Set Up an Ideal VoIP Phone System by Following 12 Simple Steps

VoIP
VoIP Installation Checklist

Are you planning for VoIP installation? This blog will disclose 12 easy steps or a VoIP installation checklist for setting up business VoIP easily and effectively? 

Step-1: Determine your key business phone system requirements

Before choosing a VoIP phone system, users must first identify the key requirements of their phone system. The requirements must include the number of users (local and remote), active business phone numbers, phone system usage, expenses and budget, legal and regulatory requirements, etc. After determining the key requirements, it is important to analyze the purpose of the phone system. For instance, if a business has a team that works remotely, the business must choose a professional service provider that provides softphone apps for assorted devices employees are using. Businesses with a worldwide presence may require a service that provides affordable international calling. 

Step-2: Types of features required in the phone system

Another key step for setting up a VoIP business phone system is identifying the most important features that a business needs in its phone system. Some of the most common and high in demand VoIP features are auto attendants, call routing, call forwarding, instant messaging, video conferencing, voicemail transcription, etc. These are just a few VoIP features. Businesses can add more features like advanced call management, call analytics, call presence, call queues, call recording and rating, custom music on hold, DND, IVR, mobile app, SIP trunking, softphone, and many more as per their requirements. 

Step-3: Check your bandwidth capacity

Since VoIP connects calls over an internet connection, choosing a bandwidth with enough capacity to handle all the VoIP calls is important. To check the capacity of bandwidth, businesses can run a VoIP speed test. It is a process in which voice traffic is stimulated on the network to see whether the internet connection is good enough or not. Nowadays, most networked routers come with enough capability to handle Voice over Internet Protocol traffic. Businesses can choose the one that offers QoS and bandwidth management functionality. 

Step-4: Select from available phone systems

The best thing about VoIP is that users need not buy new equipment t for installing a VoIP phone system. Yes, that’s true! Businesses can utilize their existing smartphones and computers that support internet phone services. If you are confused about what equipment will be the best suitable for your businesses, you can consult with your cloud communications expert to get their advice.

Step-5: Get your phone numbers transferred

Phone numbers play an important role in any kind of business. For customers, phone numbers act as an identity of a particular business. To reach customers flawlessly, it is vital to transfer the existing phone numbers via porting or port-in option. A VoIP provider can help businesses to port their numbers easily. It is important to note that businesses can transfer their phone numbers, including virtual and wireless numbers, PSTN/analog, etc. However, businesses can also opt for new digits if they wish so. 

Step-6: Add and manage VoIP phone system users

One of the most important steps in a successful VoIP phone system setup is deciding who can use the business phone system. Based on factors like the number of users and phone extensions, businesses can decide the user’s access to various business phone system features. Businesses must plan out the users, a number of phone extensions, access permissions, and the desired call flow to manage the system effectively. 

Step-7: Download VoIP applications

The next important step is to set up all the devices that a business wants to utilize for their new VoIP phone system. Nowadays, several apps are available for Android, iPhone, macOS, as well as Windows. Besides, businesses can use a softphone to make business calls from their smartphone or desktop.

Step-8: Define a proper call flow for better customer service

It is vital to determine how calls will flow when someone calls to connect with your business customer service. Here, the auto attendant feature plays the most important role. Auto attendants can be programmed to greet callers with a precise menu of different options. For instance, businesses can record a brief greeting message to welcome callers and the option to press a number to connect with a particular department or agent. Also, to ensure a better customer experience, businesses must keep an eye over how calls are flowing and how customers are experiencing their journey. 

Step-9: Determine your network connectivity

Network configuration plays an important role in the seamless management of VoIP calls. Businesses must have better network connectivity to ensure that their Voice over IP connections are operating perfectly. Businesses can utilize different ways to check their network connectivity. For example, they can call the VoIP phone system via their cell phone or call a cell phone from their business phone number. In both ways, businesses can perform a network connectivity test. It is important to run this test for a few minutes to see if there are any audio issues. 

Step-10: Verify your number assignments

Besides direct inward dial numbers, businesses might also utilize the ring groups feature to direct calls to the users from one phone extension. To enjoy this service without interruption, businesses should verify that they have configured the outbound caller ID as per their requirements. A user can get a default caller ID based on their location’s phone number. 

Step-11: Create and record voicemail greetings

Nowadays, voicemail plays a key role in the proper functioning of VoIP phone systems. Businesses can record greeting messages and guide their customers accurately to resolve their queries. This helps to create an exceptional customer experience which ultimately benefits the business’s growth. 

Step-12: Get extra VoIP features installed for improved functionality

By activating or setting extra VoIP communication features, businesses can augment their efficiency, workflow, and productivity. The most popular VoIP communication features are call forwarding, call recording, online faxing, text messaging, call screening, speed dial, etc. 

Conclusion:

Now, as you know, the key VoIP installation checklist to set up a VoIP phone system, you can leverage the full benefits of everything that a VoIP phone system offers. It will help you lower your phone bills and help in improving productivity, efficiency, and the customer experience in the long run.

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