Setting up a new office? Get VoIP for better communications

The question of VoIP versus PSTN/ISDN is going to be something that businesses can’t afford to ignore as service providers start to phase out the older technology. So, what is VoIP and how is it helping businesses who are setting up newer offices get a hassle-free transition and save them a lot more?

VoIP stands for Voice over Internet Protocol and simply put it’s a technology which provides a way of using the internet to make standard telephone calls, using a computer, VoIP handset, or other data-device such as a mobile phone. This type of telephone service doesn’t rely on having one or more physical landlines coming into your office – just a stable internet connection is all you need. With the new technology and call clarity advances of VoIP business phone systems in the last several years, it is a good time for businesses to make the switch from a traditional provider to a VoIP solution. In most cases, you can get similar or even more advanced features as a traditional phone system for much less cost. To make it easier for your business to switch, follow these seven steps:

1. Figure out how many users you will need

The first step to getting VoIP up and running in your office is to figure out how many employees or users you plan on having. Getting a solid idea of user numbers early on in the process makes certain decisions easier as you go along. It will help you determine how many lines you need, whether or not your Internet connection can support your expected call volume, and which features matter most. With some providers, you can save money if some employees only need an extension and not their own number. Check with your potential providers to see what kind of deal they can give you.

2. Make sure your office Internet connection is fast enough

Once you know how many users you are going to have, then you are ready to test your office Internet connection to see if it can handle VoIP for that kind of user volume. This is important for two reasons:

• Checking out your connection prior to getting a VoIP system will save you a lot of time and hassle.

You wouldn’t want to sign up for VoIP only to discover it won’t work with your existing Internet. Fortunately, it isn’t difficult to check if your Internet can handle VoIP.

3. Sit down and set a VoIP budget

VoIP offers a wide range of features, and it’s easy to get carried away when looking at the different add-ons and bonuses you can use. That’s why setting your budget early on in the process is important.

4. Determine which features are most important

There are lots of different features available, such as unique phone numbers for each employee, an auto call router, call rules, conference calling, mobile apps and more. You’ll want to figure out which specific features will be most useful for your business. For example, perhaps you want a home-based VoIP system for your office, but your business actually keeps you on the road a lot. If so, you’ll want a solid mobile app. Or maybe you’re getting a system with more than 10 lines. In that case, in-depth call routing rules are a must.

Here’s what you should do to help narrow things down:

• Write down specifically why you are getting a business phone system, what you want it to accomplish, and what its primary uses will be (calling out, conference calling, calling while on the go, etc.).
• Do some research on what VoIP features most directly relate to your needs and uses.
• Make two lists: one with your must-have features and one with features that you would like but do not absolutely need to have. This will help you tick most of the required features

When you actually get down to choosing your VoIP phone provider, the two feature lists you just created will make the selection process much quicker and more efficient.

5. Choose a VoIP phone service

Now it is time to actually choose your provider. Before you make the decision, make sure you have your number of users, budget and feature lists handy for reference. When making your decision, you want to compare providers and find the one that:

• Has the features you need
• Actually, works for what you need it to
• Is within your budget
• Is easy for you to use
• Has good customer service
• For an in-depth breakdown, consult this comparison guide to the leading VoIP providers.

6. Order phones and other hardware

After settling on your service, it is time to order your hardware. Most VoIP services can be used without special VoIP phones. For example, you can often purchase an adapter that you can plug your analog phones into if you want to continue using those. Or, in many cases, you can use your computer, tablet or mobile phone.

7. Set up and configure your VoIP system

In most cases, you just plug your phone into your Ethernet system, configure your settings on your phone, and you are good to go. In some cases, if you have a firewall in place, you might have to go back and forth with your provider a bit to get things working properly. If you are tech-savvy, you should be able to handle most VoIP setups.

VoIP is now seen as an alternative to using traditional phone lines such as PSTN and ISDN is becoming increasingly important to businesses as they look to reduce costs. Take advantage of the latest developments to help streamline and improve their communications, and future proof their telephony systems. For orders and enquiries regarding VoIP, get in touch with our team of experts. We work with leading VoIP providers like One net by Vodafone, Gamma by Horizon, Call switch by Telco Switch and 8X8.