How businesses can transition to VoIP: A step-by-step guide

VoIP phone system has revolutionized the way businesses communicate with customers and employees. So far, the Internet is accessible to over 95% of the people in the United States—a number is expected to increase to 98% by 2029. So, why not take control of your communication systems and switch to a phone system that operates on the Internet? 

Customers can make and receive a call from your company through the Internet on any device from anywhere in the VoIP phone system—this is where the IP phone network surpasses the old telephone system. 

Traditional landline telephones charge high costs to work while using a public switched telephone network (PSTN) and are limited to a physical location. VoIP is the ultimate solution for going on top of your business and communicating effectively with your clients. In this article, we will guide you through a complete transition process to VoIP. So, let's dive in. 

Benefits Of VoIP Switching

Before you track down the entire process of transitioning your business phone system to VoIP, know its advantages. The old PSTN (Public Switch Telephone Network) landline telephone networks might be turned off sooner or later, while VoIP is here to stay as it belongs to future modern communication technology. Is it better that you know why you need this meaningful switch? So, let's take a look. 

• Cost Saving—More Value in Less: One of the significant perks of having a VoIP phone system is receiving more at a lower cost. It eliminates the need to use a separate phone line and reduces long-distance call charges. 
• HD Call Quality: With stable internet connectivity, the VoIP system generates clear voice calls, enabling effortless communication. 
• Scalability: When your small business grows at a pace, you can easily add phone lines to communicate with your customers without downtime.
• Flexibility: VoIP system has no location limitation. Your workforce can connect with each other and business customers on their mobile devices at any location with the Internet.
• Improved Features: Businesses get access to enhanced features of modern technology, from SMS texting to call recording, voicemail to email transcription, and much more on the list.
• Integration of tools: One significant reason businesses switch to VoIP is its ability to integrate multiple communication tools, including Customer Relationship Management (CRM). 
• Boost customer experience: Through effective communication and getting access to critical customer analytics, you can boost customer experience with your company. 

6 Steps for Your Easy Transition to VoIP

So, you've decided to transition to VoIP for your business's communication needs. The process is straightforward, so with further ado, let's dive into the transition process. 

1 - Plan your switch to VoIP.

First, assess your existing network's capability and limitations for VoIP. Meanwhile, identify your business needs, such as the number of users, expected call volume, and mandatory features. Most importantly, determine your budget for equipment, features, add-ons, and monthly plans for your communication system. 

2 - Test your Internet Connection 

By all means, a fast and stable internet connection is the cornerstone of VoIP functions. Poor and choppy internet connectivity can create a communication gap.  A wired broadband internet connection like fiber and optic is ideal for HD voice calls and other phone communications. However, you can use Wi-Fi to run your VoIP phone system for a wireless connection.  At least 100 Kbps per line bandwidth is needed to handle a call at once, however, for high call volume, 500 Kbps–1 MBps is optimal. If your internet connection is not fast, consider updating it before transitioning to VoIP.

3 - Select a VoIP provider.

Next, choose a reliable VoIP service provider that meets your communication needs. If you select an unreliable VoIP service provider, it can cost your business in the long run. Picture this: you are in a virtual meeting with customers with an unreliable VoIP service provider, and the line is continuously disconnecting. Would it frustrate you? 

To avoid this experience, select a reliable and advanced VoIP service provider like Transparent, which has excellent network uptime. This means our service won't drop and leave you hanging on phone calls.

Transparent VoIP stands out from the competition with its unique features. We use QoS (Quality of service) technology that prioritizes data and optimizes internet speed for consistent HD voice quality. Additionally, we offer extra features,  enhanced security, and exceptional customer support. You can customize the plan for your small business and boost its efficiency.

4 - VoIP equipment

VoIP equipment mainly depends on your current infrastructure. If you want to use your standard phone, you need an ATA (Analog Telephone Adapter) adapter and Ethernet cable to connect the adapter to the router. If you want to replace your old desk phone, you can get IP phones like desktop phones, conference phones, and cordless phones for smooth communication. You can use a softphone (VoIP cloud-based app) on any IP (Internet protocol) enabled devices like smartphones, tablets, laptops, and computers to reduce the cost of hardware. Additionally, you can purchase VoIP-compatible headsets and microphones for clear communication. 

VoIP equipment depends on your business preferences and communication needs. Basically, you need a stable internet connection, an IP (Internet protocol) enabled device, and a VoIP provider offering advanced softphone features. 

5 - Port Your Business Numbers

When transitioning to VoIP, you have the option to take up a new number or port your existing number. Your new phone service provider will help you port your number to VoIP. The porting process may take a few days or weeks. Inform your standard phone system provider about your switching to VoIP. Next, provide essential information to your new VoIP service provider. Meanwhile, maintain your current phone service until the porting is completed. After porting, you can cancel your old phone service.

6 - Set Up the New VoIP Phone System

All right, once you have it all up, from VoIP phones to stable internet connection, the necessary hardware to porting number, you can start a setup process. The setup method varies on your preferences; the basic steps are

• Connect your ATA adapter or VoIP phones to the router through an ethernet cable. 
• Install the VoIP cloud-based app on your computer or mobile.
• Set up your virtual numbers, extensions, voicemail, call routing, and other features offered by your new VoIP service provider. 
• Then, test the call quality after installation. 

You don't have to worry about the setup; we help small businesses install a phone system. Beyond the installation, we consistently maintain the system for crystal-clear and effective communication.

Upgrade your phone system for real-time communication.

Employees expect flexibility from businesses, and Transparent VoIP offers it to improve their productivity. We help companies quickly scale up or down the number of users to meet existing needs. Well, you know the comforting things we do for small businesses to help them scale. 

We execute all the transition processes, from checking internet speed to auditing your infrastructure compatibility. We install, maintain, and even provide training to help you use the phone system like an expert. So do not stay behind in this competitive business market—meet your customer's expectations with a practical and advanced phone system.