are they cost-effective, but they’re also portable and easily scalable. 

VoIP serves as the perfect asset for any business to grow and achieve new heights of success. However, actually setting up a VoIP system can be quite daunting at first glance.

With this easy-to-follow guide, we hope you too can set up your own VoIP setup with no trouble whatsoever. Consider investing in VoIP today and instantly reap the benefits!

Frequently Asked Questions (FAQs)