[ad_1]
Installing a VoIP system for your business is a little more complicated than installing a system for your home. Residential VoIP installation is plug-and-play—all you have to do is configure the adapter, plug in the device, and start talking.
For an enterprise VoIP setup, there are a few more factors to consider during implementation. But even without in-house IT support, there are a few ways to make the process simple.
Tip 1: Choose Hosted VoIP
There are three types of VoIP deployments:
- Hosted VoIP: Also known as cloud-based VoIP, this means your VoIP provider maintains, updates, and secures the entire infrastructure of your phone system (excluding the physical equipment you own). Your team can use it simply by logging into the system from a web browser or app.
- Local VoIP: This is the exact opposite. You need to host, maintain, and secure the entire system, from data servers and connection points to software updates. While this is great for businesses with special compliance and security requirements, it is very expensive and resource-intensive. With so many great hosted VoIP providers out there, I rarely recommend this option.
- Hybrid VoIP: Sometimes, neither is feasible or cost-effective. Many businesses have already invested tens or hundreds of thousands of dollars in their own infrastructure, rely heavily on the security of their legacy systems, or have some users who require more modern features. In these cases, the business can keep some components while acquiring the rest from its VoIP provider.
Among these options, Hosted VoIP It’s the easiest to deploy. You don’t have to worry about software, server space, redundancy, or upgrades. Plus, you’ll get help from the provider every step of the way, so it’s a good choice for businesses that don’t have their own IT experts.
Before you start shopping around, I recommend Check your internet connection strengthBandwidth, speeds, and limits all affect call quality and the number of calls you can make at any one time. If your internet isn’t strong enough, I recommend upgrading or adding a separate network dedicated to your VoIP system.
Once you choose VoIP Providersyou will be able to purchase a new phone number or port an existing number for free. Porting your number may take several weeks, so you will need to continue using your existing system until the process is complete.
Tip 2Get a Pre-configured Phone
You can buy new desk phones from any vendor as long as they are compatible with your new system, but the easiest way is to buy them directly from your VoIP provider.
They’ll configure everything for you, including each phone’s Media Access Control (MAC) address. This is a 12-digit code assigned to each device that allows it to access the Internet through your network.
They also whitelist all your devices for you, so every device works right out of the box. No complicated configuration or authorization required.
Many businesses don’t need a desk phone at all. Softphone functionality enables anyone who logs in to make or receive calls directly from their computer or mobile device. Going this way makes implementation easier, but it’s not always an option. Alternatively, you can also buy a refurbished or used device to save a little money.
Tip 3: Prioritize network stability
VoIP call quality depends on many factors, not just Internet speed. Most VoIP calls require only 0.15 megabits per second; a typical home Internet connection is around 3 Mbps, about 20 times faster than you need.
Network stability is often the real culprit for echo, latency, and choppy calls. So it’s a good idea to check this before your team actually starts using the new system. Here are some common network stability issues you may need to troubleshoot.
Quality of Service
This basically means using your bandwidth to prioritize VoIP calls. With a little tweaking, you can set your router to prioritize VoIP traffic and put other activities like downloading or web browsing on the back burner. Going a step further, some routers allow you to prioritize traffic from a single device.
Delay
This is the time it takes for a packet of data to travel from the source (the party on the call) to the destination (the person on the other end). High latency means high delays, making calls painful and frustrating. 150 milliseconds is a good standard to avoid interruptions and noticeably slow system responses.
Jitter
This refers to the delay in receiving packets of data in a network. Once a packet reaches its destination, jitter refers to any delay in unpacking the packet by the receiving network. One of the most effective ways to combat jitter is to connect via Ethernet. Alternatively, a strong Wi-Fi signal can also help.
Tip 4: Consider safety a requirement
Malicious eavesdroppers and hackers are more common than ever before, which is why security should be an essential part of your setup – not an afterthought.
Encryption is one of the best ways to keep your system secure, but it isn’t the default for many VoIP systems. This is especially true if you have an on-premises or hybrid deployment. With cloud-hosted VoIP, you should be able to request it or enable it yourself if it isn’t already activated. Look for systems that use at least TLS 1.3.
In addition to encryption, you should also consider:
- Firewall settings: Whenever you make a call, the connection between you and the receiving device is called Session Initiation Protocol. Setting up a firewall will ensure that SIP traffic can pass through while blocking unauthorized system access – this ensures that the connecting party is the only one listening.
- Installing a Virtual Private NetworkMany companies use VPNespecially if their employees are working from home or they have strict safety requirements.
- Two-factor authentication:set up Simple 2FA It is one of the most effective ways to fully protect user account security.
Tip 5: Choose high-quality equipment
From desk phones to headsets, investing in top-of-the-line hardware is worth it. Not only will you have fewer lifespan issues, but you’ll also get more features and get the most out of your new system.
Not everyone needs a top-of-the-line phone, but for those who do, the added cost is worth it. The same goes for headsets, adapters, and conference room equipment. Paying more up front for quality may end up costing less in the long run because you won’t have to replace them later.
When making a purchasing decision, consider the type of work your team is performing and the features they might need on a daily basis. For example, if sales reps wear headsets for long periods of time, be sure to choose a product that is durable and comfortable for extended use. Or if your call center uses Hot Desking model, you need a phone that supports logging in from any device.
It’s best to make sure the device meets all of your requirements from the outset, otherwise you might end up wasting time and money when it comes time to upgrade the device.
Tip 6: Customize Your VoIP System
From simple and streamlined to complex automation, shortcuts and workflows, it’s worth putting in the extra effort to customize your VoIP system before you deploy it.
Here are some standard features worth considering when getting started:
- Call forwarding: This allows you to redirect calls to another number. Let’s say someone calls your business after hours — you can set it to ring the owner’s number to ensure it doesn’t go unanswered.
- Automatic call distribution: This routes calls in the background, making everyone’s life easier. The ACD system looks at everything it knows about the caller and decides who the call should be directed to. CRM Software.
- Do Not Disturb: Don’t want to be disturbed? You can enable this feature to temporarily snooze incoming call notifications. It can even reroute those calls to someone else.
- Interactive Voice Response: If you’ve ever followed a voice prompt and pressed a number to transfer a call, you’ve interacted with an IVR system. This allows callers to self-route based on their needs. It can work in conjunction with the ACD to free up agents and get callers where they want to go as quickly as possible.
Tip 7: Take the time to train your team
Many people on the team may be able to figure out how to use the new system on their own. This is great, but it can also lead to inconsistent service, which can cause more problems later.
Take advantage of any resources your VoIP provider offers to help people get familiar with the new system. Many providers offer online training modules and materials, and if the deployment is large enough, they may even have dedicated company representatives to train employees. Some providers also offer in-app tutorials for their softphone products.
I highly recommend holding at least one full-staff training session so that everyone gets the same guidance and information about expected workflows. Holding dedicated workshops with test calls can also give those who are less tech-savvy a chance to ask questions, try it out for themselves, and learn what they need in a safe environment.
Tip 8: Pre-install apps on work devices
Even if you use desk phones, installing the app on each user’s work mobile device or computer gives them another way to use the system. It will also give those who are able the option to configure their own settings without tying up resources from your IT team.
It is important to pre-install these applications before the VoIP system goes live so that there is time to work out any functionality issues. Once installed, users will be able to make or receive calls from anywhere, opening up more possibilities for remote work or emergency operations.
Tip 9: Leverage other software integrations
Integrations connect your VoIP system with other business tools your team uses every day. I see a lot of businesses overlook these because they think integrations are hard to configure.
However, most VoIP providers have one-click integration features that make installation very simple. VoIP systems can be integrated with CRM solutions. Collaboration Toolsand scheduling software. If you have a developer, you can leverage the API to implement custom connections and get a better user experience.
Bonus Tip: Keep an eye on your budget
VoIP is notorious for hidden fees, including taxes, compliance fees, and usage-based charges. It’s not uncommon for your first bill to be a complete surprise, and for subsequent bills to be different every month. You also have to factor in costs for upgrading your internet, installing a VPN, international use, equipment, adapters, and more.
I suggest you read this VoIP Pricing Guide Get a comprehensive look at what to expect and how to budget for a VoIP system.
[ad_2]
Source link
