Set up VoIP

9 Easy Steps To Set Up VoIP Phone System For Home And Business

There is an increase in the number of companies planning to set up VoIP technology in their offices. Affordable monthly charges and more high-tech features are attractive aspects of VoIP, but some companies are hesitant to implement it.

They believe the hardware expenses are too costly or that installing all the equipment will be a difficult task taking too much time.

But switching to a cloud phone system can be easy if you search and select the appropriate provider. Many companies are planning to switch to VoIP service.

VoIP is a technology that facilitates phone call placement on the internet. It saves on-call expenses in contrast to most conventional phone services. The system benefits from the world wide web to link the caller’s device with the VoIP network.

Set Up VoIP Phone System For Home And Business:

Set up VoIP

We will guide you about installing a VoIP phone system for your home and company. Then, our post will show you how to do that with lower configuration charges and obtain the most from your new VoIP phone system.

1. Check Your Network and Web Connection:

You may be considering how much bandwidth VoIP utilises, but as a rule, it is almost 100 kbps upload and download for each phone line.

Many web service providers now provide gigabit speeds with their plans for companies. So your present connection may be fast enough for VoIP phone service. But, one of the drawbacks you can experience is that your home internet connection may have a low upload speed, assuming you have a DSL connection.

Besides the internet speed, the issues that affect VoIP call quality are often because of the latency in the connection. Lack of smoothness in call quality and packet loss are two attributes to analyse when you want to measure the performance of the VoIP system. A wired web connection is better for communication, like fibre or cable. Moreover, microwaves and other wireless technologies are advisable when no wired internet connection is available.

Your network can also experience a slow speed when the networking router or hardware cannot manage the high traffic. With this issue, you can experience delays in routing data packets between the callers. So again, WiFi is an acceptable solution, but a wired connection provides better communication.

Take a VoIP speed test to find your network speed and detect some issues. The results will provide you with a great idea of whether or not your connection can manage a VoIP infrastructure.

You may also change the settings of Quality of Service (QoS) to focus on VoIP packets and data transmission. That way, voice traffic is given priority over other high traffic websites used in your network, reducing latency and packet loss.

2. Look for a VoIP Provider with the Right Facilities:

Opting for VoIP does not imply that you are simply substituting your landline with it. Instead, you benefit from a facility upgrading your communications setup to new technology at an affordable price.

A leading telecom research company study gathered 1,000 experts to create a report on their experiences with VoIP services. One of the necessary findings was that one-third of all organisations lost clients because of communication errors.

The appropriate VoIP provider will assist you in resolving these issues. In addition, your firm will get the required facilities to reduce setbacks and create effective interdepartmental communications.

You can get a customer relationship management system, call analysis reports, and combined communications in your buy VoIP plan. So it would help if you kept in consideration that when you select a service provider, you have the appropriate features your company requires.

3. Ways of Getting a Business Phone Number:

VoIP providers come with a local phone number. You can get your business’ new VoIP address by either porting over an existing line or choosing one available and adding it to the account, relying on what type of plan you pick from amongst many options, including toll-free numbers for your business.

Different Categories of Phone Numbers - set up VoIP:

Local Phone Numbers: Local numbers are suitable for small companies with a small business coverage area. They’re typically free, but costs range from £0-£10/month.

Toll-Free Phone Numbers: Toll-free numbers are a great way to make your customer feel more at ease when they need help. They won’t have to pay for the call, and it can look professional too! A monthly fee typically runs about £10/month, depending on where you get yours. A toll-free number sounds good because not everyone has access or knows how to use regular phone lines, which makes them helpful.

Vanity Numbers: Vanity numbers are a great way to make your business stand out. For example, the number 1-800 Cafe is memorable because it spells “CAFE.” You can secure this toll-free number with an affordable fee per month and buy any available numbers from third parties!

4. Set up The Hardware - Set up VoIP:

There is no specific hardware required to begin utilising the VoIP system. Only the minimum amount of hardware can work with it. For example, if you do not have a cell phone that has a digital smartphone app, you can use an IP phone linked to the computer via an ethernet cable.

If you have software or a mobile app, you can launch a user interface for phone calls on the PC or smartphone, respectively. The app or software will give you a choice for audio and video calls. So you can benefit from VoIP by communicating with your contacts.

5. Configure Your VoIP Phone System - set up VoIP:

Once you’ve selected a provider and hardware, it’s time to finish the installation in your office. Again, the specific steps vary according to the equipment and the number of staff.

Some VoIP service providers only sell phones and handsets ready to use out of the box. So, in this section, we will walk you through the simple process of getting your VoIP up and running with us. If you use different providers or buy phones from a third party, the method may consist of additional steps.

6. Installing The Phone System - set up VoIP:

Installing your VoIP desk phone will rely on the model you are utilising and the network you select. It would be best not to use an AC adapter, assuming you have a Power over Ethernet (PoE), because one wire transfers the electrical signal.

If you do not have PoE, you can link your adapter to the switch and connect it to your phone. It would be best to utilise a CAT5e or CAT6 cable to link the router or the switch to the phone. After linking to the VoIP network, please wait for the startup process until it ends. Then you can initiate a call when the dial tone appears.

If you are utilising the PoE, link the phone with the Ethernet cables, and after the phone has started, it will make a data link to the internet service provider.

7. Minimise Infrastructure Prices with Softphones:

Another method to reduce costs is utilising a company phone app instead of a desk phone. These apps are also called softphones. You can download and install the software on your PC or smartphone.

Since the VoIP Phone system works with the internet, you do not require specific hardware. Or if you do need it, then it consists of minimum equipment. This way, you don’t have to implement a few steps for office phone setup.

A softphone is a software or mobile app that facilitates call management. It runs like a standard phone for communication. You can place calls on any telephone or mobile device with a VoIP service.

8. Listen to Calls On Your First Business Number By Porting:

  • Number porting is transferring phone numbers from one service provider to another.
  • Select a business phone plan. Then, select the plan with the most helpful features suitable for your company.
  • Obtain temporary phone numbers. Inform the VoIP service provider.
  • You require temporary numbers, and they will have them prepared for you within a day.
  • After setting up call forwarding with your old provider, you can utilise the new VoIP service.
  • Sign an agreement with the VoIP service provider. Provide all necessary information so their staff can manage the porting process with your previous provider.
  • After completing this step, the VoIP service provider’s team will manage the porting within ten to twenty business days. They will update you on its progress to make switching to VoIP simple and convenient.

9. Coach Your Team to Get Best Results from the VoIP Features:

Why delay the inevitable? VoIP phone services are here to give your business phone system a makeover. There is no need for traditional landlines with integrated voice over IP (VoIP) capabilities, custom routing policies, and more.

63% of managers responding to a recent survey by a leading market research company said that their company’s adaptation rate for new technologies is too slow. Employees want access to business communication equipment to focus on serving customers and making sales. Still, suppose you don’t provide them with specific VoIP phones. In that case, it becomes difficult for employees in your office to work effectively since each person has a personal device, which causes delays when they try to do business communication. The VoIP phone system has features that allow the end-users to send messages to multiple team members. Everyone can use compatible smartphones for smoothly communicating with the team.

VoIP phone systems are the new buzz in business communication. The VoIP phones come with all of your necessary equipment and simplify installation to a degree that is uncommon for modern electronic devices, making it the best telecom system compared to other alternatives in today’s market. As a result, many professionals who work within the corporate world consider the VoIP phone system a necessary part of their offices.

VoIP is a great option for your small business because you can set it up in just nine steps, and you will love all of the features this phone system offers.


Zayne Z

Meet Zayne VoIP Blog's dedicated Content Researcher with 5+ Years Experience. Passionate about VoIP technology, he delivers accurate, engaging articles, keeping readers informed on industry trends with excellence.