Implementing A Successful VoIP Phone System

Implementing A Successful VoIP Phone System

There is a misconception among hotel owners, indeed even general business owners, that Voice over Internet Protocol is more complex than a traditional phone system. The fact is that it’s not any more complex at all — it’s simply different, something that you will need to get accustomed to. Which means if you want to implement a successful VoIP system, there are new rules to follow. If you are coming from a Nortel, Comdial, NEC, or other traditional phone system, this brief post may be helpful. And if you are currently looking into buying a Cisco, ShoreTel, Avaya or other VoIP phone system, we also believe you can get excellent value from the post.

What we’ve done here is break down the best strategies to help ensure that your transition to a VoIP communications system for your hotel is a resounding success:

Strategy #1: Work Closely with Your Provider

Whether you decide to go with a Hosted PBX solution or take care of it in-house, working closely with a strong VoIP provider like PhoneSuite will help you get a handle on your new communications system in a more timely manner. They can explain everything in great detail to ensure that you get the most out of the system and will tackle any problems that might crop up in terms of call quality or the prevention of downtime.

Strategy #2: Install a Back-Up Internet Connection

VoIP needs an internet connection in order to function. Unfortunately, the internet can be spotty at times. Losing communications is something your hotel definitely needs to avoid. So what you want to do is install a back-up internet connection that goes through a different ISP and uses a different type of connection, such as copper instead of fiber optic. This will help maintain a stable communications system at all times.

Strategy #3: Consider Using the Cloud for Your PBX

As you’re no doubt aware, your hotel’s PBX is a switch that allows your network to maintain multiple phone calls simultaneously. With a VoIP setup, this is a server that handles a specialized task. By using the cloud for your PBX, you can guarantee a greater degree of up-time. Couple this with a second server that acts as a fail-safe in the event of a system failure and you’ll be good to go.

Strategy #4: Use Quality of Service (QoS) for Better Performance

While non-VoIP data packets can take their time arriving at their destination, VoIP data packets need to get there as quickly as possible. Quality of Service, or simply QoS, is a protocol that prioritizes data packets, putting the VoIP packets ahead of the non-VoIP ones. This strategy will greatly improve the quality of your system’s performance.

Strategy #5: Secure Your System

Hackers just love to wreak havoc with unprotected systems, even if it’s just for the thrill. You may not think that your hotel is a potential target, but since some low-level hackers enjoy targeting random small businesses because they’re less likely to have mounted a defense, it’s better to be safe than sorry. For the best results, work with your VoIP provider to improve the security of your system and better protect it from nefarious types.

Strategy #6: Measure the Quality of Your Service

Low call quality can be a killer for any business, but especially for hotels where guests expect the highest quality possible as they communicate during personal and business trips. You should monitor your system’s call quality on a regular basis. The most effective method, of course, is to allow a professional VoIP provider do this for you. That way, any quality issues that occur can be rectified immediately.

Your hotel’s new VoIP system has a lot of moving parts, but as long as you learn some basic needs and put worth a little effort, the transition will be an easy one. The best way to ensure success at all times is to employ the assistance of a reputable VOIP provider like PhoneSuite. Contact one of our experts and we’ll get your started in no time!

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  1. When you mention on Strategy #2 installing a backup connection, should I use a totally different carrier? I use Verizon FiOS right now for my internet.

    1. Jennifer- that is an excellent point. We would always recommend using a different carrier, that way if there is a network failure, you will be covered. Windstream had major outages last year on a consistent basis (though these seem to have been resolved now) and if your data was with them along with the voice, it all went out. So, yes, you should absolutely consider using different companies for each. CSM can help you arrange this. Just let us know how we can help.

      1. Thanks for the fast reply! I’ll be sure to give you guys a call about that. Interested in maybe Brighthouse as a backup.

        1. For sure! CSM is a Brighthouse partner (soon to be Charter Communications) so we can definitely help you here.

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