A Step-by-Step Guide for Switching to a VoIP Phone System

A Step-by-Step Guide for Switching to a VoIP Phone System

So, you’ve decided to make the switch to VoIP. Congratulations! You’re one of the many businesses that are switching from traditional landlines to Voice over Internet Protocol (VoIP) each year. Even more of those people will be using cloud-based VoIP over on-premise phones—15% more, in fact, from past years.

However, while VoIP can bring many benefits to your business, some business owners are daunted at the prospect of switching phone systems. Don’t be. While there are some steps you need to take before you make the official switch, the process is much easier than you think.

Establish a high-quality internet connection

VoIP stands for Voice over Internet Protocol. As the name suggests, it uses the internet, rather than a standard phone line, in order to make and receive calls. This means it requires a reliable internet connection in order to work when you need it to. Even if what you currently have seems to be working just fine, adding VoIP can put an added strain onto your internet connection, causing it to crash, drop calls, or slow down at the most inconvenient times. So, before you fully switch over to VoIP, check to see if your internet connection can handle the new phone system, or if you need to upgrade to a higher-quality connection. You can do this by considering your business’ call volume and checking your available bandwidth to see if it can handle your call volume.

Think about the features that you need most

A VoIP phone system is more than just a phone, it also comes with a variety of features that can save your business time and money. The kinds of features you need, then, will depend on the kind of business you’re running. For instance, not all businesses will require an auto attendant, while others won’t be able to get through the day without it.

And think about your hardware

When you make the switch to VoIP, your standard phones won’t work. As such, you’ll be switching to new hardware provided by your VoIP provider. You’ll likely be choosing between Cisco and Mitel, and while they operate in similar ways, they do have some differences. Cisco, for instance, is focused on larger businesses, while Mitel has additional features such as built-in voicemail capabilities. Another hardware decision you’ll have to make is whether you get hardphones or softphones or both. Hardphones are your typical desk phone, while softphones are a type of software you use on smartphones or desktops to make your device act like a phone. If you’re not sure which type is right for you, then read over our blog post on the topic here.

Set up a training for all of your employees

This is a must. If you want to use your new VoIP phone system to the fullest, then you need to know how to actually use it. A VoIP phone has more bells and whistles than a standard phone, so simply understanding how to make and receive calls isn’t enough. Managers will need to know how to barge into a call, and employees will want to have access to their call recordings. On the day that your new phone system is to be installed, then, set up an on-site training session with your VoIP phone provider so that everyone is on the same page by the end of the day.

Once your VoIP phone system is set up and you and your staff are fully trained, it’s easy sailing from here. However, there’s still a chance that you won’t understand something, even after the training. If that’s the case, then don’t hesitate to give Vaspian a call to see how we can help you with your new VoIP phone system today.

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