It is unlikely that you will install a VoIP system yourself but by knowing the following steps you will be aware of what the process is, and ensure you achieve a fully functioning system.
As a simplistic guide for a small business of, for example, 10 users in one office, the following would be necessary:
- A dedicated server in order to split the responsibilities of data and voice. If the data server (used for email, spreadsheets and other applications) fails you will still be able to make calls.
- VoIP software. This enables the system to function and will reside on your server, the same as your other applications.
- Specialist handsets. VoIP systems need special handsets to function.
- Retain some Public Service Telephone Network (PSTN) lines as back up so if at some point your internet access fails. For example, if you have a problem with your computer, you can revert to using your old phone.
- Your system should ensure that conversations are encrypted and secure. Because VoIP is computer based, it is potentially open to people listening in to your conversations. By encrypting your discussions you can make your system safe and secure to use for all business communications and ensure that no-one else can listen in to private or confidential discussions. It is best to check that this is the case with your potential supplier.
- Installation. It should take between one and two days to install a VoIP system and ensure that it works correctly.
- User training – plan for one day. Make sure that every user knows how the new system works, how to make calls and that they understand all of the features of the handsets. This way you will ensure that there is no confusion and that your organisation gains all the benefits.