Best Practices for Maintaining Your VoIP System

At their core, cloud VoIP are a little more than voice call service and data service bundled in one technology. The high-speed internet and phone systems, which was two different realms in the world of communication, now works as one to provide individuals and business establishments a reliable communication line.

As hosted pabx functions via internet, there are some practices you can do when configuring or operating this system. Any internet-operating device and technology is susceptible to security issues, and cloud VoIP is no excuse to that. Additionally, there are internet services and system features you can use to make sure that your business operations will benefit from VoIP technology.

Here, we highlight the best practices when using an IP phone system for small to medium enterprises in Singapore.

Use Safe Login Procedures

Pbx phone system is capable of doing what it can do because of the internet functionality. However, operating through the internet comes with security risks. One of the ways to improve your business’ VoIP phone security system is by establishing safe login procedures. Each user in your IP PBX telephone system should have their own username and password, created by your VoIP service provider. These user profiles will help you monitor who’s logged in and restrict calls according to time, location or even device.

Limit Access

To further restrict access to information, limit the people who can access certain data or use a particular function. For example, front-line employees do not need to make overseas calls, while project managers who use Singapore services may have to communicate with overseas branches, partners or clients. Also, remember that access policies must be fluid. When a user no longer needs to make international calls, blocking authorization of the user helps increase security.

Keep Your System Updated

Still in line with security, you must keep your VoIP system up-to-date to maximize its uses and security features. VoIP-enabled firewalls are extremely helpful for securing the lines when transferring files, and a series of Virtual Local Area Network (VLAN) will help segment data packets for a low-maintenance pbx phone system. The security software included in many of VoIP phone systems in Singapore is capable of performing an array of security functions, such as fraud detection, call recording and storage, centralized admin portal and call routing to specific users or devices.

Encrypt Data

Whenever you’re using your VoIP system, know that the data being transferred is at risk. To maximize security, it’s crucial to consistently encrypt data travelling across the network. This means you need to choose an encryption strategy and implement it companywide. It is also ideal to use virtual private networks (VPNs), especially if your network supports large number of mobile devices.

Conduct Site Surveys

The more you know about your network and the more updated you are with its current situation, the easier it is for you to determine and integrate the right cloud VoIP for your business. Conduct a site survey periodically to check WAN bandwidth levels, traffic flow and points of possible congestion. Then, identify specific needs through modelling and testing of system.

Deploy Analysis Tools Strategically

Deploying network analysis tools on your network requires better understanding of hosted pabx traffic patterns. Is your main concern the monitoring of local VoIP traffic or the WAN links? Depending on your goals, use the right analysis probes and consoles to secure visibility of your VoIP communications.

Keep It Basic

For small and medium enterprises, keeping your system basic offers great advantages. Not all businesses require advanced and high-end phone models for every end user in the office, especially for everyday call tasks and conference functions. When looking for a service provider and to contact crystal voice in Singapore you should find out what IP PBX telephone system meets your requirements. Find a system that can fulfil your operational needs, and does exactly what you want effectively. Some providers offer free IP phones, depending on what features and functions you need out of your pbx phone system.

Optimize Network Metrics

Even at its most basic form, cloud VoIP depends on internet performance. Monitoring the metrics, which all IP service is measured, is necessary to prevent the degree of deviation that may cause deterioration of service. These measurements include jitter, latency, MOS, and lost packets, all of which should remain in optimal operating ranges to ensure quality VoIP service.

Perform Tests to Determine Quality of VoIP

Specific tests can evaluate VoIP quality. These tests may run manually or automatically with a management solution. Either way, there are several tests to make, which includes:

• Network Traffic Assessment – this is to help determine how voice calls are routed through the pbx phone system.
• QoS Tests – this test aims to scan the service for errors and know how many QoS queues are configured.
• Ping test for phones – to establish KPIs (key performance indicators) of latency, jitter, MOS score and packet loss.

Verify Your Service Provider

The last piece of advice is to take a closer look at your VoIP service provider in Singapore. Ask specific security questions, such as how your data will be stored, handled and transmitted at both ends of the line. Upfront discoveries are always better as it will give you the power to make informed decisions, rather than trying to resolve a problematic cloud VoIP system months later.

VoIP system is a much more affordable alternative to conventional telephone line and provides valuable benefits in terms of user control. Since VoIP is essentially an internet-based communications technology, however, there are risks than come along with using it. By keeping yourself well-informed on the best practices of hosted pabx, you can greatly diminish the risks and enjoy the best possible performance of your internet-based telephone system.