Installing a voice over internet protocol (VoIP) system at your company is pretty straightforward once you determine what type of VoIP tech aligns best with your business needs and budget. After that, all you have to do is test your internet connection, purchase any necessary setup equipment, and then pick a VoIP provider that offers the features you want and need.
Since most VoIP services come with plug-and-play equipment these days, installation is a painless process. Your VoIP provider is also likely to offer comprehensive guides and professional help so that you can get your setup right the first time around.
The following is a guide to the VoIP installation process, but if you’re looking to learn more about what to do afterward, check out our starter guide on the basics of VoIP.
Step 1: Assess Your Business’s Technical Requirements
The first step towards switching or upgrading to VoIP is to map out what you have, what you need, and what you expect to accomplish with the change. That means you have to answer a few questions before you can move forward.
Do you plan on replacing existing hardware?
If you’re on a tight budget, it may be best to keep hardware costs low by using existing equipment and/or softphones rather than shelling out for unnecessary headsets and microphones.
Another deciding factor here is the location of your employees. For instance, remote teams are best suited for using softphone apps and software on existing desktops and mobile phones. On the other hand, office-based teams may use systems that need separate headsets and phones to maximize productivity.
What does your call volume look like?
Since you want to have full operational capacity without overpaying, it’s essential to determine the appropriate number of phone lines your business will need. For instance, if you have super high call volumes, you may need to designate one for each team member.
On the other hand, companies with lower call volumes may only need one phone line per department, or just for certain employees.
What features are you looking for?
Most businesses expect their VoIP systems to support call management features such as call routing, call recording, call screening, and the like.
However, you may also want additional features such as third-party integrations with customer relation management (CRM) systems or team collaboration capabilities like video conferencing and team chat.
What type of VoIP system would suit your needs?
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. This means that the servers, hardware, switches, and hosting are all located within the building.
- Hosted VoIP is an internet-based solution that doesn’t require additional hardware as all the software, hardware, and storage are hosted by the service provider.
- Hybrid system, the final main type, is a combination of on-premise and hosted solutions.
What does the setup of your business look like?
For businesses without IT infrastructure or a lot of remote workers, it’s best to choose an internet-based solution with collaborative features. Hosted solutions offer flexibility alongside being cost-effective, which makes them a good choice.
On the contrary, if your company has strict security or customization requirements, you might lean in favor of an on-premises PBX VoIP. Once initial expenses are paid, you can add or remove users at your discretion for free.
Finally, what does your budget look like?
Remember that on-site systems are costlier to set up, as you need to invest in hardware, installation, and potential maintenance costs.
Comparatively, even though cloud-based VoIP systems require monthly payments to the provider, you don’t need any new hardware to get started. That said, since your service will rely on the strength of your internet connection to determine call quality, you may need to pony up for a better connection.
Step 2: Gather Everything You Need to Get Started
With a blueprint of your requirements ready, the next step is to make sure you have everything necessary for a successful VoIP installation.
Check your internet connection
Voice over internet protocol converts your analog input to digital data packets and transmits them over the internet. This means that your internet has to handle additional data when you install this system. For this reason, it needs to have enough speed and enough available bandwidth to handle everything smoothly.
Without a strong enough internet connection, you’re likely to experience poor connectivity, dropped calls, and other issues with choppy call quality. So, it’s crucial you check your internet beforehand by doing a speed test or contacting your internet provider.
Note that VoIP also needs a bandwidth of at least 100 kbps per user. If your internet has a lower bandwidth, you might need to upgrade your internet plan to meet VoIP’s requirement of constant, reliable, and high-speed connectivity.
Get all the hardware you’ll need
Unless you plan to use softphones, you’ll have to purchase additional equipment. The exact hardware you’d need will differ based on the VoIP system you choose and your company size.
Some basic components you’re likely to need include:
- A router for connecting all your devices to the internet
- VoIP phones for each user—if you have analog devices that you’d like to continue using, you’ll need adapters for connecting the older model phones to the internet
- Ethernet cables to connect phones and other devices to the router
- VoIP Headsets for users who multitask while working on their desk—these are optional
Choose a VoIP Provider
When finding the right VoIP service provider for your business, you’ll probably want to prioritize costs and included features first. See if the VoIP provider offers a mobile app—that can help make communication convenient and more accessible.
Next, check out the security protocols and maintenance that the provider offers.
Lastly, read online reviews, compare pricing and features, and get a demo for your shortlisted providers. You can also call or email VoIP providers to ask any in-depth questions you may have before making a decision.
Get a new number or port your old one
Since VoIP is a phone service, your VoIP provider will offer you a local phone number for your business. You can also go for vanity or toll-free numbers.
Another option is to port your old number to the VoIP system. You’ll have to be patient, though, as number transfers can take some time. In the meantime, you may want to request a temporary number so that you can start using VoIP immediately.
Step 3: Install Your VoIP System
This is the final step of the process. Luckily, it’s also the easiest and/or the fastest.
Connect your VoIP phones
Start installation by connecting your phones or adapters to the modem. Based on your VoIP system type, each setup can look different.
For example, if you’re using IP phones, you can connect them directly to the internet using Wi-Fi. If you’re using analog phones, simply connect them to the adapter using ethernet cables and then connect the adapters to the router. Businesses that use on-premise VoIP systems may need a professional team for installation, however.
Configure your VoIP system
Once you’ve installed the hardware and software, your next step is to configure your system.
To start, add users to the virtual phone system. Then, create and customize a call flow to map out how incoming calls will be handled by the system.
Don’t forget to integrate your system with third-party apps to make the most out of it. For example, you can integrate your VoIP service with project management, analytics, payment processing, video conferencing, and other apps.
If you find yourself confused at any step, ask your VoIP provider for technical help or refer to the included instructional manual. You can also seek professional help to install and configure the system.
How Long Does VoIP Installation Take?
In an ideal world, VoIP installation should only take a week or two, assuming you’ve already taken care of the preparation.
In practice, the process can take up to three months, depending on factors such as:
- The time it takes to assess your business requirements. This can take up to a week if you have a packed schedule.
- The provider you pick. Initial discovery calls, demo sessions, and overall research can take a week at least, especially when you’re waiting for responses from other people.
- The VoIP type you choose. A hybrid or on-premise setup often takes longer than a cloud-based system.
- Whether you’re porting your old number or using a new number. Number transfers can take up to 15 days—and sometimes even longer.
- The amount of hardware you require. For softphones, the setup doesn’t take that long, but arranging hardware equipment can take weeks, depending on the number of phone lines you order.
To avoid delays, plan ahead and test your internet connection beforehand. Also, in case the process takes longer than estimated, set up and use a temporary traditional phone to prevent the delay from impacting your business.
5 Pro Tips to Ensure Hitch-Free VoIP Installation
With the installation process and expected timeline aside, you’ll want to take some measures to make sure you won’t have to do anything twice.
1. Test your system after installation
Once your VoIP network is in place, test it to ensure it is working properly. Testing helps identify problems early on, saving your business from potential disruptions.
When testing your system, don’t just check the call flow and audio quality. Instead, take your time to check the system’s security, individual features, and internet connectivity, too.
2. Choose high-quality hardware
Poor quality equipment often needs replacing. High-quality hardware, however, comes with a longer lifespan and better overall performance.
With high-quality hardware, not only is the risk of downtime due to malfunction low, but the audio quality is also significantly more clear.
3. Secure your VoIP network
Use strong passwords, encryption, a firewall, and even a VPN for remote workers to tighten the system’s protection.
Additionally, monitor your traffic and update your system regularly to prevent data theft, as well as financial and/or reputational losses.
4. Train your employees
To make the most out of VoIP, train your employees to use it efficiently.
Start with the basics, such as showing them how to transfer, receive, and record calls. Then, move on to training them about each and every feature.
Training can be done in the form of user guides, videos, short courses, and hands-on coaching.
Just remember to keep everyone up-to-date with any new features or updates in the system.
5. Make sure all users have the VoIP app
Finally, pick a provider that offers a VoIP application that all employees can download.
After all, a VoIP app makes the network more accessible and enables remote workers to stay connected without additional costs.
Last call
Compared to traditional landlines, a voice over internet protocol system can be more cost-effective, more flexible, more productive, and more scalable. If your business is deciding to switch to VoIP, you can be confident that the move will be worth the initial costs.
That said, the choices you make before installation are probably the hardest part. Once you do your homework, however, you’ll be able to start the process on the right footing.