How to Set Up and Use an IP PBX Phone System?

 

IP PBX, short for Internet Protocol-based Private Branch Exchange, is one of the most common business phone systems in recent times. In the last few years, many companies have switched from traditional phone systems to IP PBX phone systems and many more will follow suit in the subsequent years.

 

If you want to set up an IP PBX phone system, you may have questions about what you need for a smooth transition. Don’t worry, we’ve got you covered. 

 

In this article, we discuss the steps using which you can easily set up an IP PBX phone system and benefit from its features, speed, and costs.

 

1. Check your internet and network connection

First thing first, you need to check your internet and network connection and make sure that you have adequate bandwidth to handle an IP PBX phone system. To run effectively, an IP PBX phone system requires a bandwidth of 90 to 100 kbps per call. You must have a minimum upload and download speed of 100 kbps per line.

 

Run a speed test of your internet connection to know if it’s good enough to support calls to and from your IP PBX phone system. If it isn’t, then upgrade your internet plan or change the service provider. Run a connectivity test to find out how fast voice data travels through your network. 

 

Check whether or not your existing internet connection can meet the requirements for a smooth call. To check the connectivity and speed test between network endpoints, use reliable and sophisticated diagnostics tools.

 

2. Know your bandwidth requirement

To know your bandwidth requirement, determine how many VoIP calling systems you intend to install in your workplace and multiply it by 100 kbps. For example, if you want a business phone system to make five simultaneous calls, then the minimum bandwidth should be 500 kbps.

 

Enhance your bandwidth by upgrading your internet plan or switching to fiber net if you aren’t using it already. That’s because fiber can carry far more data than cable wire or any other cable. 

Apart from enhancing your bandwidth, make your network prioritize VoIP traffic over everything else. You can do that by managing the QOS settings in your routers and switches.

 

3. Handpick a reliable and reputable IP PBX solution provider 

Choosing the right IP PBX solution provider can make all the difference. In a market that’s flooded with all sizes and types of VoIP providers, you’ll get a wide range of options. But you need to select nothing but the best. 

 

A reliable IP PBX phone system provider will provide a wide range of sophisticated features that will enhance your contact center’s functionalities. Some of the most important features are:

 

• Automatic call distribution
• Auto dialer
• Auto attendant
• Advanced call routing
• Call monitoring
• Call queue management
• Multi-tenant billing
• Call analytics and reporting
• IVR
• SIP trunking, and many more

 

4. Test your existing hardware and upgrade if required

Low-quality hardware can affect VoIP calls. To optimize your network, test your existing hardware and make sure it can support the IP PBX phone system. If they can’t, invest in updated hardware that can.

 

Check your routers and switches and upgrade those if needed. Ensure that the new routers and switches have quality of service (QOS) capabilities. 

 

Also, see to it that the routers have multi-user, multi-input, multi-output features, dual and tri-band frequency, and WiFi 5 or WiFi 6.

 

5. Invest in a business phone number

There are mainly three types of business phone numbers you can choose from—local phone numbers, vanity numbers, and toll-free numbers. 

 

The first type of phone number is assigned to particular geographic locations in a state or city. They’re known as area codes or rate centers. 

 

The second type of number is extremely catchy and memorable. If you need a phone number that’s extremely easy to remember, then a vanity phone number would be good for branding or marketing purposes. 

 

The third type enables callers to call free of cost. If you intend to support your customers and provide excellent customer service, then a toll-free number is the right choice for your business.

 

6. Set up your IP PBX phone system

After selecting the right hardware, solution provider, and business number, it’s time to set up an IP PBX phone system. 

 

The setup process is extremely simple if you have a standard network switch or a Power over Ethernet (PoE) in place. The latter won’t require you to have an AC adapter. 

 

If you have wired headsets with regular phone jacks, then the process is even easier.

 

7. Check latency, jitters, and packet loss

Latency, also referred to as time delay, is the time taken by a voice data packet to reach its destination. It’s measured in milliseconds (ms) and it considers everything that slows a packet down. 

 

For a clear VoIP call, a latency of less than 150 ms is good enough. A latency of more than 300 ms will result in a bad-quality phone call. Make sure your latency ranges between 130 to 150 ms.

 

Jitter is the variation in latency or time delay. It’s the difference between the transmission and reception of data packets in a network connection. It’s usually caused by poor hardware quality and network congestion. Like latency, it is also measured in ms. A jitter of less than 30 ms is good for high-quality conversations.

 

Packet loss is the loss of voice data packets. Ideally, packet loss should be nil. But a packet loss of below one can be adequate for a phone call.

 

Summing up,

A sophisticated and reliable IP PBX phone system can be extremely beneficial for your business. If you’re considering setting up an IP PBX phone system, then selecting the right solution provider is half the battle. The other half is checking and setting your existing infrastructure to support the IP PBX business phone system.

 

At HoduSoft, we have helped all types and sizes of businesses set up IP PBX and VoIP business phone systems. To know how we can help you, contact us today.