How do I set up a VoIP phone system for my business?

In today’s digital age, businesses of all sizes increasingly turn to VoIP (Voice over Internet Protocol) phone systems as a cost-effective and efficient way to manage their communication needs. 

You may wonder where to start if you are considering switching from traditional phone lines to a VoIP phone system for your small business. 

Whether you are starting from scratch or looking to upgrade your existing office phone equipment, here at Kingstar Services, we make it our mission to help you easily switch to VoIP and keep your business communication running smoothly.

In this article, we’ll guide you through the easy steps to set up a VoIP phone system, from selecting a VoIP provider to getting your new business phone number, connecting your VoIP hardware, and testing your new VoIP system.

Let’s help you set up a VoIP system! 

Step 1: Assess the needs of your business. 

When you set up a new business phone system, assess your business before making any decisions. If you’re currently using a traditional phone system, upgrading to a new VoIP phone system has several benefits.

To begin with, determine the number of employees using the phone system and the number of phone lines you will need. This will help you choose the right provider and equipment for your business.

Next, consider the types of calls your team will be making. Will they need to make long-distance or international calls? Some VoIP providers offer unlimited calling plans. We are proud to be a rare provider of free calls to mobiles through Kingstar Voice. Ultimately, look for a provider who can save you money in the long term. 

Lastly, think about the features you will require. VoIP phone systems offer a range of advanced features, such as call recording, conference calling, and call forwarding, which can help streamline your communication and improve productivity. 

A good VoIP service provider will be able to talk you through the features VoIP offers so you can decide what would be best for your business VoIP phone service. 

How to set up a business VoIP phone system.
Photo by charlesdeluvio on Unsplash

Step 2: Choose a VoIP Provider that suits your needs 

After assessing your business needs, choose a VoIP service provider. Your VoIP provider will set up VoIP and get your system running. And they will take the hassle away from you doing it yourself! 

Do you have to use a VoIP provider? No, but we encourage you to read this article before you go that route. 

When choosing a provider to set up your business VoIP solution, look for one that offers: 

  • Reliable service: Look for a provider with a strong reputation for reliability and uptime.
  • Competitive pricing: Compare pricing plans to ensure a good deal for your desired features.
  • Excellent customer support: Choose a provider with good customer support, ideally with 24/7 availability.
  • Advanced features: Consider the additional features and services each provider offers, such as call recording, voicemail transcription, and virtual receptionist services.
  • Scalability: Choose a provider that can easily scale with your business as it grows or changes over time.

By evaluating your options and choosing a reliable provider, you can set up a VoIP office phone system that helps your business communicate more efficiently and effectively.

Step 3: Evaluate and source what equipment you need

Once you’ve selected a VoIP provider, the next step is to choose the right equipment for your new phone system. There are several options available, depending on your business needs.

  • Use your existing hardware, such as your computer or smartphone, to make and receive VoIP calls.
  • Purchase dedicated VoIP phones, such as desk phones or IP phones, which offer better call quality and advanced features such as conference calling, call recording, and call transfer.
  • Choose a cloud-hosted VoIP phone system. This system is hosted in the cloud, so you don’t need to purchase any physical equipment.
  • Use your existing phone with your new VoIP system. You may need a VoIP adapter that connects to your phone and allows you to use the VoIP service. Unfortunately, some phone systems will not work with VoIP. A good provider will assess your existing equipment and provide an honest answer and reason. For example, Kingstar Voice will always give you the option to use existing hardware where possible. 
  • Use a softphone or mobile app (such as Mobex) to make and receive calls using your smartphone, tablet, or computer.

Whichever equipment best suits your needs, ensuring that your internet connection is strong enough to handle the VoIP phone system is important. 

Step 4: Set up your VoIP phone system

Once you have chosen a VoIP provider and equipment, you can start setting up your VoIP office phone system. 

Follow these steps:

  1. Sign up for a VoIP account with your chosen provider.
  2. Choose your phone number(s) or keep an existing number
  3. Set up your account settings, such as voicemail, call forwarding, and caller ID.
  4. Connect your VoIP equipment to your internet connection.
  5. Configure your equipment to work with your VoIP service.
  6. Test your system to make sure everything is working correctly.

Your chosen VoIP provider can help guide you through the setup process and provide support as needed. 

How to use a VoIP phone system
Photo by Luis Villasmil on Unsplash

Step 5: Train your employees on how to use VoIP

The final yet still very important step is to make training part of the process of getting your VoIP technology up and running. 

Once you have set up your VoIP office phone system, you must train your employees to get started with VoIP. Your VoIP provider may offer resources such as tutorials or setup guides to help your team. 

A good VoIP provider will offer one-to-one training and ongoing, accessible support, with allowances for any required learning curves. 

At a minimum, you should provide them with a user guide or manual explaining how to make and answer calls, transfer calls, and use advanced features, such as conference calling and call recording.

Whether they are working from a business or home office, you want everyone using your VoIP telephone system effectively to benefit from your business VoIP service. 

Want help from a reliable and reputable VoIP service provider? Contact Kingstar Services to set up the best VoIP phone system for your business.

Article authored by Laura Bean Creative Little World


Philip Gilkes

My aim and mission are to provide a personal level of service that keeps your tech running correctly and helps your business thrive.

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