7 VoIP Setup Tips for a More Productive Office

The global pandemic emphasized the need for businesses to operate from anywhere, driving the adoption of cloud solutions and VoIP phone systems like Google Workspace and Microsoft 365. VoIP ensures seamless communication with customers, especially for remote work scenarios. However, its success relies on an efficient setup. Microsoft reports that 82% of organizations save money after implementing VoIP, making it a necessity and a cost-saving strategy.

Here are tips for optimizing your VoIP system:

Check network Capabilities:

Before enabling a VoIP system, it's essential to assess your network's capabilities. Simply assuming that the system will work seamlessly may lead to complications. Examine factors such as jitter and packet loss and review router settings to ensure they can handle peak traffic times. Dropped calls and choppy audio are indicators of potential issues that may require adjustments, such as tweaking network hardware or increasing ISP bandwidth.

Prioritize VoIP Software Using QoS Rules:

Quality of Service (QoS) is a critical area in router settings that allows you to designate priority to specific types of traffic. Lack of QoS can result in resource issues, with non-critical processes consuming bandwidth and potentially interrupting VoIP calls. Implementing QoS establishes "traffic lanes" that prioritize VoIP software, ensuring it receives the necessary bandwidth. This not only maintains smooth calls but also enhances the overall reliability of your cloud phone system.

Provide Quality Headsets for Your Team:

The caller experience is greatly influenced by the quality of the headsets used by your team. A cheap headset can lead to frustration for potential customers experiencing issues like unclear audio or choppy reception. To avoid such problems, consider issuing quality headsets to your team. This not only ensures a professional communication experience but also eliminates potential issues arising from employees using subpar equipment.

Set Up Departments & Ring Groups:

One of the advantages of VoIP phone systems is their ability to establish ring groups. This involves setting up department groups (e.g., accounting, marketing) and assigning employee extensions within these groups. By creating ring groups, incoming calls can be directed to entire departments rather than individual employees. This reduces wait times for callers and increases the likelihood of their queries being addressed promptly. Ring groups significantly enhance the caller experience, minimizing the need for voicemails and callbacks.

Create Your Company Directory:

Auto-assistants and company directories are invaluable components of VoIP systems. By setting up a company directory and recording appropriate messages, callers can be prompted to input the last name of the person they wish to reach or be directed to a specific department. Although creating a company directory requires initial effort, the long-term benefits include streamlined call routing, an improved customer experience, and increased office productivity.

Have Employees Set Up Their Voicemail & VM to Email:

Efficiency is paramount in business operations, and this extends to managing voicemails. Instead of spending time listening to each voicemail after a lengthy meeting, consider leveraging the voicemail-to-email feature offered by VoIP phone systems. This feature automatically transcribes voicemails and sends them to recipients via email, allowing for quick prioritization. Encourage employees to set up this feature with their extensions and email addresses. Some VoIP systems even offer the option to have transcribed voicemails sent via SMS, further enhancing communication efficiency.

Train Your Team on the Call Handling Process:

Transitioning to a VoIP system requires proactive training for your team. Don't assume that employees can intuitively navigate and make the most of the system. Provide comprehensive training on the features and call handling processes of the VoIP system to ensure that your team can fully capitalize on the time-saving benefits it offers.

Enhance Your Business Phone System:

Implementing and optimizing a VoIP system is crucial for businesses looking to maintain a high level of customer experience and operational efficiency, especially in remote work scenarios. If you find yourself struggling to enhance your business phone system or seeking a better customer experience, our team is here to help. Contact us for a consultation and let us guide you in navigating the evolving landscape of remote business operations.

Article used with permission from The Technology Press.