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Posted by Onyx IT ● Dec 13, 2022 12:01:30 PM

The global pandemic has brought into sharp focus the need to run a business from anywhere. Cloud solutions are needed to enable employees to work remotely. These include collaboration platforms such as Google Workspace and Microsoft 365. VoIP (Voice over Internet Protocol) phone systems have also become important.

VoIP allows companies to stay in touch with customers and potential customers. Employees can work from anywhere and still use the company's phone line. Callers get a similar experience no matter where employees work, in the office or at home.

If you have employees working from home, these old landline systems are inefficient. This has led to many companies switching to VoIP. Both for reasons of necessity and cost savings.

According to Microsoft, 82% of companies have saved 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. Inspect Network Capabilities

You can not just assume that you can activate a VoIP system and everything will be fine. Your network may not be able to handle the extra bandwidth demand without adjustments.

Things you should look at include jitter and packet loss. Also, check the router settings to make sure it can handle peak loads. Dropped calls or choppy audio show that you need to take care of problems. This may include adjusting network hardware and/or increasing your ISP's bandwidth.


2. Range Your VoIP Software With QoS Rules

Quality of Service (QoS) is an area in the router settings that allows you to determine which traffic is most important. If QoS is not in place, it means resource problems. A large cloud backup could interrupt your calls because it takes up bandwidth.

QoS sets up "traffic lanes" that give priority to certain functions. You want your VoIP software to be prioritized so that it gets the bandwidth it needs. This way you avoid less critical processes taking up internet resources.

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


3. Give Quality Headsets for Your Team

A cheap headset can ruin the calling experience for a potential customer. If someone calls and can not hear anything or has choppy reception, he will quickly become frustrated. He will most likely conclude that your business is not up to scratch.

Your employees may not be able to afford high-quality headsets. They may also not know which model to buy. Prevent possible problems by providing your team with high-quality headsets


4. Create 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 you set up the extensions of the employees.

If you set up a ringing group, you can have a call transferred to your entire customer service department. This is better than a single person who may be busy. This way the whole group is called and the first available person can take the call

Ring groups improve the caller experience by reducing waiting time. It also helps avoid the caller leaving a voicemail and having to wait for a callback.


5. Add Your Company Directory

Automatic assistants are extremely helpful and almost all VoIP systems have them. First, set up your company directory and then record messages to prompt the caller.
For example, you can set up a message that prompts the caller to enter the last name of the person they are trying to reach. If the caller is not calling a specific person, they can be transferred to a department.

Setting up a company directory takes a little effort, but saves a lot more. You no longer need a separate person to transfer each call. Callers can also get to the person or department they need faster. This improves the customer experience and increases productivity in the office.


6. Let Your Team Set Up Voicemail & VM to Email

When you come out of a long meeting, it can take a lot of time to go through a bunch of voicemails. Instead of listening to each one to see which calls have priority, you can just read through them.

The Voicemail to Email feature in VoIP phone systems transcribes voicemails automatically. They are then sent to the recipient by e-mail. This improves efficiency. It also eliminates the time you waste listening to entire messages to find out who called.

Have staff set up this feature with their extension and email address. Some VoIP systems also offer the option of sending transcribed voice messages via SMS.


7. Upskill Your Team on the Call Handling Process

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


Increase Your Business Phone System

Need help improving your business phone system? Looking for a better customer experience? Give Onyx IT team a call and schedule a consultation. Onyx IT team is here to help you!


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Article used with permission from The Technology Press.