How to Setup a VoIP Phone System
Setting up a VoIP phone system can be a significant challenge to many. Although the transitioning process can be stressful, it can be seamless when you can choose the right provider. A trusted phone provider will assist you along the way and be there to answer any questions during the setup process.
Learn how to set up VoIP for your business using this step-by-step procedure. Follow the proper steps to set up your business phone system easily, from identifying your communication needs to training your team to use the system effectively.
How to Setup a VoIP Phone System
Step 1: Identify the needs of your team.
When setting up a VoIP, you should consider the pros and cons of your existing phone system. As each system is different, you must understand the features you will need from the VoIP system to keep your company on track. When you can assess your team's communication needs, it is easier for you to purchase a phone system that will check all the right boxes. Your business needs will also dictate what type of VoIP system you need to use, so be sure to do a proper assessment.
Step 2: Know the types of VoIP
Do some research to understand the different types of VoIP systems. Through researching, you will better understand how VoIP works and the various systems available for your business. Some styles include device-based VoIP, on-premise PBX, and cloud-based PBX. If you can identify and get familiar with the kind of system you want, it will be easier to make a final decision and find the VoIP that best fits your business needs.
Step 3: Determine the budget for VoIP
When it comes to investing in VoIP, every business owner's primary concern is the price of the system and the additional charges they may incur. Make sure to compare monthly subscription costs and other VoIP system upfront costs. When you have worked out a VoIP budget, choosing a VoIP plan and provider is much easier.
Step 4: Choose the right VoIP provider
If you are a first-time VoIP user, choosing the right provider for setting up a VoIP phone system can be a significant challenge. You will be bombarded with various options, making it hard to tell which providers are reliable. If you can narrow down the long list of prospective providers, it is easier to get the right provider. You can always ask questions, get a demo, and discuss what the provider will do for your business.
Step 5: Port your numbers
You don't need to change your number when setting up a new VoIP system. In fact, keeping your existing numbers will help ensure your customers won't feel inconvenienced.
You can simply transfer a current number to your newly chosen provider by porting your numbers. Porting your numbers allows a seamless shift, avoiding the chaos of switching your business number. Remember not to cancel your previous service while doing the port process. When requesting the transfer, ensure that your information matches precisely. The entire port process could take up to a week or more.
Step 6: Configure and install your VoIP system
Setting up a VoIP system can be frustrating if you have not received any help from professionals during the installation and configuration process. Setting up your VoIP system will most likely take hours of work if you have no one to assist you. Getting help from your VoIP provider will make the process a lot easier. You can also use a setup wizard to configure your VoIP system to your needs. Once you complete the installation, you can design your call flow, incorporate tools, and test calls.
Step 7: Test your newly installed VoIP lines
To verify whether the newly installed system works correctly, you must test or check its network strength. You can do the testing through the provider's customer support app. Some of the things you should pay attention to are the VoIP systems' audio quality, connection stability, and latency. You should also test your lines when a lot of network activity is happening to ensure they can carry a heavy load of calling transactions. If everything is working well, it simply means there are no issues with the VoIP lines.
Step 8: Train your team to make use of the VoIP features
The VoIP system is easy to use, so it will not be hard for your team to understand the new system. Still, you need to guide them along the way by discussing the user manuals or letting them check out the training videos that your VoIP system company provides. Allowing your team to test out the new system's features will help them feel comfortable and understand how to use them in a call. If you need help teaching or guiding your team, you can also contact your VoIP provider's customer support team to assist you.
As the world progresses day by day, you need to respond to these changes. Undoubtedly, switching to the VoIP system can significantly impact your business and ensure you have the most modern phones for your business. With many VoIP solutions in the market, you should know which systems can best enhance your business's growth and performance. Whether you're just starting out or need a refresher, this guide will help you learn how to set up VoIP for business. Invest in a reliable VoIP system today for better communication technology tomorrow.
Frequently Asked Questions (FAQs)
How many phone lines does a small business need?
The number of phone lines you will need depends on how the business relies on phone-specific communication. If you heavily rely on over-the-phone communication, you will want more lines. If you primarily rely on written communication, you will need fewer lines. Choose the number of lines that best suits your business, whether 2-line, 3-line, or 4-line.
What are the available phone lines that you can choose from?
There are several phone lines available for your business. Some of the most common pre-defined numbers of lines are as follows:
2-line phone system
The 2-line phone system is the best solution if you are in a home office or have a small business. It can help you with call volume control during peak hours.
3-line phone system
Vast flexibility and excellent call quality are the most significant advantages of a 3-line VoIP phone system. This more advanced system brings better connectivity to your team and clients.
4-line phone system
The 4-line phone system improves the level of communication for your business. It is suitable for a collaborative team working together in different places. It has several additional features compared to other options.
Do multi-line phone systems offer unlimited calls?
A multi-line phone system should be able to offer unlimited calls for small or big businesses. At Callture, our business plans give you unlimited calls, making every use worth your money.
How much do multi-line phones cost?
The multi-line phone cost depends on your pre-defined lines. The more lines you choose, the higher the price. But, if you are looking for an easy-to-use and affordable VoIP phone, you can always rely on Callture. We have several budget-friendly VoIP phones and phone systems for your business.