Senior Writer: Paras Kela
The modern and revolutionary cloud-based VoIP system is undoubtedly becoming the dominant mechanism of feature-rich & streamlined communications for all types of businesses, enterprises, and organizations.
And why shouldn’t it be? After all, it provides everything a business needs to offer the best customer service and improve customer experience.
If VoIP (Voice over Internet Protocol) implementation is done correctly, this phone system has immense potential to improvise the existing communication technology significantly and cut down on costs simultaneously. In spite of this long list of benefits, many small business owners are pretty hesitant to opt for this cloud-based phone system.
One of the nagging issues that often bothers and discourages most small business owners when adopting or switching to a modern business phone system like VoIP is the VoIP installation process. Most people feel that the VoIP implementation process is time-consuming and requires lots of effort.
They also argue that VoIP phone systems are not user-friendly and are very technical in nature, requiring some kind of training before users can use them seamlessly.
It is high time to dispel the myths surrounding VoIP implementation. In fact, it is a simple process that hardly takes any time or technical expertise. Besides, most VoIP phone service providers guide users throughout the VoIP installation journey so that they do not face any difficulties later on.
Here is a step-by-step guide to VoIP installation. Simply follow each of the steps one by one to ensure that you do proper VoIP implementation and enjoy the most benefits from it.
Key Requirements for VoIP Implementation
Implementing VoIP requires you to follow certain criteria in order for it to function properly. Below are the main requirements you need to consider when implementing VoIP in your business.
Alt text – Key Requirements of VoIP Implementation
1. Prioritizing the data
VoIP traffic must always precede other kinds of data traffic because it is sensitive to delays and interruptions. This can be accomplished by enabling Quality of Service (QoS) settings on the network, which prioritize voice traffic over other kinds of traffic. Depending on the sort of traffic and the capacity of the network, QoS settings can be set up to give various types of traffic priority.
2. Wired over WiFi
It’s advised to use a wired network connection when adopting VoIP technology instead of WiFi. This is due to the possibility of interference and signal strength affecting WiFi connections, which may result in dropouts and bad call clarity. Wired links provide a stronger, more dependable connection that is essential for VoIP to function properly.
3. Maintain network security
VoIP communication is susceptible to security risks like hacking and eavesdropping. Implementing security steps like firewalls, encryption, and internet protocol is crucial for network security. Encryption can be used to safeguard the privacy of VoIP traffic, while firewalls can be used to prevent unauthorized entry to the network. You need to ensure that the session initiation protocol is meeting the required criteria.
4. Less latency
The delay between the time that a voice signal is transmitted and the time the receiver hears it is called latency. Use a low-delay network to ensure there is as little latency as possible. A network with fast connections and minimal packet loss rates can accomplish this. VoIP requires low latency networks in order to function properly because they guarantee real-time voice data transmission.
5. Network bandwidth
VoIP needs a certain quantity of bandwidth to function properly. The number of simultaneous phone calls made and the connection quality determine how much bandwidth is needed. Make sure there is sufficient bandwidth to support the number of concurrent contacts that will be placed. Bandwidth can be raised by modernizing the network’s infrastructure, such as boosting internet speed or implementing more effective codecs.
Implementing VoIP into practice necessitates carefully evaluating several factors, including giving the data priority, using a wired network connection, ensuring network security, reducing latency, and ensuring enough bandwidth. Adhering to these criteria guarantees a successful VoIP implementation with uninterrupted and clear voice communication. Also, beware of the technical security as VoIP communication is susceptible to cyber and physical security risks like hacking and eavesdropping.
How To Setup VoIP? Step-By-Step Guide
Setting up VoIP is simple; you just need to follow a few steps, and you’re good to go! Below I have listed down main steps that every organization needs to follow for setting up VoIP in their company.
1. Determine the needs of your business
It’s crucial to consider your organization’s communication demands when determining the business requirements for installing VoIP. For instance, it can be more affordable than traditional phone systems if the company has remote employees or various locations. Furthermore, it can provide substantial cost savings if the company frequently makes long-distance VoIP calls.
The VoIP system’s flexibility should also be taken into account. The VoIP business phone system should also support the business’s present requirements and potential expansion. The network infrastructure must be able to manage the traffic and have enough bandwidth to support the number of simultaneous calls.
2. Test Internet Connections
It’s essential to ensure a smooth and reliable internet connection; hence you need to measure the efficiency of your internet connection. To test your internet connection for setting up voice, you should measure the following elements:
- Bandwidth – The bandwidth measures the amount of data that can be transmitted over an internet connection in a specific period of time. You can use an online speed test tool that counts upload and download speeds to check the bandwidth. For VoIP, a minimum bandwidth of 100 kbps is advised.
- Latency – The latency measures the time it takes for data to move from its source to its target. In VoIP, high latency can result in delays and bad call quality. You can use a ping test tool to check the latency because it calculates how long a signal takes to travel to a server and return. For VoIP, a delay of 150 ms or less is advised.
- Packet Loss – Data packets can become lost or dropped during transfer, known as packet loss. A high packet loss in VoIP can result in distortion and poor call clarity. A packet loss test instrument that calculates the proportion of packets lost during transmission can be used to test packet loss. A packet failure rate of 1% or less is advised for VoIP.
- Jitter – Jitter gauges the variance in data packet delay. In VoIP, high jitter can result in inconsistent audio quality. A jitter test tool that gauges the variance in delay between data packets can be used to test for jitter. For VoIP, a delay rate of 30 ms or less is advised.
3. Learn about different VoIP types
There are three main types of VoIP solutions that you can implement, including On-Premise PBX, Device-Based VoIP, and Cloud-Based PBX. You can compare different types of VoIP systems and then decide which one to adopt.
- On-Premise PBX – On-Premise PBX is a VoIP solution hosted on-site at a business’s physical location. This type of VoIP system requires a significant upfront investment in hardware and software, and it requires technical expertise to manage and maintain. On-Premise PBX offers greater control and customization compared to other types of VoIP solutions, but it can be expensive and inflexible.
- Device-Based VoIP – Device-Based VoIP solutions are usually loaded on computers, laptops, and smartphones and are software-based. With this kind of VoIP solution, users can place and receive calls from any location with an internet link. Small companies or remote workers who don’t need a sophisticated VoIP system frequently use device-based VoIP.
- Cloud-Based PBX – Cloud-Based PBX is a VoIP solution that is hosted in the cloud rather than on-site at a business’s physical location. Cloud-Based PBX offers many of the same features and benefits as On-Premise PBX but with lower upfront costs and greater scalability. Cloud-Based PBX is often used by small and medium-sized businesses that require a flexible and cost-effective VoIP solution.
4. Finalize the budget
Before implementing any type of VoIP system, it’s important for businesses to determine their budget and what they can afford. On-Premise PBX typically requires a significant upfront investment in hardware and software, and ongoing maintenance costs can also add up over time.
Device-Based VoIP may have lower upfront costs but can require additional hardware or software investments, depending on the devices used. Cloud-Based PBX offers a more cost-effective solution for businesses, with lower upfront costs and predictable monthly fees based on usage. However, businesses should also consider other factors, such as the reliability and quality of service offered by each type of VoIP system, before making a decision.
5. Select the right VoIP provider
Selecting the right software provider is crucial to the success of a VoIP implementation. Here are some factors to consider when selecting a VoIP service provider:
- Features and Functionality – The supplier ought to provide a full range of features, such as call forwarding, conferencing, and voicemail, to meet your company’s requirements. Verify that the provider’s software works with your existing connection infrastructure.
- Reliability and Quality of Service – Look for a supplier with a solid track record of dependability and high-quality services, such as uptime guarantees, network redundancy, and support.
- Security – Secure authentication and encryption are just two examples of the strong security measures the provider should have in place to safeguard your contact data.
- Scalability – Choose a provider that can scale with your business needs, allowing you to add or remove users and features as required.
- Pricing – Look for a provider that offers flexible pricing plans, including pay-per-use or subscription-based pricing models, to meet your budget and usage needs.
- Customer Support – Ensure the provider offers comprehensive customer support, including technical assistance, training, and troubleshooting, to ensure a smooth implementation and ongoing use.
- Reputation and Experience – Choose a provider with a proven track record in VoIP implementation, with positive reviews and testimonials from other customers.
By carefully considering these factors, businesses can select a VoIP software provider that meets their needs and ensures successful implementation.
6. Install the VoIP system
Once a VoIP provider has been selected, businesses can begin the process of installing the system. Here are some general steps that businesses can follow to install a VoIP system:
- Count the users – Establish the total number of users who will use the VoIP system, as well as the particular hardware and software needs of each user.
- Configure the network – Ensure the network infrastructure is set up to handle VoIP traffic, including adequate bandwidth, minimal network latency, and the proper Quality of Service (QoS) settings.
- Install and prepare hardware – Depending on the VoIP system type chosen, companies may need to set up hardware like IP phones, ATA adapters, or other devices. Ensure the hardware is set up correctly and connected to the public switched telephone network.
- Install and configure software – Install the VoIP software provided by the vendor and configure it according to the specific needs of the business, such as call routing, voicemail settings, and user permissions.
- Test the system – Test the system to ensure all of its features and functions are operational after being installed and set. Verify that all users can access the system by making test conversations and sending test texts.
- Provide training – After the system has been installed and tested, teach users how to use it efficiently. Provide training and assistance. Ensure users have access to ongoing technical assistance in case of any problems or issues.
Because of its adaptability, scalability, and affordability, VoIP has emerged as a popular communication option for companies of all kinds. Businesses can take advantage of numerous cutting-edge features offered by VoIP, including call forwarding, conferencing, voicemail, and more, all while cutting communication costs and boosting efficiency.
Various VoIP solutions are accessible, including On-Premise PBX, Device-Based VoIP, and Cloud-Based PBX. Each has advantages and disadvantages of its own.
Businesses must carefully assess their communication requirements, choose a dependable and reputable provider, and ensure that the network infrastructure is set up to support VoIP traffic in order to effectively implement a VoIP solution. So start using the VoIP system right away to communicate with your clients!