How can you get more out of your VoIP system?

The North American VoIP market is expected to be worth more than $23 billion by 2024.

And that’s no surprise when VoIP allows businesses to save up to:

  • 90% on international calls
  • 75% on operational costs
  • 40% on local call bills
  • 30% on phone bills

These stats should provide any business with ample incentive to embrace the power of VoIP. But how can you keep getting more out of your VoIP system once it’s installed?

In this post, we’ll explore five tips to help you maximize the value of your VoIP setup.

Train employees on proper VoIP usage, function, and performance

Switching from a traditional phone system to a cutting-edge VoIP telephony solution can be a daunting transition for some (or all) of your employees. Especially those who spend most of their time interacting with clients/suppliers by phone and may struggle to see the benefits of transforming your entire telephony setup.

That’s why it’s so important to create a comprehensive training program that introduces employees to the new system, before and after it goes live.

Your training should be tailored to each department: explore everything they need to know to get started and maintain (or improve) their productivity. If you expect staff to learn as they go without any formal training on how VoIP works or how it will affect their routine, you could be setting them up to make mistakes and reduce their efficiency.

Your training should also provide a detailed overview of the ways in which your VoIP system can streamline tasks and reduce workloads, even in minor ways. (e.g. hosting conferencing calls becomes simpler with VoIP).

You won’t get full value for money if your team under-utilizes your system, so identify potential issues and provide training to rectify them when required.

Invest in quality VoIP hardware

It’s easy to overlook the type of hardware you choose when you switch to a VoIP system, particularly for small businesses on a tight budget watching every cent.

But if you settle for the cheapest VoIP hardware you can find, you could be missing out on the system’s full capabilities.

High-quality VoIP phones may provide:

  • Better audio for your employees and the people they interact with
  • Bigger, clearer, full-color displays
  • Video playback capabilities
  • Bluetooth connectivity
  • Programmable buttons/keys for customization

Take the time to research VoIP hardware before you commit to a specific brand or model. HD voice quality, for example, is a fantastic feature: your employees will sound crisper and clearer than ever.

Not only does this reduce the risk of misunderstandings and wasted time, it also contributes to a better customer experience.

Take advantage of VoIP mobile apps

One of the biggest benefits of a VoIP system is flexibility: you can make or receive calls on a range of devices — not just the phones in your office.

Just install the app on a phone, tablet, or laptop and you’re ready to communicate with clients or colleagues wherever you have an internet connection.

This is ideal if you intend to provide your team with more freedom to work remotely — and that’s likely when 40% of Canadians want to work from home regularly once the pandemic crisis ends.

Another benefit of using VoIP with devices outside your office is mitigating the potential disruptions caused by power issues or an emergency that leaves your workspace unsafe for a number of days. Your team will be able to make high-quality calls online at home or in an alternative working space, and your customers or suppliers may never know the difference.

Upgrading to a VoIP telephony system doesn’t just enhance your current communication setup — it can revolutionize it.

Use DID for more efficient call management

DID (Direct Inward Dialing) is a fantastic feature available with VoIP, and it can improve your call management significantly.

Essentially, you can assign a unique number to specific employees without the need for individual phone lines. This means even the largest teams can interact with numerous contacts at the same time without worrying about customers being stuck on hold for long periods.

A DID number is assigned to a gateway, which links the PSTN (Public Switched Telephone Network) to your VoIP network. Calls will be routed to the relevant person instantly.

VoIP with DID could make for a better customer experience if your business utilizes a traditional telephony infrastructure and your team is struggling to accommodate demand, especially as it grows.

Seek technical support when you need it

Sometimes, you may run into an issue with your VoIP system. You might find a particular feature doesn’t seem to work as smoothly as it should, or an employee may be unable to get into the system remotely.

These (and other) difficulties can be difficult — if not impossible — to fix without the proper training, skills, and experience. You could waste precious time trying to solve problems and get your system back at its best. That’s time that could be better channeled into other tasks.

That’s why it’s vital to reach out for help when you need it.

Trust a professional team to provide the advice or hands-on expertise to resolve your issues quickly and effectively.

Find a VoIP telephony service provider offering continued technical support. This can bring you peace of mind that you’ll have access to a resourceful, knowledgeable team in a VoIP emergency on any scale.

They may also be willing to create training sessions for your workforce — so you don’t need to organize it yourself.

GenX offers ongoing technical support for clients with VoIP systems via our helpdesk services, and provides training sessions to help employees learn how your new setup functions.

We can also install fully custom VoIP telephony systems tailored to your business’s operational and financial requirements.

Want to speak with our friendly team about how to get more out of your VoIP system? Looking for complete installation of all the VoIP hardware and software you need?

Contact GenX now!

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