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VoIP, or voice over Internet Protocol, is a technology that allows internet-connected clients to transmit and receive audio using the same network. Creating a VoIP system is not as complicated as it sounds, but following these 8 steps will help you get started on your project efficiently.
The “setting up a voip” is a process that takes 8 steps. The first step is to set up your voice mail number, the second step is to create an account with your carrier and get the right number for your phone, the third step is to connect your device to Wi-Fi and then make sure you have internet access, the fourth step is to download the apps needed for your VoIP service such as Skype or Google Hangouts, the fifth step is to register with your provider and finally the sixth step is to test out how it all works.
Voice-over-internet-protocol (VoIP) calling is simple and affordable, and most providers incorporate unified communications (UC) capabilities that streamline business conversations. When you’re ready to switch to VoIP, figure out what your company needs, make sure your network is stable, and establish a budget. To finish the VoIP setup procedure, pick a provider based on your must-have features and tools, port your numbers, then install and configure your system.
To aid in your entire VoIP transition, read our step-by-step guide on how to set up a VoIP system, which will walk you through the process from beginning to end:
1. Determine the requirements of your team
Determine what your company and team need from a VoIP system first. Because each system is unique, the features you want may be offered in the standard or lower-priced plan of one provider vs another. Do you simply want a basic system that allows you to phone and text, or do you require a service that includes additional collaboration features such as video conferencing, team messaging, and file sharing?
Are you seeking for a solution that enables you to utilize existing hardware? If this is the case, companies like as RingCentral, Nextiva, or even Skype for Business may provide a plan that enables you to utilize current gear that is suitable for your company. This simplifies VoIP setup, and you may even be able to skip a few stages since you already have everything in place.
Another factor to think about is the quantity of people that will be using your VoIP system. Will each member of the team need their own line, or will a few workers share lines and each have their own extension? Because VoIP companies charge per user, this is something to think about, particularly if you want to save money.
2. Ensure that your network is stable.
As you would guess, VoIP setup necessitates high internet speeds since the technology divides voice data into packets that are then transferred over your connection. As a result, you’ll need a connection capable of handling both incoming and outgoing calls, as well as any internet traffic created by UC capabilities like video conferencing and team messaging.
Not only do you need a fast internet connection to guarantee that there is no drop in quality when there are several conversations, but you also need one that is reliable. For example, internet providers that offer patchy service increase the likelihood of missed calls, which results in unpleasant caller experiences, harmed prospecting efforts, and lost clients.
Fortunately, determining whether or not your internet provider will allow VoIP is pretty simple. There are a variety of speed tests available to determine the strength, dependability, and speed of your internet connection. Take a look at ours:
3. Decide Between Cloud PBX & On-premise PBX
Decide whether to go with a cloud-hosted PBX or an on-premise solution before setting up a VoIP system. Private branch exchange (PBX) technology underpins modern VoIP (PBX). A classic PBX system utilizes the internet to let you to make calls, check voicemails, and transfer calls to coworkers via a dedicated on-premise server that employs IP routing technologies to handle calls.
You can even video conference using a PBX. Because these systems aren’t hosted, you’ll need a dedicated server someplace in your workplace, as well as an information technology (IT) personnel with VoIP certifications to maintain the gear.
It’s simple to scale up your calling capabilities and add-on features to improve your corporate communications when your PBX system is managed by an in-house IT staff. This also means you won’t have to pay a monthly cost to have your on-site PBX server maintained and operated by someone else. As a consequence, if you already have a team of IT specialists, this might be a highly cost-effective solution.
For enterprises without dedicated IT staff, cloud PBX, also known as hosted PBX, is frequently regarded the preferable VoIP option. You may use a service like RingCentral or Grasshopper instead of having an on-premise server. The supplier handles your service using a network of remote (cloud) PBX servers spread around the globe.
The supplier controls maintenance and upkeep using cloud PBX, and all you have to do is pay a monthly membership price. This also makes it simple to upgrade to a higher plan level when your company is ready for more features and capability.
For example, if your company is modest, invest in a basic cloud-hosted service that includes standard calling between the United States and Canada. By upgrading with the same provider or switching to a new one as your company expands, you may add capabilities like international calling, unified communications tools, or contact center as a service (CCaaS) software to your communications block.
Your company won’t be able to utilize any of the system’s calling functions if your on-site PBX goes down. Cloud PBX companies, on the other hand, often have numerous server clusters placed around the globe, so if one server or an entire server building goes down, backups are available throughout the world to take up the slack. This is referred to as geo-redundancy.
4. Determine the VoIP budget that is available.
How much money does your company have to invest on a new VoIP system? Price is an important concern in every organization, so think about your budget before you start looking for VoIP providers and services. Remember that most providers charge per user, per month, with additional fees for add-ons. Once you know how much you can pay, you can choose the finest plan and provider for you without going overboard.
Annual payments might help you get more bang for your buck with the money you have. A RingCentral Essentials Plan, for example, costs $19.99 per user per month if paid annually, but $29.99 per user if paid monthly. If you have just two users, buying yearly will save you $240 each year. These savings may also be used to offset the cost of a higher-tiered plan, which will allow you to pay less for more services.
5. Select Hardware & Features
Because various sorts of businesses demand different features and hardware, VoIP is all about alternatives. To maintain a specific level of quality, a company with several agents who are on the phone most of the day could need a choice of VoIP headsets and call monitoring services. The list of alternatives is extensive, which is why one of the most crucial things for you to do is to choose which features and hardware are essential and which are optional.
This foundation will assist you in identifying the system that will be most beneficial to your company. Do you, for example, have a collection of IP phones that your agents use to communicate? If this is the case, a virtual phone system like Grasshopper, which focuses on computer-based softphones and smartphone applications, may not be the ideal fit for your company. Instead, you may wish to choose a provider that supports them, such as 808 or Dialpad, a specialized VoIP service.
Dedicated features are also essential. To handle calls, some small firms may choose for an auto-attendant, while others may go for an interactive voice response (IVR) system. An interactive voice response (IVR) is a more advanced call routing system that provides clients with self-service alternatives and includes larger-branching phone trees.
Identifying the must-have vs. wishlist features for your VoIP system may need some study and due diligence. However, you must take these measures to guarantee that your system has all of the communications capabilities you need for your firm.
6. Select a VoIP Service Provider
There are a lot of choices when it comes to hosted VoIP services, and deciding which one is best might be difficult. Fortunately, we’ve compiled a list of some of the top small business VoIP systems to assist you in making your pick.
Once you’ve narrowed down your choices, call the sales staff of your preferred provider and go through your company’s defined requirements and must-have feature lists to ensure that the provider is a suitable match. Many modern providers, such as Grasshopper, RingCentral, and Nextiva, offer free trial periods or money-back guarantees, allowing you to try out their calling systems without risk.
7. Transfer Your Phone Numbers
Because you migrated from a typical public switched telephone network (PSTN) analog line to a VoIP phone system, your consumers should not be inconvenienced. You should preserve your current phone numbers so that you may be reached at any time.
This is where the concept of number porting comes into play. When you transfer your numbers, you keep your ability to communicate with your clients, and almost every VoIP service has a mechanism in place to make porting your current phone numbers as simple as possible.
Because having an existing account with a prior carrier makes the procedure simpler, it’s vital that you don’t discontinue your current phone service before the porting process is complete. It might take anything from a few minutes to a week or more to finish the procedure. The length of time it takes varies depending on the VoIP provider’s procedure, although most can swiftly transfer numbers provided the landline carrier is responsive.
A transfer request is usually the first step in the number porting procedure. It’s critical that you double-check that the information you submit matches what your existing carrier has on file. Your new VoIP provider will submit the request to your current carrier to begin the procedure once it is finished. When the procedure is finished, the supplier will usually send you an email to let you know.
8. Install & Configure Your New VoIP System
If you don’t have a tech staff to conduct on-premise installation, installing a new VoIP service might be a difficult undertaking. Installing an IP PBX server in your workplace necessitates the use of project managers, system designers, and even electricians.
Fortunately, numerous companies, like as Vonage and Grasshopper, provide cloud-hosted PBX services that remove the requirement for installation. If you don’t already have an on-premise server room, consider cloud PBX before going with on-premise PBX to save money on your VoIP setup. This reduces the requirement for extra space and technical staff.
In many situations, all you have to do is download the provider’s software and connect any VoIP-enabled desk phones you’ll be using to your system. You may accept business calls using your personal devices, such as cellphones, PCs, or tablets, using an app-enabled system like Google Voice. In our tutorial on how to use Google Voice, you can learn more about this sort of procedure.
To finish the VoIP setup for your organization, you’ll need to customize the functionality of your system after it’s been installed. Make calling schedules, allocate extensions if necessary, and set up a voicemail system that works for your company. With many providers, you’ll be able to utilize a setup wizard to guarantee that all components of your VoIP system are correctly configured.
Conclusion
The benefits of switching to VoIP are many. Although most providers make the switch simple, some businesses are still hesitant because they believe the VoIP setup procedure would be difficult. This article demonstrates how easy it is to set up a VoIP system. In fact, narrowing down your alternatives may be the most challenging aspect, since there are so many suppliers with appealing programs.
RingCentral is an all-in-one solution that we suggest if you’re seeking for an all-in-one solution. It combines the ease of a hosted VoIP service with some excellent UC capabilities. You’ll have a simple method to connect with consumers in both local and international markets, as well as crucial capabilities for managing conversations and collaborating with your team. To begin your free trial, just click the icon below.
Go to RingCentral.com.
The “how to set up office phone” is a guide on how to set up a VoIP system. It includes 8 steps that users can follow in order to properly set up their own VoIP system.
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