Setting Up VoIP for Your Small Business

Cornfield Voice, LLC

Setting up a new phone system sounds like a big project. In the old days, it was — trucks rolling up, technicians pulling cable, equipment racks bolted to the wall. VoIP is a different story. The hardest part of the whole process might be deciding which desk to put the phone on.

Step 1: Take Stock of What You Need

Before you pick a plan or order equipment, spend ten minutes thinking about how your business actually uses the phone:

  • How many people need their own phone line or extension?
  • Do you need a main number with a menu (“Press 1 for…”)?
  • Will anyone need to take calls outside the office?
  • How many calls happen at the same time during your busiest period?

These answers shape everything else. A three-person accounting firm has different needs than a farm supply store with a service counter.

Step 2: Check Your Internet Connection

VoIP runs over your internet, so your connection matters. The good news: the bar is low. Each call uses about 100 kbps — if you can browse the web comfortably, you can make VoIP calls. Run a quick speed test to confirm your upload and download speeds. If you’ve got at least 1 Mbps up and down, you’re golden for a small office.

If your internet is spotty, address that first. VoIP is only as reliable as the internet it rides on.

Step 3: Pick a Provider and Plan

Look for a provider that offers straightforward pricing, doesn’t lock you into long contracts, and provides actual human support when you need it. Read the fine print — some providers advertise low prices but pile on fees for things that should be included.

We’d humbly suggest taking a look at our plans, but whoever you choose, make sure they’re upfront about what you’re paying for.

Step 4: Get Your Phones

You have options:

  • IP desk phones — Look and feel like regular office phones, plug into your network. Reliable and familiar.
  • Softphones — Apps on your computer or smartphone. No extra hardware needed. Great for people on the go.
  • Analog adapters — Plug your existing analog phone into a small adapter box. Good way to keep equipment you already own.

Your provider can usually recommend or supply compatible phones.

Step 5: Port Your Number

If you want to keep your existing phone number (and you should), let your new provider know right away. They’ll handle the porting process. It takes a week or three, and your old phone keeps working until the switch happens. Just don’t cancel your old service until the port is done.

Step 6: Set It Up and Test

Most VoIP systems come pre-configured. Plug in the phone, it connects to your provider’s servers, and you’ve got a dial tone. Log into the web dashboard to set up voicemail greetings, call forwarding, and any routing rules you need.

Make a few test calls. Call your cell phone. Have someone call you. Make sure voicemail works. It’s the kind of thing that usually just works out of the box, but it’s worth five minutes of testing for your peace of mind.

That’s Really It

No truck rolls, no week-long installations, no mysterious equipment closets. VoIP setup for a small business is genuinely straightforward. If you can set up a Wi-Fi router, you can set up VoIP.

Need a hand? That’s what we’re here for. Reach out and we’ll walk you through it.