3 VoIP Implementation Steps to Grow Your Business

3 VoIP Implementation Steps to Grow Your Business

Thinking about switching to voice over Internet Protocol (VoIP)? For SMBs, the right VoIP setup can lower costs, boost flexibility, and improve productivity, but only if it’s implemented correctly. 

The process is relatively straightforward once you determine the VoIP tech that aligns best with your business communication needs and budget. Most business VoIP services come with plug-and-play equipment, so installation is easy. 

Providers also typically offer comprehensive guides and professional help so you can get yours set up right the first time. 

Let’s look at each step of the VoIP installation process so you know exactly what to expect. 

Easy Steps for VoIP Implementation

1. Evaluate your business’s technical requirements

Your first move should be to thoroughly assess your current setup, identify your requirements, and clarify your objectives for making the change. 

Answer these key questions to guide your process:

• Do you need to replace your existing hardware? 

If you’re on a tight budget, consider keeping hardware costs low by using existing equipment or soft phones rather than spending money on additional hardware.

• Where are your employees located? 

Office-based teams may use systems that need separate headsets and phones to maximize productivity. Remote teams are best suited for using softphone apps and software on existing desktops and mobile phones. 

• What is your call volume? 

Determine the appropriate number of phone lines for your business to achieve full operational capacity without overpaying. Allocating a separate phone line for each team member might be necessary if your business experiences high call volumes, for example. Companies with lower call volumes could find a single line for each department or specific employees sufficient. 

• Which VoIP system features do you need? 

Most businesses expect their VoIP phone systems to support call management features like call routing, recording, and screening. But you may want additional features such as third-party integrations with customer relationship management systems or team collaboration capabilities like video conferencing and team chat. 

• What type of VoIP system should you use? 

There are a few different types of VoIP systems that you should look into before finalizing your decision. 

• On-premises private branch exchange (PBX) is a system where the phone network exists and is managed on-site. The server,  hardware, switches, and hosting are all located within the building. 
• Hosted VoIP solutions don’t require additional hardware because the service provider hosts all the software, hardware, and storage. 
• A hybrid system combines on-premises and hosted solutions.

Which one works best for you?

• How is your business currently set up? 

Companies without a robust I.T. infrastructure may want to choose an internet-based solution with collaborative features. Hosted solutions offer flexibility alongside being cost-effective, which makes them a good choice. Consider an on-premises PBX VoIP if your company has strict security or customization requirements. 

• What’s your budget? 

Remember that on-site systems are more expensive to set up, as you need to invest in hardware, installation, and potential maintenance costs. Cloud-based VoIP systems require monthly payments to the provider, but you don’t need new hardware to get started.

• Does your current internet connection meet VoIP network requirements? 

The call quality of your VoIP service heavily relies on your internet connection. If your internet has insufficient bandwidth, you may need to upgrade your internet plan to meet VoIP’s requirements of constant, reliable, and high-speed connectivity. 

2. Gather everything you need to get started with VoIP for growth

Do you have everything necessary for a successful VoIP implementation?

• Check your internet connection

VoIP converts analog input to digital data packets and transmits them over the internet. Your internet needs to have enough speed and enough available bandwidth to handle everything smoothly. You’re likely to experience poor connectivity, dropped calls, and other call quality issues without a strong enough internet connection. 

• Get your hardware

The exact hardware you’ll need will differ based on the VoIP system you choose and your company’s size. VoIP hardware for small offices you’re likely to need includes a router for connecting all your devices to the internet, VoIP phones for each user, adapters for connecting legacy phone models to the internet, Ethernet cables to connect phones and other devices to the router, and VoIP headsets for users who multitask while working at their desk. 

• Choose a VoIP provider 

Choosing the right provider isn’t just about features, it’s about finding a trusted partner who understands your business goals and supports your growth. Prioritize costs and included features first when selecting a VoIP service provider for your business. Check if they offer a mobile app that can help make communication convenient and more accessible. Next, look into the security protocols and maintenance that the provider offers. Finally, read online reviews, compare pricing and features, and get a demo for your shortlisted providers. You can also call or email potential VoIP partners to ask any questions you have before making a final decision.

• Get a new number or port over your old one 

Your VoIP provider can offer a local vanity or toll-free number for your business, or you can port your old number to the VoIP system. Number porting can take some time, so keep that in mind. Request a temporary number to start using VoIP immediately during the number porting process. 

3. Install your VoIP system.

The final step is the VoIP system setup. Here’s how to install VoIP:

• Connect VoIP phones

Connect your phones or adapters to the modem. Each setup can look different based on your VoIP system. You can connect your IP phones directly to the internet using WiFi, for example. If you’re using analog phones, connect them to the adapter using ethernet cables and then connect the adapters to the router. 

• Configure the VoIP system 

Add users to the virtual phone system, then create and customize a call flow to map out how the system will handle incoming calls. Remember to also integrate your system with project management analytics, payment processing, video conferencing, and other apps you use to make the most out of VoIP.

• Test after installation

Once your VoIP network is in place, test it to ensure it’s working correctly. Test your audio quality, call flow, features, and internet connectivity. Testing helps identify problems early on, saving your business from potential disruptions. 

Implement the Best VoIP Solution for Growing Businesses

A VoIP system can be more cost-effective, flexible, productive, and scalable compared to traditional landlines. If your business is deciding to switch to VoIP, you can be confident that the move will be worth the initial costs and effort. 

Need help with VoIP implementation? Attentus Technologies is here for you. One of our core values is to deliver exceptional results that maximize the value of your VoIP investment. We can help you assess requirements, correctly install VoIP, and prepare your employees to use the new system successfully. 

Schedule a custom consultation to learn more.