
The global pandemic has highlighted the need for businesses to be agile, with employees capable of working from any location. This means a focus on cloud-based services like Google Workspace and Microsoft 365 – ensuring that teams can still collaborate remotely. VoIP phone systems have also become essential in allowing seamless communication between colleagues no matter where they are based.
VoIP technology gives businesses the edge of mobility and flexibility, helping them stay in touch with customers and prospects by providing employees access to their office phone line from anywhere. With clear voice quality regardless of location, it ensures that callers get a consistent experience every time they connect.
With more and more employees working remotely, relying on outdated landline systems is becoming increasingly inefficient. Luckily, companies are switching to VoIP as a modern solution – both out of necessity and for its cost-saving benefits.
Through the power of VoIP technology, an incredible 82% of organizations are discovering new savings they never knew possible!
As companies move towards VoIP systems, they must be mindful of potential pitfalls such as dropped calls, low bandwidth and wasted features. If not set up efficiently, the full benefits of VoIP are unlikely to be seen – instead struggling in a sea of technological troubles.
Struggling to make your corporate phone system more efficient? Tap into these setup best practices for Voice over Internet Protocol (VoIP) and take strides towards a better bottom line.
1. Get the most out of your network
With VoIP systems, you can’t rely on a one-size-fits all approach. Your network could suffer from lags or drops without the proper bandwidth configuration to support it. Don’t let your system be unprepared – make sure any adjustments are made before implementation!
If you’re hearing complaints of static or dropped calls and choppy audio, it could signal an issue with your network hardware. Take a good look at the router settings to make sure they can handle peak traffic times while also considering any jitter and packet loss that may be taking place. Increasing bandwith from your ISP might just solve those pesky problems once and for all!
2. Ensure your VoIP calls are crystal-clear with quality of service rules
When it comes to routers, Quality of Service (QoS) is the key to ensuring your critical traffic – like VoIP calls – doesn’t get backed up while large cloud backups are running in the background. Without QoS settings properly configured, you risk having precious bandwidth consumed by those massive transfers which could cripple communication and productivity.
Quality of Service (QoS) acts like a highway with multiple lanes and speeds; it prioritizes certain activities to keep them running smoothly. VoIP, for example, needs its own express lane so that your urgent voice calls don’t get stuck in traffic due to other processes taking up too much internet space.
Ensure your conversations are of the highest quality with QoS! It’s not only essential to cloud-based phone calls, but other key activities too. Get ready for a remarkable experience in the clouds!
3. Equip your team with the best in audio quality
Using a poor quality headset during customer calls can lead to an unpleasant experience, leaving them frustrated and believing your company lacks the professionalism necessary for successful operations. Investing in high-quality headsets is essential to creating positive caller experiences that make lasting impressions on potential customers.
Equip your employees with the best – prevent potential issues by providing them with high-quality headsets to ensure that communication remains clear and effective. Not only will this help maintain efficient productivity, but it also eliminates any confusion over which type of headset is most suitable for their needs!
4. Set Up Departments & Ring Groups
VoIP systems are a great way to stay connected! Easily create department groups and assign extensions so every member of the team is in sync – no more frustrating missed calls.
Instead of having one person answering customer service calls, a ring group means that your whole team can take the call. This ensures no call ever goes unanswered and allows customers to reach an available representative quickly – enabling better, efficient customer support!
Calling into an organization no longer has to involve hours of waiting on hold. By utilizing ring groups, organizations can provide a smoother experience for their callers – providing swift answers and removing the need for voicemails or returning calls altogether!
5. Having the perfect team is key to success
Auto assistants are the perfect helpful addition to any customer service team. By setting up a company directory and recording personalized messages, your VoIP system will be able to greet customers and answer their questions quickly with ease!
Greet your callers with a personalized touch! Ask them for the last name of whom they are trying to reach – if it’s an unspecified request, you can direct them seamlessly to their desired department.
An organized company directory is a true investment – it will save time and energy spent manually routing calls. Plus, callers can quickly find the person or department they need for an effortless customer experience that elevates office productivity.
6. Have Employees Set Up Their Voicemail & VM to Email
When the meeting ends, don’t let voicemails take up precious time – quickly scan through each one to find which ones you need to listen to first!
VoIP phone systems offer a modern solution for keeping up with your voicemail—transcribing them and emailing the contents directly to you. Now, instead of having to wait through lengthy messages just to get who called, all that information is delivered straight into your inbox in an instant! No more wasted time; say goodbye (literally!) to hassle-free efficiency.
Equip your staff with the power of effortless convenience – have them set up this feature to easily access their voicemails through both extension and email. Upgrade even further by taking advantage of VoIP systems’ transcribed-voicemail SMS option!
7. Invest in the future success of your team
Give your employees the skills they need to make the most of VoIP technology! Providing training on features and calling processes reduces wasted time, allowing team members to reap all its productivity benefits.
If you’re looking to upgrade your business phone system
Have you been struggling to keep up with your business phone system and need a way to offer better customer experience? Let us give YOU the help needed! Contact us today for a free consultation, so that we can equip YOUR company for success.
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