7 Tips to Implement VoIP for a Productive Office


Global pandemic has underscored the significance of being able to manage a business remotely. Cloud solutions such as Google Workspace or Microsoft 365, along with VoIP (Voice over Internet Protocol), phone systems are now essential for this.

VoIP technology enables companies and customers to stay in contact. Employees can work remotely while still answering the company's phone. No matter where an employee is situated - at work or home - callers will have the same experience regardless of location.

Old landlines are inefficient when people work from home. Businesses have adopted VoIP as a cost-saving measure and necessary for survival.

Microsoft reports that 82% of companies have experienced savings after implementing VoIP technology.

VoIP is the wave of the future. But that doesn't guarantee its success - companies who don't properly set up their systems could experience issues, such as dropped calls, limited bandwidth and unused features.

These tips will make your cloud phone system more productive. Setting up VoIP will significantly impact how profitable you are - these decisions will pay off in the end!

1. Verify Network Capabilities

It is not enough to assume your VoIP system can be enabled and everything will run smoothly. Without making necessary adjustments, your network might not have enough bandwidth for the extra traffic.

Be wary of packet loss and jitter. Additionally, review your router settings to guarantee it can handle peak traffic. Dropped calls or choppy audio may indicate an issue; solutions could include changing your network hardware or increasing ISP bandwidth.

2. Utilize QoS Rules to Prioritize VoIP Software

QoS (Quality of Service) is an area in router settings that enables you to decide which traffic should be prioritized. Failure to abide by QoS regulations could result in resource issues; large cloud backups could disrupt calls due to bandwidth-heavy traffic.

QoS creates traffic lanes that prioritize certain functions. To guarantee enough bandwidth for VoIP software, you will want it prioritized over other processes on the internet. Doing this helps protect important processes from taking up valuable internet resources.

Utilizing Quality of Service (QoS) ensures your calls run smoothly. It increases the dependability and performance of your cloud phone system. Furthermore, these rules can be utilized for other important cloud activities as well.

3. Provide Your Employees with High-Quality Headsets

Poor headsets can make it difficult for potential customers to call your business. A lack of sound or lack of information when someone calls may lead them to believe your company's operations are out of order, leading them to conclude your company is out of sync.

High-quality headsets may not be within your employees' budget or they may not know which type to buy. To prevent such issues from arising, provide them with quality headsets at no extra cost.

4. Establish Departments & Ring Groups

VoIP phones offer the unique feature of creating ring groups. First, create your department groups (accounting, marketing, etc.). Afterwards, add employee extensions as necessary.

Ring groups are a convenient way for calls to go to all customer support departments at once, rather than having one person take it if there are multiple available. This makes it easier for everyone involved when an urgent situation arises - everyone gets the ring, then the first available person can pick it up.

Ring groups make it easier for callers to reach you by cutting down wait times. Ring groups can reduce the time it takes for someone to leave a voicemail and wait in line for a return call, saving them valuable time and effort.

5. Establish Your Company Directory

Most VoIP systems feature auto assistants. To get started, set up your company directory and then record messages to prompt callers accordingly.

Create a message asking them for the last name of who they are trying to reach. Additionally, you can route them to the appropriate department if they don't reach out directly.

Setting up a company directory requires some work up front, but the results are worth it in the end. No longer is it necessary to have someone route every call; having an organized directory makes it simpler for callers to reach the department or individual they need quickly, leading to increased customer satisfaction and office productivity.

6. Allow employees to set up voicemail and VM to email forwarding

Going through all of your voicemails after a long meeting doesn't need to take too much time; simply go through the messages to determine which calls are important. This way, you don't have to listen to every one in order to determine which ones need your attention.

Voicemail to email in VoIP phones will automatically transcribe voicemails and send them directly to the recipient via email, providing increased efficiency by eliminating the need to listen to all messages in order to identify who called.

Employees can set this feature up using their email address and extension. Many VoIP systems offer the option of having voicemails transcribed and sent via SMS for convenience.

7. Instruct Your Team on Call Handling Process

Do not expect your employees to learn the VoIP system on their own. Training them on its features and company calling is essential for optimizing efficiency in this area. Your staff can take advantage of all time-saving features by participating in training sessions with you.

Are you in need of assistance with improving your business phone system?

Are you looking to provide customers with a better experience and increase efficiency on the lines? Call us to arrange an appointment - we can help!