VoIP, or voice over internet protocol, is quickly becoming the global standard for communications. For decades, we’ve relied on cabling and infrastructure that’s needed serious maintenance and fixing – and now, homes and businesses are looking towards a more cost-effective digital alternative.
VoIP is making it possible for us all to talk to one another via internet connectivity – instead of all those awkward wires and cables!
But how do you set up a commercial VoIP system? What does it actually involve – and can you do it on your own?
With a reliable VoIP provider on your side, it’s easier than you think to make the leap to digital calls and video conferencing. Here are a few simple steps to help you get connected.
1. It’s always worth planning ahead.
Traditional telephony is being phased out, which is reason enough to move to VoIP as soon as possible. However, it’s still a good idea to lay out what your business actually needs.
Think carefully about how your business currently communicates with its customers and clients. Do you have more remote staff than in-house personnel, for example? If so, a VoIP system is likely to benefit you – because you can simply provide remote staff with an app to connect from afar.
Do also think about the types of calls you are taking, and the volumes you can currently manage. If you could use more support in handling calls, VoIP can help you set up smart routing, virtual assistance, and redirection.
If you’re also making lots of outbound calls, you might find VoIP’s autodial functionality helps you reach more people, more often.
There’s also the matter of connectivity and call quality – are you regularly experiencing dropped calls because of line faults? Are you potentially losing customers because of poor line quality or unstable connections?
There’s a great chance VoIP’s stability and reliability could help turn things around for you – and if you’re considering growing your business to welcome overseas business, calling and conferencing abroad is much more affordable compared to legacy telephony.
Once you’ve decided whether or not VoIP is the right option to take for your firm, it’s time to start laying the groundwork.
2. Check your internet connection’s VoIP-ready.
To be able to run VoIP effectively, you need stability and speed. That means you must ensure you’re connected through a reliable internet service provider (ISP) and that your speeds are adequate to support a range of different communications – such as video conferencing and data calls.
In most cases, VoIP providers will help you test your data connection to ensure it’s a good fit for their services. If it isn’t, they will make recommendations and you can go away to discuss potential upgrades with your ISP.
Alternatively, you can use speed tests online to check your connection stability and power for free. However, be ready to try a few different tests to ensure you get a rounded opinion.
VoIP is only going to be so stable and useful provided your internet connection is up to scratch. You should look at common elements such as ping, which measures data travel speed, upload and download speeds, and jitter, which measures potential time delays.
Making sure your internet connection can easily welcome VoIP will save you headaches and hours of troubleshooting down the line.
3. Compare and contrast different types of VoIP.
VoIP comes in a few different flavours and setup styles. The most popular is usually cloud-based, which means it’s completely managed off-site. Cloud-based VoIP is monitored and maintained by experts at your VoIP provider, which saves you time and effort making fixes where needed, and saves you money you could lose through business interruption and running costs.
However, you can also choose an on-premises private branch exchange, or PBX. On-premises PBX essentially gives you a private network through which you can run data communications. That means you’re running a VoIP server in-house. However, this can come with rising costs – such as having to employ experts to manage your tech, and arranging for repairs.
It’s also possible to invest in devices with VoIP built-in. IP phones connect directly to the internet through WiFI or ethernet – and in many cases, you can use these devices with a provider that offers a cloud-based solution.
You can also upgrade existing phones and hardware so it’s VoIP compatible. Whatever way around you set up, a VoIP provider can help you move from older technology to the current digital standard.
4. Find a provider that suits your needs – and not necessarily the cheapest option!
With VoIP quickly becoming the mainstream choice for modern businesses, it’s easy to assume that all providers do the same thing – and that there’s simply too much choice.
However, that really isn’t the case. For one thing, you need to think carefully about your budget – and that doesn’t always mean going for the lowest bidder. If anything, you need to map out what’s the highest priority for your communications strategy – is it international calls, mobile apps, or integrations, for example – and then compare the cost of these features between providers.
Consider comparing:
- Remote working options (can your provider offer an app or apps that remote agents can use away from HQ?)
- Scalability (does your provider offer fair scalability and room for you to grow over time?)
- Adaptability (can you use existing hardware, or does your provider give you options and support for purchasing equipment to connect you to VoIP?)
- Advanced features (does your provider support call waiting, redirect, and routing support? Is the client dashboard intuitive and does it break down analytics? Is it easy for agents to manage call volumes?)
- Third-party integrations (does your provider allow for productivity suites and CRMs to integrate easily with its services?)
- Security standards (what kind of encryption and data management policies do your provider follow? Are they offering a managed service with 24/7 monitoring, or does much of the oversight fall to you?)
- Number retention (can you keep your phone number(s), or can you create new, virtual numbers based on specific prefixes?)
Of course, your needs will vary – meaning there will be some providers that offer you more flexibility and greater value for money than others. Value for money is relative when it comes to setting up VoIP – going with the cheapest option could put you at risk of settling for poor-quality service.
You should always compare the market and look for feature-rich services with flexible contracts and scalability to support your firm regardless of where it might be headed. With a cloud-based service such as VoIPer, for example, you can choose from a range of tariffs and set up a VoIP phone system that’s built around your needs and budget.
Remember, like when shopping around for any products or services, you should never settle for the first one or two providers you find. Make notes, work out what’s most important to your business and customers, and be ready to compare.
5. Set up your devices in minutes.
Regardless of the type of VoIP you opt for, getting set up for digital comms is usually a breeze. Naturally, if you’re setting up a PBX with physical hardware, there will be some plug-and-play required. That’s usually going to mean setting up new phones and connecting them via WiFi or ethernet as required.
Getting set up for cloud VoIP, however, is the easiest process of all. Once you’re agreed on a VoIP plan with a provider and your phones and other hardware are in place, you simply need to log in with usernames and passwords, and biometrics / multi-factor authentication.
That means you can start downloading apps and programs to the devices you intend to use through VoIP, and start setting users up ready to go.
A reliable VoIP provider will give you all the support you need when it comes to logging in and managing their software. Many will offer bespoke solutions based on SIP trunking, which in plain English means they’ll tailor communication apps and suites to benefit your call volumes and agent needs.
Getting VoIP set up really doesn’t have to be difficult. If you can remember the amount of time and effort you put into getting traditional phone lines set up, breathe easy – those tricky times are far behind you!
Advantages of VoIP Phone Service for Small Businesses
Small businesses stand to gain significantly from switching to VoIP Phone Service for Small Businesses. One of the biggest benefits is cost savings. Traditional phone lines are often expensive to maintain, especially for businesses with a high volume of calls or those making international calls. VoIP reduces these costs by using internet connectivity, which often results in lower calling rates, particularly for long-distance or international communications.
VoIP also offers enhanced flexibility. Since calls are internet-based, employees can make and receive calls from anywhere with an internet connection, making it ideal for remote teams. This also allows small businesses to scale their communications more easily, adding new users without having to install new phone lines.
Additionally, VoIP systems often come with advanced features like call forwarding, voicemail-to-email, and auto-attendants, which can help small businesses appear more professional and streamline communication processes. VoIP systems also integrate well with other business tools like CRM systems, making it easier to manage customer interactions efficiently.
Finally, as small businesses grow, they can easily scale up their VoIP systems without significant additional investment. With many VoIP providers offering flexible pricing plans, businesses can start small and expand their services as needed.
6. Get ahead of the pack.
Yes, the world is moving towards VoIP one step at a time, but speaking of time – it’s ticking. In the UK, BT is switching off old PSTN and ISDN lines by 2027. That means businesses need to start acting fast if they want to keep businesses running and to stay ahead of the competition.
The best thing you can do right now is set up an action plan and find a reliable, flexible VoIP provider – and don’t leave switching to the last minute. The sooner you move to VoIP, the sooner you can embrace all the amazing digital features and enhancements your customers and clients are waiting for.
