VoIP

7 VoIP Setup Tips for a More Productive Office

January 17, 2023

The global pandemic put a strong emphasis on the need to run a business from anywhere. Enabling employees to work remotely requires cloud solutions, including VoIP (Voice over Internet Protocol) phone systems. VoIP allows companies to stay connected with customers and potential customers regardless of where employees are working. Callers get a consistent experience whether the employee is in the office or at home. According to Microsoft, 82% of organizations have reported saving money after implementing VoIP.

While VoIP is the right direction for most businesses, it is not foolproof. Companies that do not set up their system efficiently can experience dropped calls, low bandwidth, and features that go unused. Here are seven setup best practices to help you get the most out of your cloud phone system.

1. Check Network Capabilities. You cannot simply enable a VoIP system and assume all will be well. Your network may need adjustments to handle the additional bandwidth requirements. Look at factors like jitter and packet loss, and review your router settings to ensure it can manage peak traffic times. Dropped calls or choppy audio are signs that you may need to address network hardware or increase your ISP bandwidth.

2. Prioritize VoIP Traffic Using Quality of Service (QoS) Rules. Quality of Service is a router setting that lets you define which types of traffic receive priority. Without QoS in place, a large cloud backup running in the background could consume enough bandwidth to interrupt your calls. Setting up traffic lanes that give VoIP software priority keeps calls smooth and improves the overall reliability of your phone system. The same principle applies to other business-critical 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 the audio is choppy or unclear, they will quickly lose confidence in your organization. Employees may not know what to buy or be able to afford higher-quality options on their own. Head off problems by issuing quality headsets for your team.

4. Set Up Departments and Ring Groups. One of the most useful features of VoIP systems is the ability to create ring groups. You define your department groups, assign employee extensions, and then configure calls to ring the entire group rather than a single person who may be unavailable. This reduces wait times, minimizes voicemails, and improves the overall caller experience.

5. Create Your Company Directory and Auto Attendant. Auto attendants are standard in nearly all VoIP systems and can eliminate the need for a dedicated call router. Set up your company directory, then record prompts that guide callers to the person or department they need. While it takes some effort to configure upfront, the time savings and improved caller experience pay dividends quickly.

6. Enable Voicemail to Email. Going through a long list of voicemails after a meeting is inefficient. The voicemail to email feature in VoIP systems automatically transcribes voicemails and sends them to the recipient by email or SMS. This allows employees to scan messages, identify priorities, and respond faster without listening to every message in order. Make sure each employee has this feature configured with their extension and preferred email address.

7. Train Your Team on the Call Handling Process. Do not leave employees to figure out a new VoIP system on their own. Proper training ensures that your team can take full advantage of every time-saving feature the system offers and that your customers receive a consistent, professional experience from the first call.

Get Help Enhancing Your Business Phone System.

Need help improving your business phone system or customer experience? The team at Cyber One Solutions can walk you through VoIP setup and optimization. Contact us today to schedule a consultation.