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Improve your business productivity with these 6 VoIP tips

every phone system can use a tune-up

Barrett Dilger

VoIP Phone Setup

The modern workplace has shifted and there is more emphasis on being able to work from anywhere. While many companies have returned to the office, still more have implemented hybrid work and it is expected that 22% of U.S. jobs will be remote in just 2 years.

Of course, supporting remote work requires remote tools. These tools range in scope from cloud-based servers and applications to collaborative apps such as Microsoft 365 and file-sharing xSync. One critical tool required is Voice over IP (VoIP) phone systems.

VoIP allows business phone lines to be accessed anywhere, allowing teams to stay connected with each other, with customers, and with business partners. The service is seamless, offering virtually the same experience no matter where the call is made.

VoIP is one of the cheapest solutions to implement compared to traditional landline phone systems. Studies show that businesses save an average of 40% monthly while also increasing productivity by 20%.

If you haven’t seen my write-up of 5 ways that VoIP can benefit your business, then give that a quick read as well.

VoIP is clearly the best solution for most businesses, but it isn’t perfect. Setting up the systems properly will make them more efficient and reduce interruptions such as dropped calls or bad sound quality.

If your VoIP phone system needs a bit of a tune up, follow these tips to get the best results.

Check Network Capabilities

This is by far the most common culprit to a bad VoIP experience. Just because you have a great VoIP system doesn’t mean that it makes up for the rest of your network. As the saying goes, a chain is only as strong as its weakest link. 

Make sure that your bandwidth from your ISP is sufficient to handle phone calls as well as your existing computer/internet use. VoIP is additional data traffic on top of what you are already using, so you need to make sure your service can handle it.

If you are using a wired network that would be best. VoIP phones can utilize Wi-Fi connections just fine, but a wired connection always far outperforms Wi-Fi in terms of data transfer speed.

Adjust Your Home Router Settings

Your router will be directing all the traffic including your phone calls, so make sure it prioritizes your VoIP system. A bit of slowdown on web browsing isn’t really noticeable, but a little slowdown in VoIP traffic and you’ll hear it and it will change your experience for the worse. 

The setting you are looking for is called QoS (Quality of Service). QoS prioritizes key applications you define to ensure they get the bandwidth they need. Set all of your critical applications in QoS and put your cloud phone system at the top.

Invest in Headsets for Your Team

If you expect your team to be on the phone constantly, get them headsets. They provide quick and easy access to calls without taking up a hand or getting a kink in their neck. Make sure to get a quality headset, because a poor headset would just make the sound tinny and their mic unclear. Bad experiences for both parties on the line.

Create a Company Directory

Nearly all VoIP systems have auto assistants, and they can easily help direct calls with simple prompts.

It takes a little effort up front, but the payoff will be huge. You won’t require a receptionist to route every call, it can be done automatically.

We’ve all experienced this. Call a company and you can dial a specific extension if you know it, or look them up by their name, or if you don’t know who you need to specifically speak to you can reach the appropriate department that handles your need.

A well-designed directory improves the customer experience and increases office productivity.

Set Up Departments and Ring Groups

I’ve mentioned it in the directory but setting up departments is a critical set for routing calls. On top of that, you can (and should) set up ring groups that can route calls to certain extensions when needed.

You can have a ring group ring an entire department at once, or in phases. If somebody is unavailable at their extension, ring groups can send the call to alternate extensions for somebody to pick up.

This is a massive improvement to the caller experience by reducing wait time and reducing the need for voicemails and call backs.

Set Up Voicemail to Email

Sometimes voicemails are needed though, but they are never convenient. With voicemail to email features in VoIP, voicemails can be transcribed and sent as emails to the recipient. It makes the process much more efficient, as an employee can easily scroll through emails checking who called, and prioritizing responses to the messages with higher importance.

If you need a VoIP system, our Xennect business phone service is right for you. We offer a customer-centric service that will make implementation as easy as possible. Reach out today and we’d be happy to consult with how we can help your business.