How To Set Up a VoIP System In 7 Simple Steps
By Silvana Lucido-Balestrieri
| 28. June 2024 |
Phone system, VoiP
By S. Lucido-BalestrieriSilvana Lucido-Balestrieri
| 28 Jun 2024 |
Phone system, VoiP
    By S. Lucido-BalestrieriSilvana Lucido-Balestrieri
    | 28 Jun 2024
    Phone system, VoiP

    Setting Up Your VoIP System: 7 Simple Steps For Guaranteed Success

    Switching to VoIP reduces your average telephone costs by up to 50% per month. However, you must correctly set up the VoIP system to benefit from these impressive savings.

    A proper VoIP setup ensures reliable, high-quality voice and video calls, so planning and installing it carefully can prevent issues such as poor sound quality and connectivity.

    Key Takeaways:

    • VoIP phone systems offer several benefits such as cost savings, scalability, and cross-platform communication, making it ideal for remote and hybrid work.
    • Before setting up a VoIP phone system, ensure that you meet the essential requirements such as having enough bandwidth and a low-latency network.
    • Follow some essential steps to make your transition to VoIP as seamless as possible. For example, assess your business needs, choose a reliable provider, and check network stability.

    Why Setting Up a VoIP System?

    VoIP technology enables voice calls using an internet connection instead of traditional telephone networks. It allows you to make calls from different devices like computers, smartphones, or dedicated VoIP phones. 

    A VoIP system offers several benefits:

    • Save money: VoIP is often more affordable than traditional phone systems, especially for long-distance or international calls. In fact, it can cut costs by up to 50% per month.
    • Scale your business: VoIP systems are highly adaptable, as you can usually add or remove phone lines as you need to.

    Work from anywhere: Users can make and receive calls with an internet connection, using softphones on computers or mobile apps on smartphones. This is ideal for remote and hybrid teams.

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    Essential Requirements for VoIP Setup

    Before implementing the VoIP system, confirm you meet these conditions:

    #1 Ensure Enough Bandwidth

    The needed bandwidth depends on the number of calls happening at once and your internet quality. Without enough bandwidth, you’ll encounter issues like dropped calls or low-quality sound. Improving your internet connection can troubleshoot these issues.

    For example, CloudTalk uses up to 100 kbps per call. It’s recommended that each person have at least 1 Mbps download and upload speed, ideally 5 Mbps.

    #2 Opt for a Low-Latency Network

    Latency means that the sound traveling to the listener is delayed. Therefore, they hear you later than you speak. A low-latency network minimizes this delay, ensuring smooth conversations. 

    Note: The latency should be 150 milliseconds or less to avoid awkward pauses and interruptions.

    #3 Prioritize VoIP Traffic Over Other Data

    VoIP ensures your system provides enough internet resources for smooth calls, even when other apps use bandwidth. By configuring Quality of Service (QoS) settings you prioritize packets for audio or video calls, ensuring smooth and uninterrupted calls even during peak network traffic.

    #4 Apply Security Measures

    VoIP communication faces security risks such as phishing and malware. To protect your data, you can choose a reliable VoIP provider that puts security first and implements measures such as data encryption.

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    7 Steps to Set Up a VoIP System

    Setting up a VoIP system is usually straightforward due to its user-friendly interfaces and simplified installation processes. However, we prepared a 7-step guide to make the transition even smoother:

    #1 Assess Your Business Needs 

    Every business is unique, with its specific requisites. And your VoIP system must meet them, not the other way around. So before choosing which one you want to implement, consider these aspects:

    • Number of users: Define how many employees need access.
    • Work model: If your team has remote, hybrid, or multi-location members, you should aim for a cloud-based solution.
    • Call Volume: Estimate the number of concurrent calls to understand the bandwidth and capacity needed.
    • Scalability: It’s important that the VoIP system can meet your company’s current and future needs. Opting for a scalable VoIP solution enables seamless integration of new features as your business grows, reducing the need for costly upgrades. 

    #2 Choose Your VoIP Service Provider 

    Once you know what your needs are, it’s time to select a best-suited VoIP software. Consider these aspects to make a smart decision:

    • Reliability: Look for providers with a strong track record of uptime and high customer satisfaction. You can check review portals, such as G2 or Capterra.
    • Features: Evaluate the range of features offered, such as Power Dialer, Call Flow Designer, strong Analytics, or a Real-Time Dashboard
    • Compatibility: Ensure the provider’s services are compatible with your existing infrastructure, like CRM systems or devices.
    • Customer Support:  Prioritize 24/7 customer support to guarantee the provider is there for you non-stop. They can troubleshoot tech issues, answer questions, or help with setup anytime. 
    What did PlanRadar achieve by switching to CloudTalk’s VoIP system?
    • Global reach with +160 international numbers
    • 70% increase in call handling efficiency
    • Superior call quality

    #3 Check Network and Internet Connection

    Before setting up a VoIP system, it’s crucial to ensure your internet connection is fast and stable to make clear, high-quality calls. 

    Follow these best practices to review how your network and internet connection works:

    • Run quick tests to examine its quality.
    • Monitor your packet loss using SolarWinds VoIP and Network Quality Manager tools. Ensure your packet loss is below 1% to maintain good call quality.
    • Maintain jitter levels of 30 ms or less to ensure consistent audio quality.

    #4 Select the Right VoIP Hardware

    VoIP systems help save money on hardware, but investing in good equipment for clear communication and a positive customer experience is important. Here are some cost-efficient tips:

    • Choose the right VoIP phone: For heavy or all-day phone use, opt for high-quality or multi-line phones, ensure compatibility with your VoIP service, and consider pre-configured options for easier setup.
    • Optimize your laptop for VoIP: A minimum of 4 GB RAM is recommended, but 8 GB or more is ideal for smooth performance. In addition, ensure the operating system is compatible with the VoIP software you plan to use. Most VoIP software supports Windows, macOS, and Linux
    • Invest in high-quality headphones: Active noise cancellation (ANC) headphones can enhance audio quality and reduce background noise during VoIP calls. Noise-canceling headphones range from $80 to $500
    • Buy a VoIP adapter: If you want to use your old desk phones, you can do so with an Analog Telephone Adapter (ATA), so you won’t need to buy new phones.

    #5 Get a VoIP phone number

    Once you’ve chosen a provider, it’s time to get a VoIP number. A VoIP phone number is a real telephone number assigned to a specific user, not a particular phone line as traditional phone numbers.

    But how to get one?

    Usually, a Customer Success Manager (CSM) will assist you in getting your VoIP number.

    You can choose from different VoIP phone number types:

    • International numbers: If your company operates in several countries, you can have a phone number for each of them. Having local numbers reduces the likelihood of your customers or leads rejecting your calls.
    • Toll-free numbers: This type of virtual phone number enables your customers to call you for free or split the price between them and you.
    • Local phone numbers: They have a digit structure linked to a specific geographical area, allowing you to zoom in even further and target major regions or cities, such as London and Madrid. For example, the Madrid number would be +34 (91) 123 4567, while for London, it would be +44 (020) 123-4567.

    #6 Install Your VoIP Phone System

    The process of setting up a VoIP system depends on the provider and VoIP type chosen. There are three main you need to know:

    • On-premises PBX: These are located at the business premises and require investment in equipment and technical expertise.
    • Device-based VoIP: This type of VoIP is installed on devices like computers and smartphones, making it ideal for small businesses or remote workers.
    • Cloud-based PBX: These are hosted in the cloud, so you just need to install software on your device. They are more affordable than device-based VoIP because they don’t need additional hardware and have lower maintenance costs, reducing the need for in-house IT staff.

    Since a cloud-based VoIP system doesn’t require hardware, setup is also easier. Users can manage everything through a simple online interface.

    Setting up your VoIP system with CloudTalk is incredibly straightforward. You just have to follow these steps:

    • Create an account with Cloudtalk.
    • Download the application onto your laptop or smartphone.
    • Activate the 14-day free trial.
    • Configure call management to your preferences (e.g., Call Forwarding).
    • Set up numbers for inbound and outbound calling.
    • Select your VoIP number.

    #7 Teach Your Team to Work With VoIP 

    If your employees know how to use the VoIP phone system, they’ll maximize its advantages and be more productive. 

    Follow these tips to learn how to train them properly:

    • Schedule interactive sessions: Arrange training sessions where staff can engage with the new system while receiving guidance. 
    • Focus on key features: Customize the training to cover essential functions that your team will use daily, such as voicemail settings or call transfer.
    • Emphasize best security practices: Explain why security is essential and teach best practices such as creating strong passwords. Also, guide your agents on common issues and how to troubleshoot them.
    • Offer ongoing support: Encourage your team to give feedback on their experiences and use this information to improve and update your training materials continually.
    • Implement departmental training: Tailor training sessions to meet the specific needs of each team, ensuring employees receive guidance relevant to their roles and responsibilities.

    The Effortless Way to Set Up a VoIP System

    In conclusion, setting up a VoIP system offers many benefits, including cost savings, scalability, and flexibility for remote work.

    By ensuring that your new VoIP meets essential requirements and following the steps we mentioned, you and your team can make a seamless transition and maximize efficiency.

    Setting up VoIP with CloudTalk is very simple. Get started today and experience the ease and efficiency for yourself.


    How much does the VoIP system cost?

    The cost of a VoIP system varies depending on the provider, features, and number of users. On average, a VoIP phone system costs between $10 and $35 per user monthly. Generally, VoIP systems are cost-effective compared to traditional phone systems, especially considering the added features and flexibility.

    How do you port an existing number to VoIP?

    First, to port an existing number to a VoIP service, ensure your current number is eligible for porting. Contact your new VoIP provider and provide them with your current phone number and account details. They will handle the porting process with your current carrier, which can take several days to weeks.

    How do I convert my phone line to VoIP?

    To convert your existing phone line to VoIP, follow these steps:

    1. Choose a VoIP service provider and sign up for a plan that fits your needs.
    2. Set up the necessary VoIP hardware or software as your provider instructs.
    3. Port your existing phone number to your new VoIP service or obtain a new VoIP number.
    4. Configure your network settings to prioritize VoIP traffic to ensure the quality and reliability of calls.