Upgrading your traditional phone system to VoIP can greatly improve business communication and save money. However, deciding which provider and features are right for you can take time and effort.
VoIP turns analog audio signals into digital data packets sent over the Internet. The resulting calls are more reliable and have better audio quality than traditional landlines. This post from Ooma takes you step by step through the process of VoIP phones.
Determine Your Needs
A VoIP phone system offers many features not found on traditional business phones. It can also help businesses save money, especially when employees frequently work from home or on the go.
A key benefit of VoIP is that it allows users to receive incoming calls anywhere their internet connection works. For example, they can use their mobile phone to receive a call, rather than relying on a landline at the office.
In addition, VoIP can integrate with software that provides other features like interactive voice response (IVR), operator panels, and conference calls. This can be helpful for customer support departments, for example. It can cut down on long hold times and improve the ability of teams to address customer concerns. It also makes it easy for agents to answer customer calls on their smartphones, even if they aren’t at the office. Many providers offer a la carte options for these additional features.
Choose a Provider
Whether you’re an established business that has outgrown the traditional landline system or a start-up looking to grow with a scalable platform, VoIP phone solutions are designed to fit any company. Make sure you choose a provider with a plan that matches your needs and budget.
The best providers offer many features, including mobile apps and conferencing. They also offer advanced telecommunications functions like voicemail transcription that can help your team save time by not listening to the same message twice or more.
Look for a provider that offers a robust uptime guarantee and ensures high call quality. If the solution you choose relies on your office’s internet connection for call clarity, it’s important to ensure that your office has a strong enough bandwidth for the service. Also, check for providers that offer an auto attendant, voicemail to email or text, call forwarding, and more. These are all features that your team will appreciate and use.
Install the System
Thankfully, the technology behind VoIP is simple enough for a business to install and use. A centralized server manages calls, which can be distributed over the Internet to desk phones and mobile devices.
With fiber Internet transforming households’ Internet connectivity, it is the perfect time for businesses to switch. A VoIP system can be up and running quickly and easily – all you need is high-speed Internet and an ATA adapter for your analog phone lines.
VoIP has various helpful business features, such as call forwarding and voicemail transcription. These tools can be especially useful for sales teams that frequently travel to client meetings and trade shows or those companies with a work-from-home policy. VoIP also offers some benefits that can help you protect your data and customers from cyber-attacks and other security vulnerabilities. These include a disaster recovery plan that route calls to other phone numbers or communications channels in the event of a power outage or natural disaster.
Test the System
Unlike traditional landlines, VoIP systems run over the Internet instead of telephone lines. Therefore, you’ll need a strong broadband connection to support the system without issues like latency or jitter.
You’ll also want to ensure that the service meets all your business needs and expectations. For example, you may need more features, such as HD voice, to improve the quality of your calls and give your customers a better experience.
Additionally, your staff might need more mobility options, such as mobile apps and work-from-home capabilities. Fortunately, most VoIP systems are flexible enough to scale up alongside your business’s growth and can work on any smartphone or computer. Then there are other features, such as advanced analytics, call recording, and more, that will improve your overall business performance.
