A VoIP phone system plays a crucial part in any given company in terms of both internal and external communication among all stakeholders involved in a business. VoIP stands for Voice over Internet Protocol, which includes both hardware and software, allowing people to use the internet as the transmission medium for telephone calls. Through this, the voice data is sent in packets using IP instead of the traditional circuit transmissions of the PSTN.
Most companies use the VoIP phone system since it is easy to set up and configure and significantly cheaper than landlines. However, getting the best service provider can make all the difference. If you’re planning to switch to another business VoIP provider, here are five steps to take.
1. Choose the best VoIP provider
Picking the right provider for VoIP is paramount to a successful communication internally and externally in your business. When it comes to this, you have the option to choose a non-hosted or self-hosted VoIP. So when deciding on a particular provider, you have to factor in the following:
- Quality of service (QoS)
- Uptime assurance
- Support availability
- Service-level agreements
2. Have a consultation with your chosen provider
Once you’ve chosen a particular service provider, then it’s logical enough to have a consultation. Your IT team needs to sit down and discuss with your VoIP provider the business requirements of your company and how the provider can pull off the project. Below are some key factors to discuss:
- Network security
- Bandwidth requirements
- Traffic patterns
- Local Area Network topology
- Total number of lines required
3. Check your hardware requirements
Know that while VoIP hardware requirements are minimal, they are crucial for proper installation and consistent communication. Here are the basic hardware requirements your business needs for your VoIP:
- Voice gateway: This piece of hardware transmits voice packets from your LAN over your IP network.
- Phones: Your company should decide on the necessary phone features you want to invest in and use.
- Way Calling: This includes the features of intercom, automatic callback, call transfer, call forwarding, call hold, speed dial, call waiting, and others.
4. Set out your plan for the installation
After having chosen the right VoIP provider, discussing your business requirements, and investing in the necessary hardware, now is the best time to pursue the VoIP installation. Know that the VoIP installation is pretty straightforward and relatively easy.
What needs to be done is to install a Voice Gateway to your internet connection and connect all the phones. A highly reputable and experienced vendor can make all the difference in the installation of your VoIP phone system.
5. Inform your current VoIP provider
At this juncture, you have to contact your current VoIP provider and inform them about your decision to change your business VoIP provider. That said, make an agreement to have a service end date that will ensure continuous communication for your business.
Changing your business VoIP provider can either help or harm your business. To ensure that you make the best decision for an upgraded communication system, follow the steps outlined above—pick the best provider, have a robust consultation, check your hardware requirements, plan for the installation, and don’t forget to notify your current provider. From there, you can make the switch and take advantage of the benefits that your new provider can offer.
If you need to change your current business VoIP provider in Columbus, get in touch with us to see how we can help.