The need to convert old phone systems (Analog) to VoIP phone systems is a trend of many businesses today. However, in order to know what to prepare first, what to prepare later, many businesses still have problems. Understanding that, We have compiled 12 simple steps to set up a virtual PBX system for your Business in 3 main stages. Check out the article below to learn more!
1. Research and preparation
Step 1: Determine your phone system needs
Before deciding to switch systems, you need to make a list of the needs of the phone system, for example:
- Number of users (extensions)
- Cost of change
- Legal and procedural requirements
- Equipment needed to prepare
Identify phone system needs
Also, think about what you want from your new phone service. Do you have many employees operating outside? If so, you’ll need a provider that provides softphones for the devices employees use. If you have a global presence, you will need affordable international calling.
Figuring out your business needs first will put you on the right track to choosing the best virtual PBX system provider for your Business. It will save you time and money in the long run.
Step 2: Prioritize features according to need
You probably know some of the features you’re using. There may be a few features of a VoIP PBX system that are new to you.
Some notable features of VoIP include:
- Automated attendants: Perform greetings and direct incoming callers
- Call Routing: Redirect calls to departmental extensions
- Call Recorder: Record interactive calls between employees and customers
Step 3: Check Bandwidth
VoIP works by connecting calls over an Internet connection. You will need enough bandwidth to make those calls. This is not a problem for most people. Ookla reports that most broadband connections average over 50 Mbps.
For reliable Voice over IP calls, pay attention to the following guidelines:
- Bandwidth: 100 Kbps per line (Example: 10 lines need 1,000 Kbps or about 1 Mbps)
- Latency: 150 milliseconds or less
- Jitter: 20 milliseconds or less
Most networked routers today are more than enough to handle VoIP traffic. But if you are sharing your VoIP PBX system’s network with other devices, equip the system with a separate line or look for one with QoS and bandwidth management functions.
Step 4: Select terminal
The choice of terminal device will depend on the needs of the Enterprise. If Enterprise employees often move outside the market but still want to interact with VoIP PBX system, Softphone is the right choice. And if the personnel using the PBX system is mainly in the office, you can consider an IP Phone or a headset to meet your needs.
2. Move and set up
Once you’ve chosen a provider, it’s time to set up your new VoIP phone service.
Step 5: Convert phone number
If you have just established a business or do not want to reuse old numbers for some reason, you can completely register a new VoIP number and this number can be easily connected to the system. anytime.
However, your number is already attached to your brand and cannot be replaced with a new one. You just need to notify the VoIP PBX system service provider and ask them to assist in converting that number from PSTN to VoIP so that you can both keep the existing brand number and have the best experience. Many of the benefits that a VoIP system brings.
Step 6: Add and manage users
Add and manage users
Larger organizations, with complex departments and branches, need to be carefully divided into groups, administrators of each group, and clear records for easy replacement or expansion later.
Step 7: Set up the terminal
Now it’s time to set up the devices you want to use for your new phone system.
If you choose a solution to install Softphone to meet your needs, you can contact a VoIP PBX service provider and set it up for you. Each user will have a separate account to log in and interact with the system.
If you choose IP Phone, most of them are already pre-configured according to the number of users you added in Step 6. You just need to get the IP Phone and power it at the correct location of the respective user.
Also choose headphones for users. You also just need to plug the headset into the computer, just the calling application on the computer is ready to use.
Step 8: Design the scenario call
Finally, you need to script and flow calls when someone calls your Business. IVR design navigates calls clearly to avoid confusing or difficult for customers to manipulate.
Call scenario design
The special thing about VoIP is that you can change the scenario at any time, so you can rest assured if your call scenario is not optimized in the first set up.
3. After installation
With the above 8 steps, you’re done with most of your Business phone setup. These last four steps help ensure you get the most out of everything a VoIP phone system has to offer
Step 9: Verify network connection
Sometimes, your network configuration can have a little problem that you usually don’t notice. For peace of mind, double-check your connection during VoIP setup. Confirm your Voice over IP connection is working correctly.
Here are easy ways to test your new phone system:
- Call your number from your mobile phone.
- Call your cell phone from your business phone number.
- Complete a test call in about 20 minutes to hear any audio problems
Step 10: Check the extension again
The configuration and installation was completed in Step 7. However, you should double-check the whole thing to make sure that the extensions are in the correct locations as well as the team and department.
You can check by calling each other’s internal numbers or you can make a note on each IP Phone to identify the exact extensions.
Step 11: Build a professional greeting
The greeting is not the main feature, but it helps your customers and partners know if they have called the correct number or not.
Besides, the greeting is also showing professionalism and enhancing the brand of the business. With a VoIP system, you can change your custom greeting based on your current needs.
Step 12: Enable Extra Features
The final step to setting up your VoIP phone system is setting up additional communication features. These may not be necessary right away, but they help your Business improve workflow and productivity.
Enable additional features
Above is all the information we want to share. Good luck!