Voice-over-internet-protocol (VoIP) calling is simple and inexpensive. And most providers include unified communications (UC) features that streamline business communications. When you’re ready to switch to VoIP, figure out what your company needs. Make sure your network is stable and set a budget. To complete the VoIP setup procedure. Choose a provider based on your must-have features and tools, port your numbers, and install and configure your system.
To aid in your overall VoIP transition, read our step-by-step guide on how to set up a VoIP system. Which will walk you through the process from beginning to end:
Determine the requirements of your team
Determine what your company and team require from a VoIP system first. Because each system is unique, the features you desire may be offered in the standard or lower-priced plan of one provider vs another. Do you only require a basic system that allows you to phone and text? or do you require a service that includes more collaboration features such as video conferencing, team messaging, and file sharing?
Are you seeking a solution that allows you to use existing hardware? If this is the case, providers such as LadiTech. Or even Skype for Business may provide a plan that allows you to use current hardware that is suitable for your company. This simplifies VoIP setup, and you may even be able to skip a few stages because you already have everything in place.
Another factor to think about is the number of people that will be using your VoIP system. Will each member of the team require their own line? or will a few employees share lines and each have their own extension? Because VoIP providers charge per user. this is something to think about, especially if you want to save money.
Ensure that your network is stable
As you might guess, VoIP setup necessitates high internet speeds. Because the technology divides voice data into packets that are then transferred over your connection. As a result, you’ll need a connection capable of handling both inbound and outbound calls. As well as any internet traffic created by UC capabilities like video conferencing and team messaging.
Not only do you need a fast internet connection to ensure that there is no drop in quality when there are several calls. But you also need one that is stable. For example, internet providers who provide patchy service increase the likelihood of missed calls. Which results in unpleasant caller experiences, harmed prospecting efforts, and lost clients.
Fortunately, determining whether or not your internet provider will allow VoIP is pretty simple. There are a variety of speed tests available to determine strength and dependability. And the speed of your internet connection. Take a look at ours:
Choose between a cloud PBX and a traditional PBX
Decide whether to go with a cloud-hosted PBX or an on-premise solution before setting up a VoIP system. Private branch exchange (PBX) technology underpins modern VoIP (PBX). A classic PBX system uses the internet to let you make calls, and check voicemails. And transfer calls to coworkers through a dedicated on-premise server that uses IP routing technologies to manage calls.
You can even video conference using a PBX. Because these systems aren’t hosted. You’ll need a dedicated server someplace in your workplace, as well as information technology (IT) personnel with VoIP certifications to maintain the gear.
It’s simple to scale up your calling capabilities and add features to enhance your corporate communications. When your PBX system is managed by an in-house IT staff. This also means you won’t have to pay a monthly cost to have your on-site PBX server maintained and operated by someone else. As a result, if you already have a team of IT professionals, this can be a highly cost-effective solution.
For enterprises without dedicated IT teams, cloud PBX. Also known as hosted PBX, is frequently regarded as the preferable VoIP solution. You can use a service like LadiTech instead of having an on-premise server. The supplier handles your service using a network of remote (cloud) PBX servers spread around the globe.
Cloud PBX
The supplier controls maintenance and upkeep using cloud PBX, and all you have to do is pay a monthly membership price. This also makes it simple to upgrade to a higher plan level when your company is ready for more features and capabilities.
For example, if your company is modest, invest in a basic cloud-hosted service that includes standard calling across the United States and Canada. By upgrading with the same provider or switching to a new one as your company grows, you may add capabilities like international calling, unified communications tools, or contact center as a service (CCaaS) software to your communications block.
Your company won’t be able to use any of the system’s calling functions if your on-site PBX goes down. Cloud PBX companies, on the other hand, frequently have numerous server clusters placed around the world, so if one server or an entire server building goes down, backups are available throughout the world to pick up the slack. This is referred to as geo-redundancy.
Determine the VoIP budget that is available
How much money does your company have to invest on a new VoIP system? Price is an important concern in any organization, so think about your budget before you start looking for VoIP providers and services. Remember that most providers charge per user, per month, with additional fees for add-ons. Once you know how much you can pay, you can choose the finest plan and provider for you without going overboard.
Annual payments might help you get more bang for your buck with the money you have. A LadiTech Essentials Plan, for example, costs $19.99 per user per month if paid annually, but $29.99 per user if paid monthly. If you have only two users, buying annually will save you $240 year. These savings can also be used to offset the cost of a higher-tiered plan, which will allow you to pay less for more features.
Choose your hardware and features
Because different sorts of businesses require different features and hardware, VoIP is all about options. To maintain a specific level of quality, a company with several agents who are on the phone most of the day could require a choice of VoIP headsets and call monitoring services. The list of alternatives is extensive, which is why one of the most crucial things for you to complete is to determine which features and hardware are essential and which are optional.
This foundation will assist you in identifying the system that will be most beneficial to your company. Do you, for example, have a collection of IP phones that your agents use to communicate? If this is the case, a virtual phone system like LadiTech, which focuses on computer-based softphones and smartphone apps, may not be the ideal fit for your company. Instead, you might wish to choose a provider that supports these, such as 808 or Dialpad, a dedicated VoIP service.
Dedicated features are also essential. To manage calls, some small firms may opt for an auto-attendant, while others may go for an interactive voice response (IVR) system. An interactive voice response (IVR) is a more advanced call routing system that provides clients with self-service alternatives and includes larger-branching phone trees.
Identifying the must-have vs. wishlist features for your VoIP system may necessitate some research and due diligence. However, you must take these steps to guarantee that your system contains all of the communications capabilities you require for your firm.
Select a VoIP Service Provider
There are a lot of choices when it comes to hosted VoIP services, and deciding which one is best might be difficult. Fortunately, we’ve compiled a list of some of the top small business VoIP systems to assist you in making your pick.
Once you’ve narrowed down your choices, call the sales staff of your preferred provider and go over your company’s defined needs and must-have feature lists to ensure that the provider is a good fit. Many current providers, such as LadiTech, provide free trial periods or money-back guarantees, allowing you to try out their calling solutions without risk.
Transfer Your Phone Numbers
Because you migrated from a typical public switched telephone network (PSTN) analog line to a VoIP phone system, your consumers should not be inconvenienced. You should preserve your current phone numbers so that you can be reached at any time.
This is where the concept of number porting comes into play. When you transfer your numbers, you keep your ability to communicate with your clients, and almost every VoIP service has a mechanism in place to make porting your existing phone numbers as simple as possible.
Because having an existing account with a previous carrier makes the procedure easier, it’s vital that you don’t discontinue your existing phone service before the porting process is complete. It can take anywhere from a few minutes to a week or more to finish the process. The length of time it takes varies depending on the VoIP provider’s process, although most can swiftly port numbers if the landline carrier is responsive.
A transfer request is usually the first step in the number porting process. It’s critical that you double-check that the information you submit matches what your existing carrier has on file. Your new VoIP provider will send the request to your current carrier to begin the procedure once it is completed. When the process is finished, the supplier will usually send you an email to let you know.
Installing and Setting Up Your New VoIP System
If you don’t have a tech team to conduct on-premise installation, installing a new VoIP service might be a difficult undertaking. Installing an IP PBX server in your office necessitates the use of project managers, system designers, and even electricians.
Fortunately, LadiTech offers cloud-hosted PBX services that eliminate the requirement for installation. If you don’t already have an on-premise server room, consider cloud PBX before going with on-premise PBX to save money on your VoIP setup. This reduces the requirement for additional space and technical staff.
In many cases, all you have to do is download the provider’s software and connect any VoIP-enabled desk phones you’ll be using to your system. You can receive business calls using your personal devices, such as cellphones, PCs, or tablets, with an app-enabled system like Google Voice. In our guide on how to use Google Voice, you can learn more about this type of process.
To complete the VoIP setup for your organization, you’ll need to configure the functionality of your system once it’s been installed. Make calling schedules, assign extensions if necessary, and set up a voicemail system that works for your company. With many providers, you’ll be able to use a setup wizard to guarantee that all components of your VoIP system are properly configured.
LadiTech VoIP Services
You can concentrate on your business and clients by using LadiTech’s Voip services. We handle communications administration, maintenance, and upgrades for your business phone system to guarantee that it runs smoothly and safely.
We monitor your system 24 hours a day, seven days a week, and respond to any problems immediately. You and your colleagues can concentrate on taking advantage of the advantages of workplace communications technology.
Contact info:
+16134167874
+90 (212) 900 9094
contact@laditech.com
