Making Your Own VoIP Phone System – Steps to Follow

If you’re a business looking to use VoIP, your office will need a dedicated server, software, and phone numbers. It also helps to have a fast, reliable internet connection with minimal jitter.

VoIP desk phones look similar to traditional landlines but are internet-enabled and connect to your network via Wi-Fi or Ethernet. You may also need to make a few tweaks to your router.

Determine Your Needs

When you create a VoIP phones (guide by Ooma), the first step starts with evaluating your needs. Do you have outdated landlines or employees relying on their devices away from the office? If so, a VoIP solution offers agility and flexibility.

Evaluate your current communication needs alongside your business’s future goals. Choose a provider that offers third-party integrations, unified communications and collaboration, mobile apps, customer relationship management (CRM) software, and productivity tools.

Next, decide on your hardware needs. Most VoIP systems require a PBX server that can run on a networked computer, though other options exist. Once your equipment is installed, the setup process is largely automated, and most hardware manufacturers provide instructions on configuring it for your specific needs. After that, you’ll need to connect your actual phones.

Install Your Hardware

If your business already has a set of phone handsets and other communication media devices, you can use them for VoIP calls with the help of an adapter device. This adaptor plugs into your router and allows you to connect your phones to it over ethernet cables.

Your internet connection is crucial for VoIP systems since it breaks voice data into smaller packets that can be transmitted to your network. Hence, it’s important to test and determine how good or bad your current connection is before you move forward with a VoIP setup.

Next, consider your company’s mobility needs and how your workforce works on the go, like when they are away from their desks or working on client sites. This will help you decide what unified communications solution you need for your business.

Connect Your Phones

A VoIP system works primarily through the internet, digitizing your voice into data packets sent across the cloud. It also uses less bandwidth than streaming applications, allowing you to make and receive calls without worrying about data overage fees.

You can connect your business’ existing phones to a VoIP adapter or replace them with IP phones. If you choose to purchase VoIP phones, look for models that support Power over Ethernet (PoE), which means they can be powered and connected to your router with a single ethernet cable.

Some VoIP providers offer seamless integrations with popular collaboration and productivity tools. These can help your team work more efficiently and provide a more cohesive experience for everyone in the office. However, these features are typically locked in higher-tier plans.

Install Your Software

If you’ve chosen VoIP-compatible phones, hooking them to the system should be as simple as connecting other hardware devices. Most VoIP providers offer plug-and-play models that work with their software directly. Some models even operate when connected to your router (though that will require an adapter).

Regardless of your hardware choice, you’ll need a wired internet connection with a decent bandwidth. This helps keep call quality stable and avoid data consumption issues common with wireless connections.

You’ll also want a reliable VoIP service provider to handle your calls and software needs. Look for an option with third-party integrations, including popular customer relationship management (CRM) and productivity apps. Integrated tools can increase team collaboration, promote productivity, and decrease costs.

Configure Your Phones

VoIP systems require a network connection and a router. Your internet service provider must have high-speed internet to deliver quality calls.

The hardware you need depends on your setup, but most VoIP phone system setups resemble traditional landlines, except that ethernet cables replace telephone cords. Some companies choose to install VoIP adaptors and use their current landline phones. Still, it is possible to go without an adaptor if you buy VoIP-compatible softphones that connect to the network over ethernet.

Before switching to your new VoIP phone system, you must train your team members to use its features. This might seem unnecessary, but it will ensure they are comfortable with the new technology and get the most out of its features.