Setting Up a VoIP Phone System for your Small Business

Voice over Internet Protocol (VoIP) is a modern and affordable alternative to traditional landline systems. This telephony combines hardware and software that leverages existing internet connections to make and receive phone calls. Moreover, a good Oklahoma VoIP business phone service provider takes care of the add-ons and integrations to ease day-to-day operations that landlines simply can’t.

But how can you establish a VOIP system for your small business? Here is a step-by-step guide to setting up a business VOIP phone system. Let’s get an understanding of the VoIP phone system first.

What is a VoIP Phone System?

VoIP technology allows making and receiving calls via broadband internet connection. Voice analog signals are converted to digital signals via IP (Internet Protocol) phones and then sent online.

You do not need any hardware for some VoIP systems, while some require Power-over-Ethernet (PoE). The reason is that VoIP systems are not just available for phones but also for any internet-connected device, such as laptops and tablets.

Therefore, shifting to modern VoIP for business communication is a must-have in this tech-savvy world. Now you know the basics of IP phone systems, let’s head to the process of setting up a VoIP phone system.

Step 1: Determine Your Internet Quality

Even before setting up a VOIP system, you must keep some key considerations in mind. For instance, you need to determine the quality of your internet connection. For that, you can conduct your internet speed test or ask service providers about the quality and reliability of the internet in your area. This is important as VOIP phone systems work on a consistent internet connection.

Step 2: Decide between Handset and Softphone

Similarly, you must choose whether to set up VOIP with or without hardware. VoIP can also resemble landlines, where telephone cords are replaced by Ethernet cables. Therefore, you should decide whether to invest in hardware or use virtual numbers on existing devices. The answer usually depends on the size of your business, location, and available budget.

Step 3: Decide the Number of Lines and Users

In a home office, you might not need more than two lines, but things would be different if you ran a company that has employed hundreds and thousands of people under different departments and divisions.

However, a sprawling enterprise does not mean you have to deliver phone lines for every user. You can set one designated line per department with a few additional lines for top-level personnel. The number of lines you need depends on the amount of traffic your office expects.

Step 4: Estimate Service Costs and Add-on Fee

Though VoIP phone systems are affordable phone solutions, you still need to estimate service costs and add-on fees.

You will have to pay based on the number of lines you use. Moreover, VOIP service providers charge monthly for particular add-ons, such as international calling and toll-free. Do not forget to include installation expenses or activation fees in your VOIP budget.

Step 5: Find a VoIP Phone Service Provider

You should look for a hosted VoIP business phone service specializing in business connections and providing tailored services to meet your business needs.  SipVine VoIP service providers in Oklahoma provide custom services for businesses of any size and kind.

It boasts robust features and flexible programming at affordable rates. Moreover, it doesn’t bind you in contracts and does not make additional charges as well as has competitive international calling and toll-free rates.

Step 6: Assess Installation Requirements

Once you decide which type of VoIP system you want and which service provider you opt for, the next step would be to assess the special installation requirements.

Your VoIP service provider will guide you with the installation needs for VoIP setup, such as extra or new cabling. VoIP phone providers will advise if your existing numbers can be ported into a newly set VoIP system. They can take care of the porting as well.

Final Words

Shifting from traditional landlines to VoIP phone systems is a rewarding experience, but it requires careful consideration. You should assess your business needs and determine your phone traffic and existing budget to decide on a specific VoIP system for your small business. Similarly, your chosen service provider should provide tailored services to cater to your business demands.

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