A proper VoIP system requires you to answer the following questions

• Where will the system be hosted?
  • On premises?  This will require additional equipment in the building, which connects to incoming lines and end points.  An on premises system will require additional up front costs.  It may be the only option when the customer has many incoming analog lines, and or when the office does not have reliable internet access.
  • Cloud; A cloud system requires reliable internet service.  All calls are routed to the handsets through the internet.  A cloud system doesn’t require an up front costs, but does have monthly costs.  A cloud system can be “plug and play”.  All major VoIP manufacturers now offer cloud VoIP.
  • Hybrid; A hybrid system combines cloud hosting for many of the larger components, with on premises components that connect the incoming phone lines and provide redundancy in the event of an internet failure
• What are the types and quantity of phone lines entering the system.  Each VoIP system will have a number of incoming lines (trunk lines).  When a person places a call, the system uses one of the trunk lines.  Trunk lines can be
  • POTS a/k/a Copper a/k/a Plain Old Telephone System; each line is a single pair
  • PRI, which allows a phone company to provide hundreds of phone lines over a single pair through a modem (the line can support up to 23 calls at a time)
  • SIP, where voice calls are routed over the internet
• Other equipment
  • Analog handsets, fax machines, fire alarm systems, and intrusion alarm systems cannot be connected to PRI or SIP lines, only to POTS lines
  • It is important to keep one or more POTS lines in the system.  This can be accomplished by leaving a physical line, or by connecting an Analog Telephone Adapter, which converts a digital call to an analog call
• Voice Over Wi-Fi (WLAN)
  • Increasingly, people are using wireless handsets to communicate
  • A good quality Wi-Fi system is necessary to support a Voice over Wi-Fi
• Type of handsets
  • There are many models of VoIP handsets including standard office phones, conference room phones, phones for secretaries/receptionists, soft phones (app based)
• Apps and integration
  • Phone systems can be integrated with many applications including Skype, SalesForce, other CRM applications
  • Call management systems for inbound and outbound call centers
• Vendor
  • There are many VoIP vendors
• Proper structured cable system to support the VoIP system

Structured cabling systems are necessary in all commercial and industrial buildings.  It is important to properly design the cabling system to accommodate all of the tenants for now and the future.  Why?  It is difficult to replace or repair cable after the building has been built.

• Prior to construction
  • Creation of proper construction drawings
  • Identification of the use of the building, the capacity, and the number of tenants
  • Identification of the MPOE (where internet/phone lines enter the building)
    • Lines that the ISP may bring in could include fiber optic cable, coaxial cable, 25-pair, 100-pair
    • Ideally this will be a locked room with plywood backboards where the ISP can install their equipment
    • In a strip mall, there may be shared MPOE
  • Identification of IDFs or riser rooms
    • In large buildings such as office buildings, shopping malls, and industrial facilities, the MPOE cross-connects to multiple IDFs or riser rooms
    • In an office building, there is typically one IDF per floor
    • Adequately sized conduit and cable should be installed between the MPOE and the IDFs
  • Identify the type and quantity of cable to be used
  • Identify locations of cable drops
    • Many types of equipment use structured cable, including wall jacks, access points, surveillance cameras, speakers, alarm systems, and security card readers
  • Identify location of conduit and cable trays
    • Cable trays can support large cable runs
    • Stub up conduits and junction boxes should be installed at wall jack locations
• During construction
  • Proper installation of conduit and cable trays before drywall or ceiling
  • Proper installation of structured cabling
  • Termination, testing, and certification of all cable runs
• After construction
  • Warranty (some cable manufacturers provide a warranty of up to 25 years)