More and more businesses are convinced of the added value and extensive functionalities of VoIP telephony and want to transition to this telecommunication technology. However, implementing such a phone system in your business can often seem like a daunting task. Below, we provide an overview to help you get started.

The Type of Phone System

Before transitioning your business telephony, it’s worth listing your needs and deciding whether to opt for a physical phone system in your business or a virtual phone system in the cloud. This choice can significantly impact the time and money investment and will depend on the expertise you have regarding VoIP telephony.

Physical Phone System in Your Business

With a physical phone system, you are (usually) responsible for the installation and connection and must consider several factors.

Step 1: Number of Phones

Start by listing how many phones you need. How many users do you want to connect to the phone network? Through which devices will these users connect? This will be important when you start using the VoIP system. Not only do you need to choose which devices to purchase for your employees, but you also need to keep track of which device is placed at which desk or assigned to which employee.

Step 2: Installing the Server for the Phone System

The server running your phone software and providing the connection between your internal phone network and the internet or your provider is the heart of your phone system. Connect it to your router based on the overview from the previous step, and ensure internal connections within the business. Choose the software for your communication, install it on your server, and configure it to your needs. Also, set up a SIP trunk to connect with contacts who don’t use VoIP or connect to a SIP provider.

Step 3: Configure the Devices

Using the overview of devices, their placement, and your choices regarding call groups, assigned numbers, and available lines, configure the devices and connect them to your phone system. Ensure the correct number is assigned to the corresponding user and, if applicable, to the correct call group. If you allow connections via mobile, tablet, or laptop, install the necessary clients on these devices and ensure they are recognized by the server.

Step 4: Keep Monitoring

If all previous steps are successful, you can start using your new phone system. However, remember that your business is not static, and your needs may change over time. Ensure you can add extra devices, make changes to the setup, and regularly update your software and clients. Allocate sufficient budget to avoid surprises.

Hosted Phone System in the Cloud

If installing a physical phone system seems too complex, a VoIP phone system might be the ideal solution for you.

Step 1: Your Needs

There’s no one-size-fits-all phone system for every business, so choosing your telephony is a tailored process. Fortunately, a cloud-based phone system is the most scalable and flexible solution. Clearly define how many devices you need, which connected devices users will use, and which options you want for your business.

Step 2: Installing the Phone System

With a hosted phone system, you don’t have to deal with a physical server or software installation. Your provider handles this and delivers a complete package based on the needs outlined in Step 1.

Step 3: Configuration

With a hosted system, you don’t need to worry about configuring devices or the server. Your provider ensures you receive pre-configured devices that are automatically integrated into your online phone system upon connection. For mobile, tablet, or laptop connections, you’ll receive the appropriate app to get started immediately after installation.

Step 4: Maintain Oversight

Your provider ensures optimal accessibility at all times. You don’t need to worry about software updates, as they are installed online automatically. Maintenance of a physical system is unnecessary because it doesn’t exist. If you want to manage your phone system settings, you can easily do so via the web portal or the accompanying app.

The Best Solution for Business Telephony

You’ll quickly see that a hosted phone system in the cloud is often the best solution for many entrepreneurs. At Belfabriek, we go the extra mile to provide you with a true plug-and-play experience:

For a Fixed Monthly Price, You Get:

  • A pre-configured phone system delivered for you and your employees
  • A handy link and QR code for installing the app on both Apple and Android devices
  • An intuitive and user-friendly web portal for managing your system
  • Numerous standard included services and features
  • The most modern, flexible, and accessible phone system, managed for you by Belfabriek