How to Set Up Business VoIP in 6 Easy Steps

Businesses are switching from traditional telephone lines to business VoIP, and it is not just about catching up with tech trends. In Los Angeles, small and medium-sized business owners need to prove their worth. Offering professional customer service is one of the ways to do that.

The VoIP phone system for small businesses is an incredible means of streamlining business communication. It makes it easy for customers to reach you with your business phone number, especially when you create toll-free numbers. Your staff will also be more organized and productive as they can access more advanced features for their work and also collaborate seamlessly with team members.

Setting up business VoIP is not like a traditional line setup that requires heavy investment in equipment. Once you know what your business needs and get a reliable business VoIP provider, you are almost as good to go!

1. Understand Why You Need Business VoIP Phone Service

Before you consider installing a business phone solution, consider your current and your future needs of the service. VoIP services are charged based on the initial setup cost (the devices you need), and the operational costs which include the basic and add-on services you will require.

You don’t need to pay for what you do not need. Therefore, consider your current needs and staff growth projection, at least over the next three years. That will determine the number of VoIP phones and bandwidth that you will require for a start. If you have existing equipment, you will also know which of them can serve the purpose.

2. Know What Business VoIP Features are Most Important to You

VoIP phone services are not the same with all providers. Therefore, before choosing a provider, get familiar with the basic and advanced features of VoIP phone solutions so you can decide which ones are important to your business. Here are some important features to look out for:

Unlimited Calling and Conferencing

There shouldn’t be restrictions on how many calls you can make as long as your subscription is running.  A good VoIP system should also support national calling, faxing, texting, as well as voice and video call conferencing.

Remote Teams and Employees

If you have your business in multiple locations, you will need a central system that will support collaboration between your teams.

Mobile and Desktop Support

There should be apps for connecting the VoIP phone numbers to desktop and mobile devices so that employees can have the liberty to access their tasks and answer calls from any of their devices.

HD Phones and Audio

If it is VoIP, it must be crisp clear. Therefore, you need a system with high-definition phones and audio to support HD calling, and HD voice and video conferencing.

Security

One of the weak points of VoIP is exposure to security risks and frauds, and the effective solution is call encryption. You need a solution that gives maximum privacy and performance in every VoIP call.

Analytics and Reporting

For all the phones and users on your network, you should be able to retrieve analytics so that you can measure success and track important data for CRM and business process improvement.

Integration with Third-party Business Software

You need a VoIP service that can integrate with CRM and other third-party business software like Salesforce, Zoho, and Zendesk to enhance business productivity.

Call Recording and Transcription

Automatically record and transcribe calls. The automatic transcription feature is powered by artificial intelligence and may not be included in all service plans.

Web-based Administrative Panel

This is required to easily set up online meetings, video calls, screen sharing, conferencing, etc. This feature is important to support remote teams.

Texting from Toll-free or Vanity Number

If you want to send texts to your customers using your toll-free or vanity number, this might be a feature you will need.

Free Number Porting

A system that supports free number porting so you can easily port from landlines, cell number, and from VoIP number to another VoIP. Be sure this service is available with your chosen provider.

3. Take an Audit of Your Existing Telephony Infrastructure

After deciding the features you need in your business VoIP, the next thing is to take an audit of your current equipment and determine if they can support the shift to VoIP without having to procure other ones. 

Check your internet Infrastructure. Do you have the required bandwidth to support the users and anticipated activities on your VoIP? For high upload speed, you will need a T1 line or a cable internet depending on which one your ISP and VoIP provider recommends. 

However, it is not only internet bandwidth that matters. The state of your routers and switchers also determines the kind of calling experience you will achieve. Therefore, ensure that your routers and switches are in a good state to support your VoIP system effectively. Otherwise, be prepared to buy new ones.

4. Compare the best Business VoIP Providers around You

The most important step in setting up your business VoIP is getting a suitable provider. Do your research well about providers before settling for one. In addition to knowing if the providers have the features that are important for your business, check for their reliability and acquisition and operational costs.

Reliability

You don’t want a provider that experiences frequent outages. Therefore, ask for the provider’s three-year record on network stability.  Having no record of an outage within this period is a sign that the provider is reliable.

Set up and Operational Cost

The second thing about choosing a vendor is being clear about both the setup and operational costs. You need to place the features side by side with the costs, and determine whether they are worth it. Also, find out if there essential add-ons that will increase cost? What are the terms and cost for adding or removing users as the need arises?

Once you are clear about what they are offering and what you are getting, contact the provider of your choice and start talking to them about setting up your business VoIP.

5. Migrate, Install, and Set-Up

After sorting out the basics and settled for a provider, it’s time to migrate, install, or set up your business VoIP as the case may be. 

If you have analog and digital desk phones, they can be used for VoIP service. Port the numbers to VoIP and plug the phones into a LAN that is connected to your VoIP system, and they will be registered on your VoIP network.

However, when you need to procure VoIP phones, talk to your staff to know what features are important for their work, and ask your provider to supply the phones that will be most suit for them. Your provider will advise you on what you need and they might already have some of the equipment as part of your VoIP system setup package.

6. Optimize Your VoIP Business Phone System

You may have chosen the right provider and procure the required equipment. However, you need to optimize the performance of your VoIP system to make the most of your system. Here are some ideas to consider:

Use VLAN

Use virtual local area network (VLAN) to segment, segregate, and prioritize VoIP traffic over regular internet traffic. This is so that VoIP activities will get the best of internet speed from your network.

Network Equipment

Ensure that your routers and switches are in good shape and can support the required bandwidth to produce good call quality. The router serves as a base station that sorts out voice data and traffic and also improves call clarity.

Power Over Ethernet (PoE) switch

Another important piece of equipment to get is a PoE switch to power all your PoE-enabled devices such as VoIP phones. The switch delivers power, voice, and data to devices over the same wire.  You can also connect the PoE switch to a UPS so your system can continue to run even when there is a power blackout.

Get the Needed Help

To set up an efficient business VoIP, there is only a little that you can do by yourself. Make a good choice of VoIP provider and let them sort things for you. Flagman Telecom is a reliable business VoIP phone service provider in Los Angeles with highly qualified and experienced staff. They will help you carry out the required business analysis to identify the number of phones and extensions you need and also set them up for you where appropriate. 

Flagman Telecom offers some of the lowest prices and interesting features available. Give Flagman Telecom a call at (848)-800-8008, toll-free, or check out their self-service quoting system, and you can get started right away!​