7 VoIP Setup Tips for a More Productive Office

7 VoIP Setup Tips for a More Productive Office

The global pandemic put a big emphasis on the  need to run a business from anywhere. Enabling employees to work remotely  requires cloud solutions. This includes collaborative platforms like Google  Workspace and Microsoft 365. VoIP (Voice over Internet Protocol) phone  systems have also become critical.

VoIP allows companies to stay in contact with  customers and potential customers. Employees can work from anywhere and still  answer the business phone line. Callers get a similar experience no matter  where employees may be working, office or home.

When you have people working from home, those old  landline systems are inefficient. This has led to a large movement by  businesses to VoIP. Both for necessity and cost-savings.

According to Microsoft, 82% of organizations  have reported saving money after implementing VoIP.

While VoIP is the way to go for the future, this  doesn’t mean it’s foolproof. Companies that don’t set up their system  efficiently, can experience issues. This includes things like dropped calls,  low bandwidth, and features left unused.

If you’ve been struggling to make your cloud  phone system more efficient, check out these tips below. They provide setup  best practices for VoIP. Use these to positively impact your bottom  line.  

1. Check  Network Capabilities

You can’t just assume that you can enable a VoIP  system, and all will be well. Your network may not be able to handle the  extra bandwidth needs without adjustments.

Things you want to look at include jitter and  packet loss. Additionally, review router settings to make sure it can handle  peak traffic times. Experiencing dropped calls or choppy audio shows a need  to address issues. These may include adjusting network hardware and/or  increasing your ISP bandwidth.

2.  Prioritize Your VoIP Software Using QoS Rules

Quality of Service (QoS) is a router settings  area that allows you to say which traffic is most important. If QoS is not in  place, it means resource issues. A large cloud backup could kick in and  interrupt your calls because it’s taking up bandwidth.

QoS sets up “traffic lanes” that give priority to  certain functions. You’ll want to have your VoIP software prioritized to get  the bandwidth it needs. This avoids issues with less critical processes  hogging up internet resources.

Using QoS keeps your calls smooth. It also  improves the reliability of your cloud phone system. It’s also a good idea to  use these rules for other important cloud activities.

3. Provide  Quality Headsets for Your Team

A cheap headset can ruin the call experience for  a potential customer. If someone calls in and can’t hear anything or gets  choppy reception, they’ll quickly get frustrated. They will most likely  figure that your company doesn’t have its act together.

Your employees may not be able to afford  high-quality headsets. They also may not know what type to buy. Head off  potential problems by issuing quality headsets for your team to use.

4. Set Up  Departments & Ring Groups

One of the great features of VoIP phone systems  is the ability to set up ring groups. You first set up your department groups  (accounting, marketing, etc.). Then set the included employee extensions.

Creating a ring group allows you to have a call  go to your customer support department as a whole. This is better than one  person, who may be busy. That way, the whole group gets the ring, and the  first available person can pick up.

Ring groups improve the caller experience by  reducing the wait time. It can also mitigate the need for the caller to leave  a voicemail and get stuck waiting on a callback.

5.  Create Your Company Directory

Auto assistants are extremely helpful and nearly  all VoIP systems have them. First, you set up your company directory and then  record messages to prompt the caller.

For example, you can set up a message that  prompts them to input the last name of the person they are trying to reach.  If they aren’t calling a specific person, they can be routed to a department.

While setting up a company directory takes a  little effort upfront, it will save much more. You no longer will need to  have someone specifically routing every call. Callers can also get to the  person or department they need faster. This improves the customer experience  and boosts office productivity.

6. Have  Employees Set Up Their Voicemail & VM to Email

When you get out of a long meeting, going through  a bunch of voicemails can take time. Instead of having to listen to each one  to see which calls are a priority, you could simply read through them.

The voicemail to email feature in VoIP phone  systems will automatically transcribe voicemails. They are then emailed to  the recipient. This improves efficiency. It also eliminates wasted time  having to listen to entire messages to know who called.

Have employees set up this feature with their  extension and email address. Some VoIP systems also offer an option to have  transcribed voicemails sent via SMS.

7. Train  Your Team on the Call Handling Process

Don’t leave your employees to jump in and learn a  VoIP system themselves. It’s important to train them on the features and the  company calling process. This ensures that your team can enjoy all those  time-saving features.

Get Help  Enhancing Your Business Phone System

Need help improving your business phone system?  Looking for a better customer experience? Give us a call and schedule a  consultation. We can help!


Article used with permission from The Technology Press.