Set Up VoIP for Your Home or Office

Over the last few years, the internet has gotten faster and VoIP has gotten more robust. Over a billion users have chosen to set up VoIP systems to handle their communication needs.

Not only is it a cheaper solution for businesses of all sizes, but it’s also more feature rich. Now, businesses are able to set up VoIP phone systems for video conferencing, team chat, receiving calls, and more.

This article focuses on how to set up VoIP in your office or home. It includes the important considerations before you set up a VoIP system such as feature selection, configuration, and more.

Considerations before you set up VoIP

There are a few VoIP setup requirements that’ll affect other aspects of the system you choose and the experience you have. These requirements should be addressed first to make the rest of the setup processes easier. If you’re wondering how to set up VoIP servers at home then these steps will also be useful to you.

How many users will be on the system?

An important VoIP setup requirement is determining how many users you’ll have now and in the near future. It matters because it’ll help you choose the right VoIP provider. It’ll also give you an idea of the budget you need to allocate, and understand if your internet connection is fast enough to handle your expected call volume.

If you have a small number of expected users then you may be able to save money by using extensions instead of dedicated lines. At the same time, if you have a large number of users then you may qualify for volume discounts. You may find it useful to create a VoIP setup diagram at this point so you can map out how you’ll allocate lines or extensions to different users or entire departments.

Is your internet fast enough?

Whether you want to build your own VoIP system using components on the market or sign up for a trusted vendor like Vonage, internet speed is important. When you know how many people will use your system, you can test your current internet speeds and make sure it can handle the expected load.

Why does it matter? There’s a considerable time and money investment when you want to set up VoIP phones. The more people on the system, the heavier the internet load. You don’t want to set up VoIP in your office only to find out your internet is too slow to process incoming calls properly.

Use a tool like VoIP test to see how fast your internet is. After you perform the test, you can make an informed decision about whether or not your internet speed is up to par. As a rule of thumb, 1Mb/s can handle a maximum of 10 lines but no more than 2-3 is recommended.

What features are important?

If you only need to make voice calls then almost any VoIP solution will do. The best VoIP providers on the market, such as RingCentral, are also unified communication platforms. You can now set up a VoIP system that enables you to have live chat, video conferencing, marketing automation, and more. The features are impressive but you may or may not need all of them.

Create a simple list of general VoIP features you need as well as the ones particular to your business. Shortlist VoIP providers that have the general features you need. From there, take a closer look at each one to see if they have the advanced specific to your business. This will make the selection process much easier and faster.

When you’ve narrowed your list down to two or three VoIP vendors you like and that have all your features, do your due diligence. It’s never fun to find you you’ve chosen the wrong vendor after the fact. Look online for reviews, talk to the sales reps, and even request a demo. Together, these steps should give you a clear understanding of the company and their approach to doing business. When you’re ready, choose a vendor.

Get your VoIP equipment

At this point, you’ve finished the preliminary stages of selecting and setting up a VoIP system by mapping out your users, necessary features, and internet speeds. This makes the next few steps easier because you’ll avoid many of the roadblocks associated with getting a new VoIP system like buying one that can’t grow with you or using an internet connection that’s too slow.

Because VoIP is a phone system, there are minimal hardware requirements. Many VoIP providers such as 8×8 allow you to bring your own compatible devices when you sign up for service which can cut down on costs considerably.

If you don’t have your own devices, then you can buy from your vendor or a third-party provider. Whichever option you choose, it’s important to get the one that meets your needs. When you’re only using VoIP for PC to PC communication then all you need are high quality microphones and a headset. It’s also possible to install a softphone app to make and receive calls from your mobile device.

To unlock the full functionality of your new VoIP service, a desktop phone is ideal. There are two routes you can go.

• Get an ATA (analog telephone adaptor) so your traditional phone works with VoIP
• Purchase a special phone for VoIP called an IP phone

The first option is cheaper but comes with its own limitations. An ATA is most often chosen by people who’d like to use VoIP for their home phone. IP phones are considerably more expensive but have added functionality. They’re most often used by business VoIP customers.

This is one of the reasons why the VoIP provider you choose is important. Many of them will rent you IP phones or give you discounts when you register. Some of them even give you free phones when you sign up for longer subscription terms. This will help you cut down on the initial investment required to set up VoIP.

Set up VoIP software

Unless you have complicated and custom needs or want to build your own VoIP system, the process to set up VoIP software for your home or business is straightforward. As long as your devices meet the minimum system requirements stipulated by your VoIP provider, you shouldn’t run into any challenges.

Download the software to your PC, smartphone, PDA, etc. and follow the prompts. You’ll usually be asked to register for an account or log in to an existing account. Once you’ve logged in successfully, choose a number, add your contacts, and do a few test calls to make sure everything is running smoothly.

For your IP or analog phone with an ATA, plug your device into your internet router. Some phones also have Wi-Fi connectivity but this isn’t recommended because it can fluctuate at times. After it’s plugged, you may need to do a few more configuration steps on your computer and assign the phone a number. Most VoIP providers have articles and video tutorials that walk you through these steps. If not, call them directly to set up VoIP in your office or home.

Conclusion

When you want to set up VoIP systems to take advantage of the cost savings and versatility, it’s important to do the preliminary work. If you jump in and choose a vendor that catches your eye, you may run into issues with your internet speed or when your communication needs grow.

Whether you’re wondering how to setup VoIP servers at home or in your office, consider the following before you get started:

• How many users will be using your VoIP system (use a VoIP setup diagram to illustrate your needs)?
• What is your current internet speed and is it fast enough?
• What features are important to you?

When you’ve answered those questions, you can choose a vendor that meets your needs and set up a VoIP system with confidence. It comes with a lot of advantages and most of the problems stem from a poor set up.

You now have the information you need to set up VoIP wherever you need it. If you want more help choosing the right vendor, be sure to look at our in-depth reviews to compare and contrast what’s available on the market.