Voice over Internet Protocol (VoIP) is a modern and affordable alternative to traditional landline systems. This telephony combines hardware and software that leverages existing internet connections to make and receive phone calls. Moreover, a good Oklahoma VoIP business phone service provider takes care of the add-ons and integrations to ease day-to-day operations that landlines simply can’t.

But how can you establish a VOIP system for your small business? Here is a step-by-step guide to setting up a business VOIP phone system. Let’s get an understanding of the VoIP phone system first.

What is a VoIP Phone System?

VoIP technology allows making and receiving calls via broadband internet connection. Voice analog signals are converted to digital signals via IP (Internet Protocol) phones and then sent online.

You do not need any hardware for some VoIP systems, while some require Power-over-Ethernet (PoE). The reason is that VoIP systems are not just available for phones but also for any internet-connected device, such as laptops and tablets.

Therefore, shifting to modern VoIP for business communication is a must-have in this tech-savvy world. Now you know the basics of IP phone systems, let’s head to the process of setting up a VoIP phone system.

Step 1: Determine Your Internet Quality

Even before setting up a VOIP system, you must keep some key considerations in mind. For instance, you need to determine the quality of your internet connection. For that, you can conduct your internet speed test or ask service providers about the quality and reliability of the internet in your area. This is important as VOIP phone systems work on a consistent internet connection.

Step 2: Decide between Handset and Softphone

Similarly, you must choose whether to set up VOIP with or without hardware. VoIP can also resemble landlines, where telephone cords are replaced by Ethernet cables. Therefore, you should decide whether to invest in hardware or use virtual numbers on existing devices. The answer usually depends on the size of your business, location, and available budget.

Step 3: Decide the Number of Lines and Users

In a home office, you might not need more than two lines, but things would be different if you ran a company that has employed hundreds and thousands of people under different departments and divisions.

However, a sprawling enterprise does not mean you have to deliver phone lines for every user. You can set one designated line per department with a few additional lines for top-level personnel. The number of lines you need depends on the amount of traffic your office expects.

Step 4: Estimate Service Costs and Add-on Fee

Though VoIP phone systems are affordable phone solutions, you still need to estimate service costs and add-on fees.

You will have to pay based on the number of lines you use. Moreover, VOIP service providers charge monthly for particular add-ons, such as international calling and toll-free. Do not forget to include installation expenses or activation fees in your VOIP budget.

Step 5: Find a VoIP Phone Service Provider

You should look for a hosted VoIP business phone service specializing in business connections and providing tailored services to meet your business needs.  SipVine VoIP service providers in Oklahoma provide custom services for businesses of any size and kind.

It boasts robust features and flexible programming at affordable rates. Moreover, it doesn’t bind you in contracts and does not make additional charges as well as has competitive international calling and toll-free rates.

Step 6: Assess Installation Requirements

Once you decide which type of VoIP system you want and which service provider you opt for, the next step would be to assess the special installation requirements.

Your VoIP service provider will guide you with the installation needs for VoIP setup, such as extra or new cabling. VoIP phone providers will advise if your existing numbers can be ported into a newly set VoIP system. They can take care of the porting as well.

Final Words

Shifting from traditional landlines to VoIP phone systems is a rewarding experience, but it requires careful consideration. You should assess your business needs and determine your phone traffic and existing budget to decide on a specific VoIP system for your small business. Similarly, your chosen service provider should provide tailored services to cater to your business demands.

In the digital age, it is not enough to be aware of the potential danger of cyberthreats. It’s essential to stay ahead of the curve and understand how phishers are evolving their tactics and how you can protect yourself.

Here are five tips to combat phishing in 2023:

1. Use Two-Factor Authentication (2FA)

One of the best ways to combat phishing is to use 2FA whenever possible. 2FA adds an extra layer of security by requiring you to enter a code from another device and your password when logging into an account. This makes it much more difficult for cybercriminals to access your accounts, even if they have your password.

2. Keep Your Software Up to Date

Another important tip is to keep your software up to date. Digital attackers often exploit security vulnerabilities in outdated software to gain access to people’s accounts. You can help protect yourself from these attacks by ensuring that your software is updated.

3. Use Anti-Virus Software

Anti-virus software can help detect and remove malicious software from your computers, such as viruses and spyware. Keep in mind that not all anti-virus software is created equal, so it is vital to do some research before choosing a program.

4. Be Careful When Opening Emails

One of the most common ways cyberattackers gain access to people’s accounts is by sending phishing emails. These emails appear to be from a legitimate source but are fake.

They often contain links or attachments that, if clicked, can install malicious software on your computer or redirect you to a fake website where you will be asked to enter personal information. To avoid phishing scams, you should be careful when opening emails, especially those from someone you do not know.

5. Train Your Employees

If you are a business owner, it is vital to train your employees on how to spot and avoid phishing scams. Many businesses have been victims of phishing attacks simply because their employees were unaware of the dangers and did not know how to identify an attack.

You can help reduce the chances of cybercriminals targeting your business by providing training on this topic.

Types of Phishing Attacks

Phishing has become increasingly sophisticated in recent years, with attackers utilizing various techniques and tactics to deceive their victims. Here are some common forms of phishing attacks you should be aware of:

• Spear phishing: Spear phishing is a targeted phishing attack in which the scammer tailors their message to their target. Cyberattackers may even use personal information they have obtained through publicly available records.
• Vishing: Vishing (or “voice phishing”) is similar to spear phishing, but instead of using email messages, attackers will use phone calls as the medium for their attack. They may also use automated robocalls to try and trick victims into giving away sensitive information such as passwords and credit card numbers.
• Smishing: Smishing (or “SMS phishing”) is an attack that involves sending text messages containing malicious links. Attackers will often claim they are from legitimate companies like banks to convince you to click on links that can lead to infections on your device.

You can decrease your risk of phishing attacks by implementing 2FA, keeping your software updated, training your employees, using anti-virus software, and taking care when opening emails.

Today, almost every website and app requires users to confirm their phone numbers when signing up for an account. WhatsApp, Facebook, Instagram, and even LinkedIn — all these platforms do this. This is not bad or good. But it makes some users face difficulties during registration as not everyone has a mobile phone number available or would like to disclose it even to large and well-known around the world corporations. You can easily avoid them though by operating a virtual number to receive SMS online.

What is the difference between real and virtual numbers?

Virtual phone numbers have become very popular all over the world in the last few years. The main reason for this is that anyone can use them regardless of their location or any other factors. But there are also other benefits that make using virtual numbers for registration instead of real numbers way more convenient and effective decision.

First and foremost a virtual phone number has the same country code and number of digits as the real one. So it does not really look like a fake one and there is no chance to find out if it is either virtual or real. It can be used for doing business without any risks.

The second benefit is that using virtual numbers does not require having a SIM card. You just need a tablet, laptop, or PC and an internet connection. This makes it possible to get and activate such a number from anywhere in the world. There is often no opportunity to do that with real numbers as not every cellular carrier provides roaming services in many countries.

Eventually, it is also not needed to worry about personal data being safe as providing any is unnecessary when obtaining and activating virtual phone numbers. Remaining confidential online is a kind of smart and useful decision these days. Leakages and hacks are becoming more and more commonplace on the internet every day.

Compatible online services

The internet is full of a big variety of instant messaging services, social networks, dating sites, online marketplaces, and services of other kinds right now. Virtual numbers help users to multiply their opportunities several times when working with any of them.

There are a lot of online platforms that offer bonuses in the form of welcome points, promotional codes, and discounts to new users. But once a person becomes a regular customer, in most cases all of this gradually disappears forever. Virtual phone numbers make it possible to sign up for all those websites and apps basically an unlimited number of times and thereby constantly receive all the privileges of a new client to keep saving on purchases.

Virtual numbers are also an indispensable assistant for those people who love to spend time on social networks of all types. They allow creating multiple profiles on the same service as well as pretending to be anyone while personal information stays completely hidden from everyone. But most often they are used when it comes to signing up for instant messengers like WhatsApp, Telegram, and WeChat as each of them requires users to do mobile phone number verification during registration.

Website to get a virtual phone number

Before using a virtual number it is necessary to get one. You can do this with appropriate online platforms like SMS-Man. It has earned the trust of internet users all over the world and offers tools at one of the most affordable prices. The average cost of one virtual phone number there is $0.20. To purchase it with this service, just complete the next few simple steps:

1. Register an account at sms-man.com.
2. Proceed to the payment section and refill the balance with the appropriate option.
3. Select parameters for the virtual number such as its issuing country and website or app that it should work with and then click the buy button on the main page.

You will get a virtual phone number with the requested characteristics right after this. It is ready to receive a one-time password for registration. Just use it when signing up for an account on the chosen website or app if it was a regular number. Once the code for verification has been sent, go back to SMS-Man and tap “Get SMS”. There will appear a set of a few digits. Copy and use it to finish registration.