It is a rewarding and exciting process to switch to Voice over Internet Protocol (VoIP) for your business. However, it is an important project that you should not overlook. Your company’s telephone system must always be operational. It doesn’t matter which phone system you use, whether a PBX, landline or another VoIP phone system; having a plan helps. In just a few simple steps, you can harness the power and potential of a virtual telephone system.
Transferring existing phone numbers
Nearly every company’s phone number is its identity. You will likely see your phone number in marketing materials. Your customers might also know your number. Therefore, you must transfer existing phone numbers to the new system. Both “porting” and “port-in” are terms used to describe the process of moving phone numbers. Any phone number, including wireless, analog, and virtual, can be transferred. You always have the option of choosing new numbers if you wish.
Add and manage users.
Your business phone number may have a different number of users than your subscribers or employees. Some employees may not need a telephone. You might not want certain staff members to have a direct dial number (DID). You can add them to your phone system for making and receiving calls. So you are ready to go from the first day, plan out call extensions, permissions, users, and other call flows.
The most exciting part about any VoIP solution is setting the devices up for your new phone system. Then, it is possible to speed up your VoIP setup. You can use a softphone from your smartphone or computer to make business calls. Plugin your desk phone. They will be connected to your VoIP provider through the magic of an IP telephone phone. You can then associate the physical phone and the user through your admin portal. The AC adapter is not required if you have a Power over Ethernet switch (PoE). Your Ethernet cable is all that’s needed to power your phone.
Callers are greeted by an auto operator who offers a limited number of options. Businesses need to consider the customer experience when setting up their call flow. First, write a greeting to welcome callers. Next, name the destination and indicate the number you wish them to press. Press 1 to sell, for example. When you first get started, keep it simple and direct. VoIP allows you to make changes without technical assistance.
Voicemail is essential to any business telephone system. Customers and colleagues can hear your voice to know if they reach the correct number. Let’s suppose you prefer to send a text message. A voicemail greeting will guide people.
Double-check your VoIP connection before you start setting up VoIP. Verify that Voice over IP connections works appropriately. You can quickly test your new phone system by calling your number from your mobile. Then, make a test call for approximately 20 minutes and listen to any audio issues.
Disable SIP ALG in your router as a best practice. You can also configure Quality of Service (QoS) for VoIP. This will ensure superior call quality and performance. You should adjust your firewall if you experience voice communication issues.
You can use ring groups, also known as dial groups, and call direct internal numbers. These groups can forward calls to a particular group from a phone extension. This functionality is different between VoIP service providers. Also, verify that the outbound caller ID has been set up as you wish. For example, the default caller ID for a user might be the number of the location. Telecom providers may take several weeks to update their caller identification databases.
Extra VoIP features
Setup the additional communication features is the final step in setting up your VoIP phone system. These features are not required for the first day but will allow your company to improve its workflow and productivity.
- Call forwarding: Automatic call forwarding can be set up to send calls to your mobile phone or a colleague when you are unavailable.
- Faxing online: Send and receive faxes via your VoIP network, like email.
- Call recording: The recorded calls can be listened to from any location via the internet. This allows you to train your customer service or sales teams.
- Text messaging: To communicate with customers over the telephone, you can use the same application to send SMS messages.
- Call screening: Stop being sucked in by spam calls (robocalls). This feature allows you to block unwanted voice calls so that customers can reach you.
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