Freshen Up Your Phone System: How to Implement VoIP


It is vital for any business that associates can communicate effectively and efficiently. Communication internally between employees, with customers, and to important stakeholders should be of high quality and always reliable, as it can make or break your business. 

If you are struggling with your current phone system, perhaps it is time to freshen it up. 

The best way to futureproof your business is by implementing Voice over Internet Protocol (VoIP). VoIP is a technology that allows secure phone calls to be made over the internet. VoIP is an excellent solution for businesses as it provides a trusted, advanced, flexible, and easily scalable solution to your business communications. 

It is also an affordable technology that provides your business with a broader range of capabilities such as custom caller ID, call recordings, auto attendants, take calls from anywhere, send voicemail to email, and much more. 

If you have done your research and are aware of the time and effort it will take, migrating to VoIP doesn’t have to be complicated. Here are some tips to help get you started in implementing VoIP. 

#1 Analyze Your Traffic 

To ensure you are opting for the right VoIP provider and package, it is vital that you understand your network needs and your current and estimated voice traffic. This initial evaluation will help to prevent poor quality communications, interruptions, dropped calls, and disruptive delays. This evaluation can be done by organizing a network assessment from your equipment vendor.

#2 Find a Trusted Service 

Like with any new service, thorough research is crucial to the success of your communications and a seamless migration. The ideal service provider will offer a range of packages that include the project management of the migration, the phones, the setup, numbers, applications, and connectivity. 

Migration is done best by specialist VoIP services that have a good reputation and can be trusted. A good service provider will have the relevant, up-to-date qualifications, experience with similar businesses, the correct equipment to carry out the job, and relevant security options to meet your requirements. 

Make sure you think ahead too. If you are planning on scaling your business, a service provider will need to be able to cater to your specific business needs and scale the systems with you. 

#3 Create and Communicate a Migration Plan 

From initial research to service providers, costs, dates, and rollout, it is important to create a detailed plan that maps out the entire process, including any future changes. This plan should be cross-checked (or created in collaboration with) the service provider, and communicated to the entire business to ensure cohesion. 

It is also vital to make a plan for the business communications while the migration is in play, and a backup plan if something were to go wrong. 

#4 Train Your Staff 

Before the phone systems are refreshed, it is vital that your staff, the individuals who will be using the phone system, are trained accordingly. This will minimize any disruptions after the migration has taken place, and ensure things can efficiently return to business as usual. Although VoIP is user-friendly, everyone must understand how it works, any maintenance requirements, and troubleshooting. Depending on your chosen service provider, they may be able to host the training for you. 

VoIP is a great option for a phone system refresh. Every business is different, which is why it is important to thoroughly research and choose the best service provider that will serve your business well.