How do I setup a VoIP phone system for my small business

Many people assume that Voice over Internet Protocol (VoIP) is only suitable for large organisations. This is one of the most common misconceptions regarding VoIP.

Small company owners can benefit from a variety of VoIP solutions. Instead of utilising a conventional or analogue phone line, VoIP allows users to make and receive calls through a broadband internet connection.

This technology transforms sound into digital packets and sends them over the internet in the same way that other sorts of data, such as email, is sent. With great advantages like flexibility, portability, automatic assistance, remote functionality, relatively cheaper pricing,  and increased productivity, it is little wonder why most businesses are upgrading to VoIP phone systems for their businesses.

And you should too.

Setup Requirements for a VoIP phone setup

To use a VoIP phone link, there are two requirements.

First, you’ll need a VoIP-capable telephone. Because VoIP is based on a different technology than a standard home or DECT phone your regular home or business phone system may not be compatible.

Next, create an account with a VoIP provider.

Hardware requirements for a VoIP phone setup

  1. A VoIP phone that is linked to the router/modem through a LAN connection
  2. Cable LAN: if your old modem/router just has an Ethernet connection, you’ll most likely need an extra router.

How Do I Setup A VoIP Phone System

It doesn’t have to be difficult to upgrade your phone system. We’ll go over everything you’ll need to know to make a successful VoIP conversion in this tutorial.

A strong phone system is beneficial to entrepreneurs and small company owners. Technology now brings new capabilities and improves client experiences. All of this can be acquired for less than the cost of regular phone service.

Setting up a VoIP phone system is similar to setting up a new gadget (or software) that you’ve acquired.

Here’s a brief rundown of how simple it is to set up any VoIP service on your own.

  • Book a dedicated internet connection for your VoIP device (VoIP phone).
  • Use a virtual phone to host your VoIP (This can always be scaled depending on the number of users)
  • Retrieve your IP address and input it into your web browser.
  • Enter and validate the SIP Provider information In your VoIP phone.
  • Implementation of QoS (Quality of Service) for great data and voice quality through the VoIP service.
  • Implementation of the security protocols and a virtual firewall for enhanced protection.

Book a dedicated internet connection for your VoIP device

Any successful VoIP phone system relies on a robust Internet network as its “nervous system.”

The primary goal is to send voice signals from the caller to the recipient. As a result, even a brief interruption or insufficient bandwidth on the Internet network can have a significant impact on the speech quality of VoIP conversations.

As a small business, you clearly want to make the most of your money (financing). As a result, you may want to employ VoIP with an existing corporate Internet connection. You can also link your VoIP phone system to a separate Internet connection (which is suggested). This will ensure a seamless connection and provide enough bandwidth for your data to flow.

Use a virtual phone to host your VoIP

Unlike the physical telephone grid that surrounds the contemporary telephone infrastructure networks, distributed VoIP telephone systems are used to store the phone systems on the cloud. As a result, they don’t require any phone hardware, but instead, connect to the internet and can be operated using a web application or a mobile device application.

The majority of virtual phone systems are software-as-a-service (SaaS) offerings that may be scaled up or down rapidly (depending on the company needs).

Retrieve your IP address and input it into your web browser.

You’ll need an IP address for your hard phone. Only in this manner will the phone be able to communicate with the outside world. Usually, it comes from your router.

  • Please pick up your phone right now.
  • If you hear a dial tone and the monitor does not display an error message (such as “no IP”), your phone is ready for further configuration.
  • No valid IP address has been allocated to your phone if error messages show on the monitor or the indication of a LAN cable link flashes.
  • Power on the phone, select the “Options/Menu” button and go to the “DHCP Settings” tab. Make sure this is set to “ON” and that no IP address is entered. Wait a few moments, and the phone will be assigned an IP address.
  • Connect your phone to your SIP provider and configure it via your browser

Enter and validate the SIP Provider information In your VoIP phone.

The following information from the SIP Provider is required for a successful VoIP configuration

  • Username
  • Password
  • Specify the SIP server, the utilised ports (often SIP port 5060, RTP port 5004)
  • Specify the SIP User ID (generally a phone number without an area code).
  • Optional Server STUN

Please log in to the provider to retrieve the data if the provider did not submit/provide you with the above information.

QoS(Quality of Service) Implementation

Quality of Service (QoS) is a technique for prioritising network traffic passing through a router in order to offer satisfactory service to the majority of users. To solve audio quality concerns, administrators used QoS.

Due to network congestion, VoIP suffers from echoes, latency, and lost calls. Proper QoS implementation guarantees that less essential traffic does not affect packet traffic. Too much traffic on the network can create packet transmission delays or interference, lowering speech quality significantly.

Implement Security Protocol

VoIP is subject to the same dangers as any other web service. However, there are security procedures that can minimise the most frequent risks to the VoIP call setup’s health.

When adopting a VoIP program for your company, make careful to set up SIP proxies or virtual private networks to prevent unwanted access. Setting-up new VoIP equipment might be difficult. Not to worry though,  everything is available as standard apps in cloud computing.

As you can see, setting up a VoIP phone system is as simple as ABC, it does not require advanced technical knowledge especially when you are trying to implement it on a small scale for your small businesses.

DIY enthusiasts will find these steps easy to follow and replicate. Just make sure to have the required hardware available and you are good to go in joining the world to maximise your business’ communication potential.

Our experts are on call and available 24/7 to guide you if you experience any challenge in following these steps as well as to answer any questions that you may have concerning VoIP phone systems.

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