Is your business ready to make the switch to VoIP? Setting up a VoIP phone system can bring benefits like cost savings, advanced features, and more flexibility. Compared to landlines, VoIP systems are very easy to set up, but there are still a few things you should know ahead of time. Follow our guide below to ensure a smooth transition from landlines to VoIP.
How to Set Up a VoIP Phone System
1: Evaluate Your Business Needs
Before you select a VoIP system, you should determine the exact capacity and functions you’ll need. You don’t want to go through the work of setting up your phone system only to find out it doesn’t live up to your expectations.
When choosing a VoIP phone system, consider the number of employees who will need VoIP lines, which features are must-haves, and which ones will integrate well with the other tools you use. Selecting the best system and phone plan for your needs will help facilitate a smooth setup.
2: Choose a Reliable VoIP Provider
Choosing a trustworthy VoIP provider is also essential for a successful setup. Not every provider offers the features you’re looking for, so don’t just go with the first one you find. Look for a provider that offers scalability, excellent call quality, reliable customer support, and security features like data encryption.
3: Test Your Internet Connection
One of the main VoIP setup requirements is a stable internet connection. VoIP typically uses about 100 kbps of bandwidth per VoIP line. It’s crucial that you test your internet connection before you switch to VoIP to avoid dropped calls and other issues. Luckily, Google offers a free internet speed test.
4: Select Your Phone Number
One of the first things you’ll need to do when setting up your new VoIP system is program the phone numbers for your business. Don’t worry—if you have existing phone numbers, there’s no need to change them. You can simply port them over to the VoIP system, and your customers will have no trouble reaching you. If you don’t have a phone number or wish to change the one you have, you can also choose a local number or vanity number that’s available.
5: Set Up the Hardware
Unlike landline phones, VoIP systems do not require complex and expensive hardware installations. All you need are VoIP-compatible phones or softphones for each user.
VoIP phones connect directly to your internet network, but computers and mobile devices can also connect using a softphone application. To ensure a smooth transition, make sure your current equipment or software is compatible with your VoIP provider’s requirements.
6: Configure Your VoIP System
When you choose a VoIP plan, your provider will guide you through the configuration process. This may involve creating employee accounts, assigning phone numbers, setting up voicemail, configuring special features, etc. The entire setup process should be relatively quick and simple if you choose the right provider.
7: Test Your Lines
After you set up VoIP, the next crucial step is to test the quality of the phone calls. Poor quality connections and dropped phone calls can damage your reputation. Be sure to check for any audio issues, delays, or dropped calls. If you encounter any issues, contact your VoIP provider immediately so they can help you troubleshoot the problem and adjust your system settings.
8: Train Your Employees
Finally, don’t forget to train your employees once your system is up and running smoothly. Make sure they understand how to access voicemail, make conference calls, and utilize the advanced features that will help improve their productivity. The more familiar they are with the new features and call-handling procedures, the smoother the transition will be.
VoIP Phone Systems in Reno, Nevada
If you’re ready to embrace the power of VoIP, contact WiZiX Technology Group. We offer affordable and customizable VoIP phone plans that will help enhance your business communications.
We’ll also help guide you through the setup process to make the switch to VoIP easy. Give us a call at 866-846-1411 to request a complimentary onsite evaluation of your current phone system and features.