In today’s fast-paced business world, the right communication tools are essential to your success. Small businesses and large corporations are leaving traditional phone systems—and all their limitations—behind and transitioning to Voice over Internet Protocol (VoIP) communication platforms. This modern communication solution can save you money and boost the efficiency of your workforce whether they work in the office or at home.
When you know how to setup VoIP, the transition can be simple and painless. In this blog, we’ll tell you what you need to setup VoIP and walk you through the step-by-step process.
VoIP 101: The Basics
Voice over Internet Protocol (VoIP) is a communication technology that uses an internet connection, rather than traditional, analog phone lines (also known as landlines), to make voice calls. VoIP systems use IP phones or softphones (mobile and desktop apps) to convert audio into digital data that is transmitted over the internet using the internet protocol (IP).
To setup VoIP at your business, you don’t need to host any hardware or software, nor do you need to deal with the cost and hassle of installing and maintaining the phone lines and dedicated phone jacks that are required with traditional analog phone systems. VoIP phones work through an internet connection (via Ethernet cable or WiFi) to make and receive phone calls. Your VoIP provider maintains the VoIP server and all the other technical infrastructure needed.
The ability to use the internet for voice calls gives businesses greater flexibility and scalability while reducing costs per call. It can help to increase productivity and enhance the customer experience with features like:
- Intelligent call routing
- Call queues
- Ring groups
It also enhances team communication with features such as:
- Extension-to-extension dialing
- In-app chat
- On-demand videoconferencing
- Instant messaging (0ne-to-one SMS)
What You’ll Need to setup VoIP
- High-Speed Internet
VoIP calls require a reliable high-speed internet connection with sufficient bandwidth (100 kbps of bandwidth for each concurrent call) to seamlessly transmit audio data. Most of today’s broadband internet services meet this requirement.
Although a wi-fi connection will work, a wired ethernet connection is preferred to limit interruptions or interference and quality issues.
- VoIP Service Provider
VoIP calling requires a reliable VoIP provider like CloudG. When you subscribe to our hosted service, our platform routes your calls over the internet. You can choose to implement new phone numbers or transition existing phone numbers to the system. Subscription costs are based on the number of features and phone lines you need.
- VoIP-enabled Hardware
VoIP-enabled handsets, IP phones, wireless headsets, and/or a softphone application (which works through your computer, tablet, or smartphone) are needed to make and receive VoIP phone calls.
It is also advantageous (though not required) to have VoIP-compatible routers which allow you to configure quality of service (QoS) to prioritize important calls (data packets).
If your business has numerous phones, you can save some money by purchasing Analog Terminal Adapters (ATAs) which enable regular analog phones to connect to your router to work with your VoIP system.
How to Setup VoIP: 6 Easy Steps
Now that you know how VoIP works and what you’ll need to get started, here are the steps you’ll need to take to setup VoIP at your business.
Once you have subscribed to a VoIP service and setup VoIP at your business, all that’s left is to train your staff how to use the new system. Providing proper training is a must to ensure that your staff is using all the capabilities the system offers. Most VoIP service providers like CloudG have training guides and customer support teams available to assist you in training your staff so you don’t have to go it alone.
- Test your internet connection to make sure you have the required bandwidth to support VoIP calls. As we mentioned before, a wi-fi connection will work, but an ethernet connection is preferred to minimize interference. If using VoIP-compatible routers, configure QoS to prioritize calls.
- Acquire VoIP-enabled hardware as mentioned in the “What You’ll Need to setup VoIP” section above.
- Subscribe to a VoIP service with a reliable, trusted provider like CloudG. Make sure your provider has advanced call routing features and offers all the other features and services you need, including encryption and security protocols. We can explain all the features available, stuff like auto attendant and interactive voice response (IVR), analytics, videoconferencing, instant messaging and much more.
- Determine your phone number. To setup VoIP you will need to decide if you will “port over” existing phone numbers or obtain a new phone number(s). Your VoIP provider can handle this porting process for you.
- Install and configure your VoIP devices as follows: VoIP-enabled phones/IP Phones: Connect to your internet router with an ethernet cable, then enter your VoIP Provider account information to setup VoIP on the phone. VoIP-enabled Wireless Headsets: To setup VoIP headsets , follow the instructions that come with these devices to connect with cables or pair to a Bluetooth connection. Softphone application: Download and install the softphone app from your VoIP service provider to setup VoIP and enable calls to come through your computer, tablet, or smartphone. Once the software is installed, configure your account settings (username, password, server information) with the credentials provided by your VoIP service provider.
- Test the quality of your setup to troubleshoot any issues with the connection and audio quality (including static, echoes, and latency/delays). Make sure to test for calls during typical high volume network activity periods and test calls for at least 30 minutes to ensure that the system’s firewall does not terminate calls inadvertently.
Now that you know what tools you need and how to setup VoIP at your business, contact CloudG to get started.
