How To Set Up A Small Business Phone System

If you’re considering Voice over Internet Protocol (VoIP) phone service for your business, you’re not alone. More business owners are using VoIP because of its higher call quality, reliability, abundant features, and affordable pricing.

Once you’ve made the decision to switch, the next step is getting your system set up. In most cases, you can do this by yourself — no tech experience required. Here’s how to set up your small business VoIP phone system like the pros.

8 Steps To Set Up Your VoIP Business Phone System

With VoIP, you can sign up for service, connect your devices, and be talking on the phone all on the same day. See how easy it is to set up your VoIP business phone system in just a few simple steps.

Step 1: Test Your Network Connection

VoIP relies on a solid internet connection to provide you with reliable phone service and excellent call quality. If your internet is slow or has issues with connectivity, your phone service won’t be so reliable.

Before signing up for VoIP, make sure your internet connection is up to par. A VoIP call generally requires bandwidth of around 100 kbps. However, this may fluctuate with the use of video calling, multiple extensions in use, and other factors. A stable connection is also required.

You can run a free speed test online to test your connection. If you’ve experienced issues while using your internet (slow connection, outages, etc.), it might be time to talk to your internet provider about upgrading your service.

It’s also important to remember that using an ethernet connection instead of Wi-Fi for your phone service will provide you with a more reliable connection.

Step 2: Find A VoIP Provider

In order to use VoIP phone service, you have to sign up with a provider. Set a budget, know what features you want (more on that later), and do your research to find the right VoIP provider for your business.

Don’t forget to factor in all of the costs of a business phone system, look for service with built-in security features, and read reviews. The best VoIP providers should offer competitive rates, numerous features, and excellent customer support.

If you’re not sure where to start, kick off your search with our list of the best VoIP business phone systems.

Step 3: Select VoIP Features For Your Business

Some smaller businesses are fine with basic features that are typically included with your monthly subscription. This includes things like call forwarding, call blocking, and caller ID.

Other businesses may need more advanced features. Automated phone menus, video conferencing, and unified communications apps and services may be useful to your business. Learn more about some of the most popular VoIP features that are included or can be added on to your service.

Step 4: Choose A Business Phone Number

Once you’ve selected your provider, plan, and features, you’ll be able to choose a business phone number. In most cases, a local number in the area code where your business is located is sufficient.

However, you may want to choose another type of business phone number, such as a toll-free number or vanity number.

Step 5: Shop For Phone Equipment

In order to use your phone service, you’ll need the right equipment. There are several types to choose from, ranging from your standard desk phone to devices for video conferencing.

Think about your budget and the needs of your business before shopping. If you have a single line that is sometimes used to communicate with customers, a basic phone will run you about $50.

If your phone system is more important for your business and will perform several functions, more advanced phones can cost $300+ per unit. Additional equipment such as speakers, cameras for video conferencing, modems and routers for dependable internet, and adapters may be required.

If you’re unsure of what hardware is available and will work best for your business, your VoIP provider can generally point you in the right direction. You can also read more about the key components of phone systems to help you decide which options are right for your business.

Step 6: Set Up & Configure Your Devices

Once you’ve signed up for service and have your equipment, you’re ready to set up your devices. There are a few ways to do this, depending on the equipment you have:

• Analog phones: If you’re using your old analog phone with your VoIP service, simply use an analog terminal adapter (ATA) to connect your device to your router.
• IP phones: IP phones (or VoIP phones) are designed to work directly with VoIP phone service. Simply plug the device into your router to get started. Then, use your provider’s web interface or dashboard to configure your phone system.
• Softphones: Softphones are apps that allow you to use connected devices like smartphones, laptops, and desktop computers to send and receive phone calls. To get started, download your provider’s app, log in with your credentials, and follow the prompts to get set up.

After connecting your phones, you can use your dashboard to assign extensions, turn features on or off, and perform other functions.

If at any time you get stuck, reach out to your provider for assistance.

Step 7: Test Your Phone Service

Once you’re connected, make sure to make test calls. Make sure to test during peak times and perform extended tests of at least 15 minutes.

During these tests, you’ll want to look out for:

• Bad audio quality: Static, echoing, or other issues
• Latency issues: Long delays between when you speak and your voice reaches the other caller
• Connectivity issues: Calls that are dropped or disconnected

If you notice any of these issues, you may need to adjust your settings, check your internet connection, or get in touch with your provider for assistance.

Step 8: Train Employees On Your New Phone System

After your system is up and running, all employees that will be using the system will need to be trained.

Many providers offer guides, tutorials, and other resources to help make learning your new phone system easy. Some may even offer in-person or virtual training, although this typically costs an additional fee.

It’s also a good idea to create your own training materials to simplify the process as new employees are onboarded.

Once you’ve completed these steps, you’re ready to use your new phone system. If you encounter any issues, reach out to your provider to ensure you get the most out of your service. Good luck!