Moving to a new Voice over Internet Protocol (VoIP) phone system is exciting but can be a big project to tackle. After all, you want to make sure your company's phone system is operational at all times.
No matter if you're coming from landlines, PBX, or another VoIP phone system, it helps to have a plan. The good news is we've done the work for you.
Our VoIP installation checklist shows you the way in three stages. You can harness the power of a virtual phone system in just 12 steps.
We've heard from thousands of business leaders. It's not uncommon to find they don't have a list of requirements for their phone service. If the basics aren't covered, it doesn't matter how trendy the communications feature.
Examples of phone system needs:
You might have some phone system features that you've always wanted. There might be some phone system features you’ve never heard of. The world of unified communications opens up a lot more functionality to interact with your team and customers.
Several notable VoIP features include:
VoIP works by connecting calls over an internet connection. You'll need enough bandwidth to take those calls. This isn't a problem for most people. On average, Ookla reports that most broadband connections are above 50 Mbps.
For reliable Voice over IP calls, heed these guidelines:
Take our VoIP speed test to see whether your bandwidth is healthy enough for VoIP. It simulates voice traffic on your network to test if your internet connection is good to go. Rest assured that individual VoIP calls take a minuscule amount of network traffic.
Most networked routers today are more than enough to handle Voice over Internet Protocol traffic. But if you're shopping around, look for one that has QoS and bandwidth management functionality.
For most small businesses, this should all fit on a spreadsheet. Plan out the users, phone extensions, permissions, and any desired call flows you want so you can be ready on day one. Large organizations should think about ring groups, administrators, and profiles. Don't worry; you'll cover all these and more during onboarding.
It's now time to set up the devices you want to use for your new phone system. Arguably, this is the most exciting part of any VoIP solution.
You can fast-track your VoIP installation. Use a softphone to make business calls from your smartphone or desktop. The Jabbertel App is available for iPhone, Android, macOS, and Windows. After you sign in, you're done.
Finally, you want to think about the journey when someone calls your company. A professional auto attendant is your saving grace here. You might already have one of these if you're coming from an on-premises or hosted PBX.
Record a brief greeting that welcomes callers. Name the destination then the number you want them to press. For instance, "For sales, press 1." Keep it simple and straightforward as you get started.
With VoIP, you can always change it without any technical help.
Occasionally, your network configuration can take you by surprise. For peace of mind, double-check your connectivity during the VoIP installation. Confirm your Voice over IP connections are operating correctly.
Here are easy ways to test your new phone system:
As a best practice, disable SIP ALG inside your network's router. Go a step further and configure Quality of Service (QoS) settings for VoIP. Doing so will maintain superior call quality and performance. If you have any voice communication issues, now's the perfect time to adjust your firewall.
Voicemail is vital to every business phone system. Your voice helps customers and coworkers know if they reached the correct number. Suppose you prefer a text message instead — a voicemail greeting establishes that convention.
Don't let the horrors of dialing into your PBX scare you away from setting up your voicemail. It will take you just seconds to complete.
Tip: For optimal call quality, use a wired internet connection instead of Wi-Fi.
The last step to install your VoIP phone system is to set up the extra communication features. These aren't essential on day one, but they help your company enhance its workflow and productivity.
Popular communication features that businesses need include:
Here's a handy implementation checklist you can take with you. It's a summary of the big picture for researching, setting up, and enjoying a new VoIP phone system.
Phone system needs
Transfer phone numbers
Desired VoIP features
Add users and E911 info
Confirm phone numbers
Install VoIP apps
Optional desk phones
Set up call flows
Activate extra features