Businesses need reliable communication; VoIP or Voice over Internet Protocol technology can help you achieve that. Business owners looking to switch to VoIP should consider the process involved. This article will explain what’s required during VoIP implementation.

But let’s start with the most important question.

Is VoIP the right move for your business?

Unlike traditional phone systems, VoIP is based in the cloud. You don’t have to spend on hardware or additional devices unless you want to use a VoIP-enabled conventional phone. These savings are the first reason why you should consider moving your business communication to VoIP.

The second reason for VoIP implementation is that it’s the most suited phone system for remote and hybrid work. Since it works over the internet, you can use your phone from anywhere as long as you have an internet connection. Even if you don’t have a remote team right now, keep in mind that you might have it in the future.

Finally, it’s highly scalable. You can easily add members to your business phone system as you grow. There’s no need to buy new devices or wait to get a new number.

Requirements for VoIP implementation

If you’ve decided that VoIP is the right system for your business, here is what you need for flawless VoIP implementation.

Bandwidth and capacity

Among the requirements for VoIP implementation, the most important is the bandwidth in your network. If there’s enough speed, your phone system will work seamlessly. Remember that the required bandwidth and capacity will increase significantly as you add members to your network. This is especially true when there are more people in a single location.

Latency

Latency is defined as the time it takes for data to reach its target. It will depend on the speed, bandwidth and congestion in your network. High latency means dropped calls or low-quality calls, which could mean frustrated customers and bad online reviews. What you want is a latency of fewer than 30 milliseconds, which will help you solve the problem of dropped calls.

Equipment

For effective VoIP implementation in your small business, you need internet-based hardware. The devices you use or plan to buy should be compatible with VoIP. You need to take into account the number of people who might be joining your team and the required speeds before you finalise on equipment.

Integration

Your business needs a unified communications system to ensure that your employee’s interactions are streamlined with those of external partners. Importantly, this would also be beneficial to your remote team members since they would have access to all the features of your VoIP system.

Security risks to consider during the VoIP implementation process

While it’s true that VoIP offers several benefits, especially to small businesses and freelancers, the technology also carries with it certain risks. While carrying out your VoIP implementation, it’s important to pay attention to these VoIP security issues.

Any device or system connected to the internet and has multiple access points would have security vulnerabilities. VoIP is not immune to this. Since employees could operate the system from outside the office, you need to sensitise your team on the need for security measures.

The most common VoIP security risks are phishing, DDoS (Distributed Denial of Service) attacks, call tampering, malware and viruses, VOMIT (Voice over Misconfigured Internet Telephones) and SPIT – or Spam over IP Telephony.

The first step in protecting your business and denying access to hackers is by using strong passwords. You should also train your team members to look out for phishing attempts through voice messages or calls.

How to have a trial run before your VoIP implementation

Now you know the requirements for VoIP implementation. But before you use the new system, it’s good to test your VoIP service. This is another reason why you should only select a VoIP provider that gives you a free trial period.

To begin with, make sure that your VoIP system is functioning properly. Familiarise yourself with all the functionalities if you have installed any new hardware. Next, start making calls from the phone. Look for call quality and any issues with latency.

See if the calls are connected properly and if the person can clearly hear you. While on the call, listen for any jitters or echoes. After that, get someone to call you and check for connectivity, audio quality and call speed.

If you notice any problems, contact your VoIP provider immediately. Give them details of your problems and notice the speed with which they solve your issue. Once you’re convinced that everything’s functioning well and that your team members are familiar with all aspects of the system, you can start using and sharing your new VoIP number.

Chalkboard: Making VoIP implementation simpler

How about a VoIP service that’s effortless to implement and packs a punch when it comes to marketing? Chalkboard doesn’t just give you a second line for work. Through VoIP, it unlocks the power of digital-first communication and marketing for your small business.

You can organise your contacts and use group broadcast SMS and messaging to better engage with your customers. With number sharing, your team can share their numbers and keep your business communication uninterrupted.

Download Chalkboard and try it now – this is how you simplify VoIP implementation.