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Voice over Internet Protocol (VoIP) is a phone that works through the Internet to provide a flexible and multi-functional technology system. A VoIP system can help an organization increase productivity and lower costs. Since there are several advantages to having a VoIP system, many companies are switching to an Internet-based phone. In fact, the market for VoIP systems is expected to increase to approximately $204.8 billion by 2020. Effectively setting up a VoIP phone system includes more than just buying the hardware. There are several necessary steps to take to prepare for a successful VoIP installation.
Check Your Network
The first step is to make sure the current network is set up to adequately and safely support a VoIP phone system. A strong internet connection and enough bandwidth are necessary to handle phone calls through the internet. There are several other specific areas that will also need to be assessed.

  • What type of cables is there? – It’s important to check what types of cables the new system will be connected to. Are they cat5, cat5e, or cat6? Cat5 cabling is an older type and generally considered to be slower. Cat5e is category 5 enhanced cabling and is considered faster and can help eliminate crosstalk or interference between the wires. Cat6 is considered even faster than the previous types of cable.
  • Are the cables safe? – Whatever cables are used will need to be checked to make sure they’re all in good working condition. Are the cables exposed or are they rotting? Are there wires exposed that can cause problems with the phone system? A few problems that could occur if the cables aren’t safe could include excessive static and talk-over in the voice line.
  • How are the switches set up? – Are they gigabit switches? Are there sets that are dedicated just for internet and sets that are specifically set up for the VoIP system? It’s important that the switches are separated. It’s also necessary that the network is gigabit ready before installing the system.

Check Your Wall Jack
Once the network has been checked and all cables are in working order, the next step is to make sure the wall jack will be compatible with the VoIP system. Are all the cables installed correctly? Are they connected properly and working effectively? The cables need to be connected correctly to the walls in order to work with the phone system. The cable must also be properly attached to the switch area. It’s necessary to check if the cables are hanging loosely over light fixtures or other items. This is likely going to be the most difficult step of the process.
Check the Validity of Your Phone System
This next step is where diagnostic testing occurs. IT expert Keith Marchiano describes how plugging a device into the router or loading software onto the network will make it possible to conduct a reliability test. Testing would be done to ensure there won’t be static or dropped calls. The phone provider or an IT service can assist a company with these assessments to make sure the VoIP system that has been selected will work properly. This is also the time to determine if bandwidth upgrades are needed. Depending on the type of VoIP phone chosen and what services the organization is looking for, there may also be a need to integrate fax lines and conference phones.
Choose the Best IT Support
When installing a VoIP system an organization should look for managed IT services to help make the transition to a new phone system as seamless as possible. It’s crucial to find an IT team with the right expertise and experience to provide high-quality service. Kyocera Intelligence can provide a company with several expert services including systems integration, IT security, disaster recovery, and network assessments. They can also assist with the installation and monitoring of a VoIP phone system. They have highly trained technicians with extensive IT experience.
It’s important to understand that VoIP phones are simple pieces of hardware that don’t often break or have problems within the phone itself. When there are problems with the phone, the network is where most issues will occur. This means it’s necessary to check the network and the cables before installing a new system. It’s also important to have an experienced IT team to assist in the implementation and management of a VoIP phone system. Whether it’s for a large organization or a small business, properly installing a VoIP system can help a company operate more efficiently. Industry expert Jon Arnold states, ” Both software and the cloud have provided new options that help level the playing field for SMBs.” No matter what the size a company may be or the industry they’re in, following each of these steps should ensure that the installation process is a successful one.