Setting Up a VoIP System in Your Home Office? Here’s How to Do It

VoIP system

No business is too small or too big to address orders, requests, and questions from customers as soon as possible. Using Voice over Internet Protocol (VoIP) is a modern application of the internet to avoid the use of traditional circuit transmissions through phone lines. VoIP is integral to businesses that want to create a systematic network of sending and receiving calls through their internet service provider (ISP).

For a business that wants to keep up-to-date with the demands of this generation’s impatient consumer, a VoIP system is necessary to service the modern customer. Here’s how to get started.

1. List Down the Business’s Needs

One of the main issues that companies end up facing in expanding is not knowing what they want. As with any business project, knowing the goal, scope, and limitation of it can help guide the process. The same is true in dealing with adding a new IT infrastructure in the office space.

Having a checklist of sorts can trim down the options available in securing a VoIP system. A business owner should look to answer items such as these:

  • How many people/devices will need to be connected?
  • What features are necessary to include in the package?
  • Are the devices I have now compatible with the package I will purchase?
  • Can my internet connection handle the VoIP system?

Some of these items will deal with problems being faced by the office right now, while others relate to installation specifics in the future. Getting a clear idea of what one needs will make it easier to adjust to what’s available. Answering these questions will narrow down the options for a buyer in the type of VoIP plan needed.

2. Assess the Office’s ISP Speed

The issue of the office’s ISP quality leads to how strong it should be to address the addition of a VoIP system. It is necessary to have a stronger connection especially if it will frequently deal with a high volume of inbound calls. Speed tests allow business owners to figure out how potent their current connection is concerning the potential bandwidth requirements of a VoIP system.

Asking if the internet speed is capable of handling calls is necessary because it can affect the lag and latency of it. A choppy call quality between customer and service provider can do more harm than good to a business’s reputation. Figuring out only later on that one’s current ISP is insufficient to handle a VoIP service will lead to unnecessary back and forth regarding installation.

3. Order Compatible Hardware

VoIP system

Employees nowadays are given access to their laptops or work with company desktops that can connect to the office’s network. Invest in high-performance switches especially if the network requires multiple devices. Having switches allows employees to use their own devices in connecting to the VoIP line.

However, the alternative of hard-connecting analog phone lines is also an option through VoIP phone connections. There are multiple ways to connect the network with regard to the budget, accessibility of employees, and quality provided by the call. It’s a business owner’s call to figure out the most cost-efficient option to install in the office space.

4. Find the Right VoIP Package

Besides considering the budget on the subscription and hardware purchases, one also needs to take into account what business phone features to include. Know the additions to choose in relation to business concerns with features such as the following:

– An automatic call router

– Conference-calling option

– Individual numbers for employees (depending on the amount)

– Call recording, scheduling, and queueing

It can be easier to trim down which features to purchase by identifying what the VoIP aims to solve. These features almost always have a concern that matches the needs of a business. These questions can be the following:

– Does it help in handling customer help-desk waiting lines?

– Does it help in coordinating with outsourced employees and business partners?

– Does it help in collecting data from clients and sponsors?

A VoIP system is a handy assistant to ease the flow of information currently in place. If the structure is already messy, then the VoIP system may not do much to fix it. Automation should only be a guide to a preexisting conveyor belt of the company’s processes, which needs to be in place beforehand.

Afterword

Change doesn’t have to be a scary experience for growing businesses. It should be a motivator for enterprises of every shape and size to adapt to modern times. Setting up a VoIP system is one of the essential methods to boost productivity in an enterprise while improving efficiency within business operations.

Photo URLs:

https://pixabay.com/illustrations/call-center-phone-service-help-1015274/

https://pixabay.com/photos/phone-keys-communication-call-1074238/

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