Switching To VoIP Looks Hard? Not With These 9 Steps
Fancy Wang
Helping Global Enterprises Optimize Network Performance | Ethernet Card & Switch Solutions
Fancy Wang 0207 2020
The following is partly from YANIV MASJEDI &Jeff Hecht
You know that settling for the same old strategies, software, and approach isn’t going to help your business succeed. Luckily, new digital tools that can improve your business’ workflow are popping up left and right.
VoIP phone service is no different.
Hosted VoIP gives you advanced PBX (Private Branch Exchange) features without setup costs. It also helps you integrate voice with other channels.
So, how do you switch to VoIP?
To switch from a traditional phone line to VoIP, you’ll need to get in touch with a VoIP provider. To make the switch, you’ll just need an internet connection good enough to support it (think broadband connections).
If you’re looking for a more comprehensive walkthrough, this step-by-step guide will give you everything you need to know.
How to switch to VoIP in 9 steps
Plan The Switch to VoIP
Test if Your Internet Connection is Good Enough for VoIP
Prepare Your Network Infrastructure
Find the Right VoIP Provider
Take Advantage of Advanced Business Phone Features
Choose Your VoIP Hardware
Train Your Staff
Install a VoIP Phone System
Save up to 90% on International Calls
1) Plan The Switch to VoIP
Switching your traditional phone system to Voice over IP used to be a massive project.
Previously, you had two dozen other steps to set up a private branch exchange at the office. The technical requirements and hardware costs alone were insurmountable for small or medium-sized businesses.
With a cloud PBX solution, this is no longer the case. But it’s still a significant switch in technology. Don’t jump into switching to a VoIP without the right infrastructure or training in place. It all begins with a plan.
2) Test if Your Internet Connection is Good Enough for VoIP
With VoIP technology, voice data goes over the internet to telephone networks. A fast and stable internet connection is the foundation of a healthy VoIP system.
We recommend a wired broadband connection with at least 100 kbps (or 0.1 Mbps) per line. For 20 lines, you should have at least 2 Mbps. Both download and upload speed need to meet this requirement. A fiber-optic connection is best, but business-class cable or DSL internet connection would work just as well.
Test if your connection is fast enough with our VoIP Speed Test. If your current internet isn’t fast enough, you need to upgrade it before switching to VoIP.
3) Prepare Your Network Infrastructure
Even if you’ve got the bandwidth covered, your network hardware might not be up to the task. If you use a wireless router or multiple routers, you’ll need to make some changes.
VoIP technology works best wired directly into a router or switch setup. Plug every phone into the network switch with Ethernet cables. Those network switches then connect into the router for fast and intelligent network performance.
Larger offices might need several switches and a Virtual LAN (VLAN) configuration. A VLAN is intended to intelligently segment the network by MAC addresses in an organized, strategic way. This improves VoIP device performance by lowering network congestion.
Diagram of a Hosted VoIP Infrastructure (2019)
Layered routers can impact VoIP calls and cause technical issues. That’s why you should use a switch instead. Your network switch must be able to handle VoIP traffic.
Avoid using a “double NAT,” which means two separate networks internally before reaching your ISP. Crucial functions in the SIP protocol require the router to dynamically permit traffic from your VoIP provider. Using multiple routers in a serial fashion interferes with establishing reliable phone calls.
A gigabit Ethernet switch like Ubiquiti’s EdgeSwitch is ideal for SMBs. Larger offices should take a look at Cisco’s managed network switches.
4) Find the Right VoIP Provider
Most small businesses aren’t prepared to spend thousands of dollars just to get started with VoIP. With a Virtual PBX solution, you won’t have to.
That doesn’t mean that you can choose any company and experience overnight success. Great internet service, the perfect network, and top-of-the-line phones don’t necessarily guarantee better call quality. The data centers of your VoIP provider are a vital factor.
Accessing a distributed network of data centers means your phones connect to the fastest, lowest-latency VoIP servers to complete high-quality phone calls. Nextiva has eight of them strategically located across the United States.
At Nextiva, call quality, security, and reliability are things you don’t need to worry about anymore. We’ve got you covered with 99.999% uptime, unsurpassed call quality, HIPAA Compliance, and more.
If you’re worried about how much Nextiva costs, don’t. Our basic plans start at just $20/user per month. All the benefits of VoIP, award-winning customer support, and less expensive than your traditional phone service plan–what’s not to love?
Get a modern phone system loaded with everything
your business needs. Get a free quote today!See It
5) Take Advantage of Advanced Business Phone Features
Once you’ve decided on a provider, you should implement essential business phone features. Without these features, your new VoIP phone system might only make or receive phone calls.
Auto Attendant
An auto attendant is the foundation of the modern contact center. Customers that call your business are always guided to the right department by using numbers on their phone’s dial pad. Now, smaller businesses get this functionality built into their company’s phone service.
Think about the ideal experience you want callers to have with your company. An auto attendant allows you to maintain a professional appearance and direct callers to the right person or department. Nextiva’s Pro plans come with a free professional recorded greeting, too.
IVR (Interactive Voice Response)
IVR, or interactive voice response, is a telephone menu that helps companies to route incoming calls. Caller input is based on speech recognition. Based on this input, the IVR routes them to the appropriate number or representative.
Automatic Call Forwarding When Busy
Sometimes two customers call at the same time. With automatic call forwarding, you ensure that VIP clients never have to wait.
Call Queuing
Customers hate busy signals more than hold music or ringback tones. If they can’t reach your customer service, they might give up on trying. Call queuing always keeps your line open, and lets callers wait for their turn.
Conference Bridge
One of the advantages of a VoIP system is the ability to host conference calls for free. This eliminates long-distance calling expenses and improves collaboration. Before you can use conference calling, you have to set up a conference bridge.
Extension Dialing
With extensions, you can create a unique number for every agent or team in your business. Your customers can call the right department directly when they call your main line, or toll-free number.
It’s crucial to set up extensions when going live so employees can easily transfer calls. Plus, customers can fast-track their way to the right staff when they call.
Voicemail Forwarding
Voicemails left on VoIP phones are saved on servers hosted in the cloud. You can access them from anywhere. Voicemail forwarding can be set up for email and text messages. This feature is great for staff who are often on the road. If you’re busy, you can easily delegate customer needs to more-equipped members of your team.
Keep Your Existing Number with Number Porting
Porting a number means you can keep the same phone number you used with your analog phones. Your customers won’t get confused or frustrated by calling the old one. Keep your local number, and keep your customers happy.
At Nextiva, we can handle the porting of all your phone numbers for you.
Nextiva’s capabilities go way beyond this list. You can read more about all our VoIP Features here.
6) Choose Your VoIP Hardware
The next step is figuring out which VoIP hardware will be the best option for your office.
To keep the desk phone setup, go with VoIP phones.
If you want the hands-free option, you need VoIP headsets.
To retrofit your current analog phones or PBX setup, use a VoIP adapter.
You can even use apps to handle calls from your computer, smartphone, or any other mobile device.
Nextiva offers monthly payment plans, including leasing, for businesses that want minimal up-front costs.
7) Train Your Staff
Any form of change in the workplace can be stressful for your employees. New technology is at the top of the list of stressful changes.
Before you announce the date and make the switch to VoIP, run a training program. Educate key staff members in the new software and hardware. Your IT managers should learn how the new equipment works with the network. Data analysts and managers need to familiarize themselves with the analytics and CRM.
Enterprises also need to figure out how this impacts their IT team structure. Should you appoint a manager for the VoIP system?
Nextiva has helped thousands of businesses transition to VoIP. Our support technicians help you, and your staff, get ready before the switch.
8) Install Your VoIP Phone System
Once you’ve got all your ducks in a row, it’s time to move on to the installation. The complexity differs from business to business. It also depends on the hardware setup you choose.
For SMBs, it could be as simple as plugging in a few phones at the office. For a larger office with multiple switches, it can be a project for several people.
Connect your VoIP phones to a network switch with Ethernet cables. For non-PoE setups, you also need to plug in the included AC adapters.
9) Save up to 90% on International Calling Costs
Your business phone bill is a significant expense for many small businesses. Phone companies charge high premiums for extra features that companies need. Once you’ve switched to VoIP, this cost will plummet.
With Nextiva, you can get advanced business phone features and unlimited calling for $20 per user, including domestic long-distance calling.
What if you need to call outside of the U.S.? International calling rates start at $0.01 per minute with Nextiva. Companies with a global presence can save up to 90% on international calls.
Let’s say you want to call the United Kingdom (UK) from anywhere in the United States. The local telephone company charges $1.21 per minute. Nextiva charges $0.01 per minute.
A typical 20-minute business phone call using the local phone company would cost you more than $24.
With Nextiva, the same business call costs you $0.20. Wow!
FAQ
As a VoIP service provider, we get a lot of questions about switching to VoIP. We’ve answered the most frequently asked questions below.
1) What Equipment Do You Need to Switch to VoIP Service?
To switch to VoIP service, you need an IP-enabled phone or VoIP phone adapter, a router, and an internet connection. With hosted VoIP, you can handle calls directly from your computer or smartphone. You don’t need any extra equipment at all.
2) Can I Use My Regular Phone with VoIP?
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If you have an internet connection and a router, you can use your regular phone with a VoIP adapter. You will, of course, also need a VoIP provider to be able to make and receive calls.
3) What Is a VoIP Phone Number Used For?
VoIP phone numbers work exactly like a regular phone number. You dial the number, and you reach the VoIP phone on the other end.
With hosted VoIP, they work a little bit differently. You can freely redirect numbers to different locations. Let’s say a customer called your Texas branch office. If all agents are busy, someone in Colorado can answer the caller.
4) Can VoIP Numbers Receive Texts?
VoIP phone numbers can receive texts, but it depends on the provider. Some don’t offer texting capabilities as part of their package.
All Nextiva plans support this feature.
5) How Do I Switch My Landline to VoIP?
You can convert your landline to VoIP by investing in a VoIP phone or adapter. You also need to sign up for a VoIP service for basic and advanced features.
For more detailed instructions, follow the steps in this comprehensive VoIP implementation guide.
6) How Do You Set Up a VoIP Phone?
To set up a VoIP phone, plug it into your router or network switch with an Ethernet cable. If it is not a PoE-enabled setup, plug in the AC adapter as well. You won’t need to do any further setup if it’s from your VoIP provider.
10 Gigabit Ethernet train is rolling in
Ethernet basics
Understanding the inner workings of Ethernet requires a short detour into electronic data transmission. Ethernet was developed to move bits through a network of cables linking many computers. From a networking standpoint, the cable operates on the "physical layer," which means that it takes data that computers have packaged into an interchange format such as Internet Protocol, and repackages that data for transmission through cables. Software protocols hide those details from ordinary computer users.
Computers combine the data they transmit into bundles called packets. Each is assigned a header or label, which specifies the destination and other information the network needs to deliver the data to its destination. Packets are bundled together for transmission using a technique called statistical multiplexing, which sends them according to their sequence of arrival and other criteria. The load varies randomly with time and under normal circumstances the average load is well under the peak capacity, so a 10-Gbit/s system may have an average load of only 2 Gbit/s. This differs from the time-division multiplexing technique used for telephone switching, which interleaves sequences of slower input signals to generate a faster signal, and fills any empty slots with dummy data. Thus any system using this technique (also called circuit switching) transmits bits at its rated capacity.
The original Ethernet?still widely used?was designed to distribute data packets at up to 10 Mbit/s, serving up to 1024 nodes attached to a coaxial cable. Each node has its own transceiver, which checks to see if the cable is transmitting another signal before it starts transmitting its own signal. If two nodes start sending signals at the same time, the nodes detect a collision, stop transmitting, and wait a random interval before trying again. The maximum transmission distance is set by the collision detection scheme as well as by signal attenuation in the cable.
A series of later standards stepped data rates up by factors of 10, to 100-Mbit/s Fast Ethernet, Gigabit Ethernet, and 10 Gigabit Ethernet. The data formats are compatible, so the slower speed signals can be fed through an Ethernet switch to the faster versions of Ethernet (see Fig. 1). Because the average load of the input channels is well below their maximum capacity, the total capacity of the input channels can be higher than the output channels. If fluctuating load levels exceed the output capacity, extra packets are held in a buffer until they can be transmitted or they time out.
Instead of one cable transmitting signals among many nodes, both Gigabit Ethernet and 10 Gigabit Ethernet have separate cables that function as point-to-point links between switches, which process packets and direct them out other ports. Each end has its own electro-optic transceiver, so it can send and transmit signals simultaneously in "full-duplex" mode. This removes transmission-time constraints needed to detect signal collisions, so these systems can take advantage of low fiber attenuation to stretch transmission over many kilometers. The switches at the end points must be optoelectronic because the signals must be converted into electronic form in order to read headers and direct the packets.
Need for big pipes
Increasing demand for high-speed data services pushed development of Gigabit Ethernet. Initially intended to span distances to a few kilometers to interconnect local-area networks in a campus environment, Gigabit Ethernet was later expanded to cover longer distances in metro networks. The current standard, summarized in Table 1, allows Gigabit Ethernet to span distances to 100 km by transmitting at 1550 nm through single-mode fiber. The Canadian Canarie consortium (Ottawa, Ontario) and companies like World Wide Packets (Veradale, WA) are developing Gigabit Ethernet links to distribute data to business and residential subscribers.
The next logical step was to 10 Gigabit Ethernet, and planning proceeded through the peak of the telecommunications boom. Developers envisioned a range of applications, including linking high-speed networks, connecting to data-storage banks, links between high-speed devices, interbuilding links on campuses, and transmitting signals short distances in metropolitan networks. The 10 Gigabit Ethernet standard includes provisions for links using both single- and multimode fiber, and various wavelengths to span distances from tens of meters to 40 km (see Table 2). Some systems can exceed these distance limits, which are intentionally conservative.
For longer-distance transmission, 10 Gigabit Ethernet switches are expected to link with the long-haul telecommunications network, dominated by the synchronous optical network (SONET) standard. Ethernet channels are not fully filled, and unless average loads are high, it's often possible to buffer a 10 Gigabit Ethernet data stream to fit into a single OC-48 2.5-Gbit/s SONET data stream.
Two other standards are emerging for 10 Gbit/s. One is a 10-Gbit/s version of Fibre Channel, a system optimized for high-volume data transfer in storage networks. The other is Infiniband, intended as a high-speed replacement for the venerable PCI data bus inside computers. Infiniband provides for electronic transmission over short distances inside computers or between adjacent devices, and for fiber transmission over longer distances. Neither should compete for the broad range of Ethernet applications, according to Euan Livingston, strategic marketing manager for Agilent's Networking Solutions Division (Santa Clara, CA).
Optics for 10 Gigabit Ethernet
The optics for 10 Gigabit Ethernet come in several different types, optimized for different applications.
FIGURE 2. Coarse WDM transceiver drives four separate lasers at different wavelengths in the 1310-nm window with 3.125-Gbit/s data streams from the media access controller. The transceiver multiplexes their outputs together onto a single fiber. A demultiplexer separates input signals at the different wavelengths and directs each to a separate detector.
Two versions were designed for links within buildings or potentially between adjacent structures. One is based on 850-nm lasers transmitting through enhanced-bandwidth multimode fiber, with a 50-μm core and specified bandwidth of 500 MHz-km. Developers have picked high-speed, vertical-cavity surface-emitting lasers (VCSELs) for the transmitters. High power is not required; the standard's distance limit is imposed by a combination of modal and chromatic dispersion. The standard calls for transmission distances to 65 m?usable inside a building?but developers have stretched that limit considerably by taking advantage of new enhanced-bandwidth multimode fiber specified at 2000 MHz-km. In a recent interoperability test, Picolight (Boulder, CO) and Cielo Communications (Broomfield, CO) transmitted 10 Gigabit Ethernet through 450 km of multimode fiber using 850-nm VCSELs with linewidth below the maximum specified value of 0.5 nm. The demonstration used new commercial multimode fiber with enhanced bandwidth specified at 2000 MHz-km, and Picolight says that distance should be possible routinely with such fiber.
The standard also provides for 10 Gigabit Ethernet transmission through up to 300 m of older multimode fiber with specified bandwidth of 160 MHz-km. Achieving that distance requires coarse wavelength-division multiplexing (CWDM) with four lasers spaced about 20 nm apart in the 1310-nm window (see Fig. 2). The media access controller processes the input data signals before delivering them to the optical transceiver, adding two extra data bits to each 8-bit byte for error detection, producing four data streams at 3.125 Gbit/s. In the CWDM transceiver shown in Fig. 2, each data stream modulates a separate laser.
FIGURE 3. In a serial 10-Gbit/s transceiver, the 3.125-Gbit/s data streams from the media access controller are combined and processed in a 64/66 bit converter to compress the raw data rate to 10.3 Gbit/s, which carries overhead bits and the 10 Gigabit Ethernet data stream.
The same type of CWDM transceiver can be used with standard step-index single-mode fiber to transmit distances to 10 km. Alternatively, a single 1310-nm laser can be modulated with the entire 10 Gigabit Ethernet signal for single-mode transmission to 10 km. Standard developers provided the two alternatives because it was not clear which would be more economical. The CWDM approach was an early favorite because transmitting the raw 12.5-Gbaud signal produced by adding error detection and correction bits requires an expensive externally modulated laser. Agilent developed a different coding scheme that adds 2 bits to every 64, reducing the raw data stream to 10.3 Gbaud, which a single directly modulated laser can handle (see Fig. 3). The standard now includes the 64/66 coding scheme.
To connect nodes that are further apart in a core network, 1550-nm sources can stretch transmission to tens of kilometers through standard single-mode fiber, The standard calls for transmission over 40 km, but Cisco Systems (San Jose, CA) has introduced a switch with 50-km range.
An emerging market
The slowdown in growth of the telecommunications market has led to some changes in plans, but 10 Gigabit Ethernet still seems poised to fill some high-speed transmission requirements. One is a trend to reconfigure campus networks so all servers are at a central location, rather than scattered one per building. Distributed servers save bandwidth by routing signals to shared resources such as printers and fax lines within the building?but their operation cost is high because technicians have to come to the site for troubleshooting. A central server farm costs much less to operate, but requires higher-capacity links back and forth to each building to serve the traffic within each building.
Another key application for 10 Gigabit Ethernet is metro core networks, such as private networks for large businesses or service providers with multiple points-of-presence in an urban area. The 10 Gigabit Ethernet links interconnect server farms or points-of-presence over distances to 50 km.
Industry groups have made determined efforts to standardize components. In addition to the overall standard promoted by the 10 Gigabit Ethernet Alliance, subgroups have developed standards for transceiver modules and interfaces. The XAUI interface specifies chip-to-chip interconnection. Eighteen companies participated in the September interoperability demonstration. A number of companies led by Agilent and Agere Systems also have agreed on a plug-compatible standard for transceivers called Xenpak.2 Switch and system manufacturers such as Cisco will use these modules in their larger systems.
ACKNOWLEDGMENTS
The author thanks Euan Livingston, Agilent Technologies; Chris Simoneaux, Picolight; and Ben Goldman and Brian Tolley, Cisco Systems.
REFERENCES
10 Gigabit Ethernet Alliance (https://www.10gea.org).
XENPAK (https://www.xenpak.org).