VOIP Systems: The Vital Basics

The phone service and system is a necessity for any successful organization. Having the right

hardware and software is strikingly imperative. Although embedded with many fine details that

must be focused closely on, transitioning from a traditional analog phone system to one with

Voice over Internet Protocol (VoIP) capabilities does not have to be an intimidating process.

With reliable resources to help you gain an understanding of VoIP phone systems, you can

make the purchase with ease. We suggest some vital tips to keep in mind while researching

which VoIP phone system is appropriate for your business.

Does your business need VoIP? Generally speaking, your business might especially benefit from

voice over IP systems and services if:

You have multiple locations

You have off-site employees in different regions from your corporate location

You already engage in various forms of remote collaboration-i.e. conference calls

Understand how VoIP works. Each Voice over IP vendor is different. They will have something

different to bring to the table. For casual use, Cable Modem, Digital Subscriber Line (DSL), and

wireless are recommended for more casual use. These are run over a Public IP Network (also

known as “Bring Your Own Broadband—BYOB”). However, a Virtual Private Network is suitable

in business, in which speed, performance, and security play a major role. There are four types

of VoIP implementations in regards to businesses:

Integrated Access—This type enables you to keep your existing phone system while

merging voice and data traffic on one single connection.

SIP Trunks—If you plan to purchase and manage your own IP-based equipment, this is

ideal. SIP trunking is used mostly by small to large branch and field offices.

Managed IP PBX—This is typically used by companies who are not quite ready to take

the leap of purchasing a replacement for their existing phone system and PBX

Hosted IP PBX—This type of service is accessible by the customer through an Internet

portal.

Which VoIP service and system provider will best fit your company’s needs? Take these

factors into account when choosing which vendor you will ultimately choose to provide your

organization connection to the Internet:

Coverage—Is your VoIP provider local or nationwide?

Implementation Expertise—Does the provider have qualified technical support with

extensive knowledge in LANs, cabling, phone systems, power, and backup systems?

Product/Service options—Does the provider offer Voice over IP service and system

options that fit your company’s needs?

Measure your network assessment. Consider these items whenever making your assessment

in what type of Voice over IP system works with your current network:

Hardware

o Network Servers—You need Microsoft Small Business Server 2003 or equivalent

o PCs—You need Microsoft XP running 512K RAM or higher

o Network Interface Cards (NICs)—You need devices that are running on 100

Mbps, Fast Ethernet

o Wire/Cable—Inside cabling that is Category 5 Enhanced (CAT5E) or CAT6 is

needed

o Local Area Network (LAN) switches—To power your phones, you must have 2004

or newer and Power over Ethernet (POE)

Bandwidth

o Wide Area Network (WAN), also known as bandwidth—Look over what extra

bandwidth you may need to support a converged solution

Backup Systems

o Uninterruptible Power Supply (UPS)—You use battery backup on all servers and

key administration PC

o Software—Allow all current versions to be able to be backed up and off-site

Consider the Costs. Obviously costs are important factors in any decision-making process. Some

fees to think about in regards to a new VoIP system and service purchase include:

Initial set-up

Staff training

Maintenance (monthly leasing)

IT assistance/Troubleshooting

Expected savings

Evaluate your potential vendor’s proposal. An evaluation—also known as a bidder’s

proposal—can be helpful in choosing which vendor is right for your company. Consider these

points that your bidder’s proposal should have:

Depth of Services. Does the prospective vendor offer network services and VoIP

solutions with the features necessary to your business?

User Evaluation. Do they provide a user needs assessment?

Total Cost of Ownership (TCO).

Financial. Are there financing options that secure your investment?

Performance Penalties. Is there a service level agreement?

Training & Support. Does the potential supplier offer training of their systems and

services?

Installation Scheduling. Does the prospective vendor’s schedule fit within yours and vice

versa?

Cost. Is there a detailed price breakdown so that you are on the same page as to what

you are clearly paying for.

Future Growth. Does the proposal allow room for future expansion within your

business?

Warranty. Does the potential vendor offer a warranty for their systems and services?

Know your vendor. Do a brief background check on the companies you research in order to

check the legitimacy is there. Carefully research these points to help guide you in your choice

on selecting a VoIP service and system vendor:

How long have they been in business?

What is their credit worthiness/legal history? (Have they been reported for fraud in the

past?)

What do online reviews from both current and past consumers’ state about the vendor?

Contact the Better Business Bureau (BBB).

Search county court records and property tax records.

Refer to www.backgroundcheck.peoplesmart.com for extra assistance in a quick

background check of any company.

Look ahead. Allow room for your business to grow whenever planning your VoIP phone system

and service purchase. It is usually less expensive to add capacity up front than it is to increase

the capacity of your voice over IP system after you have installed it. Consult your five-year plan

for growth before making any decisions on your VoIP phone system. We suggest doing an

analysis of your company’s current cost of long distance calls alongside the projected expense

in the upcoming year based on business growth. Compare that to the cost of VoIP, and consider

the expenses that will be saved once you make the transition to a Voice over IP phone system

and service carrier.

Shop around, purchase wisely. With the right resources, any organization can be successful.

Transitioning from a traditional phone system to a VoIP system and service can be easy, with

the right tools for guidance and support. Using the Internet to examine which Voice over IP

system and service is right for your business. 360TelecomEquipment can help lift a tremendous

load off your shoulders by doing the research for you. We seek the smartest options for your

organization. Simply fill out a short form on www.360TelecomEquipment.com detailing your

VoIP phone system and service needs and up to five qualified VoIP system vendors will call you

with their prices. Implementing a voice over IP system is a significant purchase which must be

made both thoroughly and attentively. Keep in mind all of the points mentioned in this article

whenever making your decision on which vendor you choose, and make your purchase wisely.

Sources

XO Communications, LLC 2012 White Paper

http://www.xo.com/SiteCollectionDocuments/Whitepapers/Ten_Steps_White_Paper.pdf

Asterisk VoIP Tips, 2007

http://www.asteriskblog.com/voip-cost-savings-or-not/

Small Business Background Check

http://smallbusiness.chron.com/run-background-check-business-2562.html