Behind the Curtain: Your 5-Step VoIP Phone System Installation

The day has arrived. You’ve worked through the first three steps of the onboarding process, and it’s “go” time. The installer is on his way, and your new hosted Voice over IP (VoIP) phone system will be running by close of business. (It’s Christmas Day for phone nerds!!)

But what exactly is this day going to look like? 

It can vary slightly depending on your old business phone setup, IT network/infrastructure, and internet provider—but for the most part, it involves five steps.  

Step 1 – Arrival and Prep

The installer will greet you and ask for a quick office/site tour if he hasn’t been there before during a pre-install assessment. His basic questions include:

• Is there a conference room or break area where I can stage the equipment and keep tools throughout the day?
• Where are the networking closet and old business phone system located? Are the rooms locked?
• Do you work with a specific IT company? If yes, can you share their contact information? (He may need to contact them before moving to Step 2.)
• Where should the new phones be located? (e.g., Should the cordless phone go on the front desk?)
• Where is your fax machine? (Only applicable if you’re not switching to electronic faxing.)

Step 2 – To the Bat Cave (aka Networking Closet)

The installer will disappear for a while after you show him to the networking closet. He will build a network for your new business phones using a parallel router and a power over Ethernet (PoE) switch. This network separates the data (i.e., internet) needed for your computers from data for the phones. Ultimately, it helps ensure call quality and aids in future trouble-shooting.

The installer will also appropriately label any devices he adds to the closet. If necessary, he will remove existing phone equipment that you won’t use in the future. Since most VoIP companies offer remote customer support, eliminating unnecessary clutter from the networking closet minimizes potential confusion.

Setting up a small fax adapter on your fax machine, if you are keeping conventional faxing, and identifying all of the existing phone lines/numbers are a few miscellaneous items the installer also completes during this time.  

Step 3 – Assemble and Distribute Business Phones

Now that the network is ready, the installer can unbox and assemble the new phones. He will set them up next to the existing phones, connect wires, and verify the new phone’s programming after it powers up. 

• If you have analog phones now (connected through phone lines) – The existing phones will continue to ring, and you will use them “as is” until you are ready to cut over to the new system. At this point, you can practice making outbound calls using the new phones and test their functionality.
• If you have internet-based/VoIP phones now – The installer will need to remove the existing phone as you can’t use both systems at the same time. He doesn’t have to unplug them all at once, so you can continue receiving calls on the existing system until you are ready in Step 5.

Step 4: Testing 1-2-1-2, Testing 1-2-3-4

It’s time to double-check your system programming and verify the call-flow is set up how you described during the onboarding process. The installer can make small adjustments on-site; however, he will escalate more complex changes to the programming staff. 

Step 5: Switch Over and Training

Upon your approval, the installer will call-forward your main business phone number to a temporary number associated with the new system. Incoming calls will start ringing on the new phones, and you can completely remove the old telephones. 

The installer will offer a training session before leaving for the day. He can also schedule a time to return in the future for additional training, if needed. 

As a Lafayette business owner, you know that any company-wide change, like a new business phone system, can be a little nerve-wracking, especially for staff. When you choose to work with UpLync Communications, a business phone company in Lafayette, Indiana, you don’t have to become a phone expert. Our team will guide you through the transition to a hosted VoIP phone system and be there when you need help afterward. (Bonus: Installation and customer support are free!)