VoIP Implementation Project Plan & Checklist

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With hundreds of features and unmatched flexibility and scalability, thousands of businesses are joining the voice over internet protocol (VoIP) revolution.

The global mobile VoIP market size is expected to grow from $47.5 billion in 2018 to a whopping $145 billion by 2024.

If you’re ready to harness the power of VoIP for your business, we’ve created a simple VoIP implementation checklist to help you understand VoIP implementation best practices.

VoIP Implementation Project Plan & Checklist

If you have no previous experience with VoIP service, implementation can be a challenge. With so many technical details to consider, where do you start?

Follow this VoIP installation checklist to help you create your plan and choose the business VoIP phone systems that are right for you.

1. Consider Your Business Phone Service Needs

Before starting your VoIP implementation plan, you need to know your goals. Once you know where you want to be, it’s much easier to plan the route.

Think about your business phone service needs. Ask yourself the following questions:

  • Do you frequently hold conference calls?
  • Do you need to make international calls?
  • Are there team members working remotely who need access to your phone lines?

These questions will help you determine your basic phone service needs.

2. Make a List of Essential VoIP Features

Before you make any purchase decisions, it’s important to create a comprehensive list of your needs. This will help when you compare VoIP providers and their various features.

Next, take time to consider which VoIP features will be crucial for your business. There are hundreds of available features, so do some research if you’re not sure what’s out there. You might be surprised by what you find.

Some of the most popular VoIP features include:

  • Call routing
  • Do not disturb (DND)
  • Find me/follow me
  • Call recording
  • Mobile apps
  • Conference calling
  • Voice-to-email
  • Auto-attendant

Create a list of features that interest you and rank them in order of importance. It’s helpful to already know which features are essential and which ones are just on your wishlist, so you can make a faster, more informed decision.

3. List Cloud Platforms Used by Your Business

So far, the checklist for VoIP implementation involves making lists of essential needs, but that will change soon enough. The next list you want to make is of the cloud platforms and applications currently used by your business.

Many VoIP systems can be integrated with your existing platforms to streamline work processes. While it’s not essential, it might be helpful to integrate your VoIP calls with your CRM, helpdesk, or sales platforms. This will help you stay organized and keep your information updated without any additional effort on your part.

When vetting suppliers, ask about possible integrations. If you have a comprehensive list of all the cloud platforms you use, you’ll be less likely to forget one.


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4. Ensure Your Network Is Up to the Task

VoIP systems operate entirely over the internet. As a result, your network needs to be able to support the data-reliant VoIP phones.

Analyze your IT infrastructure to ensure you have enough bandwidth to support a network of VoIP phones. If not, you may need to upgrade your network equipment.

Many businesses install a secondary internet connection to guarantee bandwidth for their VoIP phone systems. This ensures your VoIP system will have the connection it needs without getting slowed down by employees watching YouTube in their offices.

5. Reinforce Infrastructure Shortcomings

Because VoIP is a relatively new technology, many businesses aren’t prepared for plug-and-play implementation. To ensure a high quality of service, you might need to strengthen your infrastructure:

  • Cat6 Ethernet Cables – Standard 100MHz ethernet cables don’t have the bandwidth necessary to maintain smooth internet phone calls. Upgrade to category 6 ethernet cables capable of running at 250MHz.
  • Jitter Buffer – Jitter is the skips and delays in an internet call from an inconsistent data stream. A jitter buffer is a device that collects data packets and releases them in a steady stream for smooth, consistent call quality.
  • VoIP Optimized Router – There are several routers on the market that prioritize VoIP data, so it won’t be impacted by other network activity.
  • Power over Ethernet (PoE) – If you don’t have enough power outlets to support the number of VoIP phones, power over ethernet cables bring both power and internet connection to your phones with a single cord.

With your infrastructure prepared and your lists in hand, it’s time to look for the right VoIP provider.

6. Identify the Best VoIP Phone System Providers

This will be the most research-intensive and time-consuming part of the VoIP implementation process. There are hundreds of providers, and they each offer different features, services, and VoIP implementation costs.

No matter your need, there’s a provider out there that can give you exactly what you want; you just need to find them.

It helps to work with an IT consultant like OnCall Telecom. We know the products and services available and can identify the perfect provider for your needs in no time.

7. Train Your Team

Your business phones are too important to have a hiccup in service when you switch from a traditional PBX system to VoIP. To ensure a smooth transition, start training your team on the new system before implementation. That way, they’ll be able to harness the power of the new features right away.


Harness the power of VoIP for your business with assistance from OnCall’s experts.


8. Install and Test

With the perfect products and services procured, your network prepared, and team trained, you’re ready to install your VoIP system. Installation can be tricky, so it’s helpful to work with an experienced team to ensure there aren’t any problems or downtime in the future.

Once the system is installed, run a few tests to make sure everything works properly. Check call quality, connectivity, and all the features. Load testing is also helpful.

Get your team to make a few calls simultaneously and see how the system handles the volume. If you experience any issues, get them resolved right away.

Work With a Trusted VoIP Consultant

With so many variables, steps, and considerations, creating an effective VoIP implementation plan can be a daunting and time-consuming task. It always helps to work with an expert to ensure you don’t overlook an important detail or choose a system that’s not aligned to your needs.

At OnCall Telecom, our IT experts know the technological landscape. We’ll take the time to learn about your business. Using our industry knowledge, we’ll help you identify, procure, and install the perfect VoIP system to suit your business.

Contact us today to learn more about how VoIP can benefit you.

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