With the 2027 switch-off approaching, traditional landlines are being phased out. As an alternative, many businesses are turning to Voice over Internet Protocol (VoIP). Not only is it more affordable, but offers plenty of advanced features that standard telephony doesn’t have.
But whether you’re a small startup just getting started or an established office, setting up your first IP phone system can seem a little intimidating. In reality, the process is a lot more straightforward than you would think.
It just takes some preparation and a few steps to get set up in no time.
What Is An IP Phone System?
Instead of using traditional copper lines, IP or VoIP systems, use an Internet connection to route your calls. An easier way to think of it is that your voice and video calls go through the same network as your day-to-day Internet browsing and emails.
With an IP phone system, you will have a service provider who handles your phone numbers and calling features. Depending on what your setup is, you may want additional hardware such as headsets and routers although these aren’t required.
How To Set Up Your First IP Phone System
Here is a step-by-step guide on how you can get your first IP phone system up and running. If you break it down into more manageable steps, it’s not as overwhelming as it initially appears to be.
Confirm The Quality Of Your Internet Connection
IP systems rely on the Internet to work which means your network needs to be able to support it. The first thing you need to do is check your current connection to see what the quality is like.
If it’s slow or drops often, your calls will consequently have delays and lagging, or cut off altogether. Ideally, each call requires a minimum of 100 kbps upload and download bandwidth.
Most VoIP providers will offer a free online speed test so you can check your connection. If you aren’t happy with the results, you may need to consider upgrading before you continue.
Decide On A Service Provider
The next step is to choose a VoIP service provider. It’s an important decision to make since they will be responsible for overseeing your entire VoIP experience and that things run smoothly.
If you are comparing providers, check each one’s pricing structure as these can differ from one to the next. It’s also worth looking at the VoIP features each one offers and what their customer support is like in case you encounter an issue.
Choose Your Phones
There are a couple of options you can choose regarding how you actually make and receive calls. There are IP desk phones which look like traditional office phones but they connect directly to the Internet.
Or, you can opt for softphones which are apps downloaded onto your phone or computer and calls can be made without buying additional hardware.
The choice is entirely up to you and your needs. Some businesses have desk phones for those who stay in the office like receptionists and have softphones for those who travel often.
Set Up The Network
In the next step, you’ll need to plug your desk phone in or download the app onto your devices if you chose the softphone option.
You can then log into the portal of your service provider to assign numbers to each of your team members.
Configure Extensions And Additional Features
Now that the basic setup has been completed, you can start customising for your business. Each employee can be assigned their extension number for easy call routing and you can set up your auto-attendant to professionally greet callers.
With some systems, you can set your working hours so that if you are called after hours, it will go straight to voicemail.
It’s good to add these customisations in to make your business look more professional to those calling in.
Test The System
The last step is to make sure that everything works as it should before you officially switch to the new system. You can do this by calling the office number from an outside line. This will confirm the connection and hear the professional greeting if you have set one up.
Additionally, you should make a few internal calls to make sure that the audio is clear and ask your employees to test out the different features. Here, you can fix any small issues before your customers start calling in and experience it themselves.
