That’s the nature of technology – it keeps on changing, it keeps on evolving. And it’s obvious that businesses need to learn to adapt to it. Otherwise, they run the risk of falling behind in the competition. New technologies are emerging rapidly and it is changing the way things work.
VoIP or Voice over Internet Protocol is one such technology. There are many benefits of using VoIP phone services like flexibility, cost-effective, convenience, scalability, etc.
With the transformation of communication technologies, the internet has become widely accessible. This is the reason why businesses are shifting to VoIP and certainly, this is a good time to it. VoIP provides much-advanced features in addition to the traditional desk phones.
However, when it comes to switching over to VoIP, many still find it a bit tricky. Are you one of those? If yes, then no worries. Just read on and you’ll realize that it is not as difficult as you might have thought.
There’s no long list of prerequisites for VoIP installation, you just need a decent internet connection and it’s better to have a wired connection over wi-fi.
After that, you’ll need to contact a VoIP provider. To make the switch a bit smoother, you can follow these steps –
Make sure that your internet is reliable and fast enough
This is quite obvious. VoIP solely relies on the internet to make communication happen. Therefore, it is important to check your internet connection before VoIP switching. It will prevent the difficulties and irritation that might result from poor call quality in case of insufficient connection. And you will also get to know that your connection is enough to handle the volume or you need to upgrade your connection.
Sort out the number of users
The number of VoIP connections in an organization is subject to change according to their needs, but it’s better to get a rough estimation of users who are going to use the service. This will also help you determine how many lines you will need and whether your internet service is enough to handle the potential call volume.
Set up a budget according to the features you need
VoIP comes with a variety of features and value-added services. So, it’s easy to fall for such luxuries. In most cases, VoIP phone numbers come in monthly and annual plans. Generally, the latter will prove to be more economical. But before opting for any service, you need to figure out which specific features are going to be most beneficial for your business. Some things you can do to narrow things down is to list out the specific features for which you’re switching to VoIP, research the must-have features of VoIP and the features that relate to your requirement.
Choosing the VoIP provider
For the businesses looking for a business phone system, having a good internet connection and high-end equipment doesn’t necessarily mean you’ll have a superior call quality. The data center of the VoIP vendor is equally important. It is crucial to select a provider that has a vast network of data centers for high-quality calls.
Besides, there are other things that you need to consider while choosing a VoIP provider like –
- Whether or not it has the features you need.
- Are other businesses in your industry using any VoIP services? If yes, then check their reviews.
- Also, you need to make sure that everything is within your budget. Because sometimes, vendors charge extra for some advanced features.
- Lastly, choosing a VoIP provider that has great customer services means your problems will be sorted quickly and you’ll have much lower downtime.
Getting the VoIP hardware
The next thing in the process is to get the VoIP hardware. Well, most VoIP services don’t require any external phone. But, to fully avail VoIP features, you may have to buy a VoIP phone. There are various option for you to consider –
- If you want a similar setup like the traditional desktop phones, you can opt for VoIP phones.
- If you don’t want to buy the phone, then also you’ll need a headset to make and receive calls.
- And if you already possess the traditional phones and intend to use them even after VoIP switching, then you will need VoIP adaptors.
Train and update your employees about the change
The switch from the traditional phone system to a VoIP Phone System can be hard to swallow at first. Thus, it is vital to keep your staff updated about the switch. And make sure that you allocate some time to train your employees, especially the ones who will use VoIP on a daily basis. All members should get familiar with VoIP before its full implementation. This will smoothen the process of transition from desktop phones to VoIP systems.
Install the VoIP system
The installation of VoIP depends on the hardware setup and the size of the organization. For SMEs, it might include just plugging the phones into the ethernet system and configuring its settings. For large businesses, it might be a bit complex due to multiple switches. However, every VoIP vendor provides an in-depth tutorial, so you don’t have to worry about it much.
As VoIP works over the internet, it can significantly bring down your monthly phone bills. The other thing is that VoIP is quite a flexible and portable system. The IP address is embedded in the device. So you can carry your VoIP device and use it wherever the internet is available. The downside is also that it’s dependent on the internet which means voice over IP won’t work in case of a power outage or internet shutdown. And the quality of calls will also be affected if your internet connection fluctuates.
All in all, whether or not you should opt for VoIP installation is entirely up to you. Like every other technology, it has its own pros and cons. If you have a stable and reliable internet connection and power outages don’t happen very often in your location then VoIP will work just fine for you.