Cloud-based VoIP phone systems have gone from a business anomaly, used by young startups, to the standard way that companies of all sizes set up their most important communication system.
It’s estimated that by the end of this year, 90% of IT leaders will stop purchasing on-premises communication systems altogether. Today’s companies need to be flexible, mobile, and able to be operated effectively from anywhere.
VoIP phone systems made it possible for companies to continue making and receiving calls on their lines while having offices closed during the pandemic. The need to facilitate remote and hybrid teams looks to be something that’s going to be with us into the future, meaning companies are looking to make as many business processes cloud-flexible as possible.
How do you implement a cloud-based phone system in the most efficient way?
Just like any other business transition, things can go wrong if you aren’t following a set of best practices when setting up the new system. We’ll go through some of the things you need to do to ensure a smooth VoIP adoption.
Tips to Follow for an Effective Rollout of a New VoIP Phone System
Have a Redundant Broadband Provider
Having a redundant broadband provider should your main provider have an outage is good practice for any company these days because so many processes are dependent on an internet connection.
When your business lines are also cloud-based, it makes it even higher on the priority list to ensure you have a backup connection you can use if needed to avoid any downtime.
Set Up Router Quality of Service (QoS)
There are many bandwidth-related needs in an office, but not all are as important as others. For example, someone doing a computer backup may not need to have as high a bandwidth priority as your customer support team that is helping customers over your VoIP system.
Setting up Quality of Service optimizes how your Wi-Fi router allocates bandwidth. QoS rules will let the router know that VoIP and other important company functions should get priority and other bandwidth needs (such as a backup or large download) can wait in line.
This keeps non-essential processes from interrupting the online connections of essential ones.
Secure Accounts with MFA
You should secure your employee VoIP accounts with multi-factor authentication (MFA). It’s one of the best ways to ensure your accounts aren’t breached. You don’t want someone accessing your company account and stealing sensitive customer data or making calls on your business lines.
77% of cloud account breaches happen due to compromised passwords. You greatly reduce your risk of a breach by adding MFA to your accounts.
Provide Employee Training
Employees should get trained on any new type of software they’re using in their workflow, even if it’s fairly easy to use.
Cloud-based phone systems have a lot of great features, but employees have to know about them and how to use them to gain the benefit. Make sure to set aside some time with your VoIP provider for team training with your staff so they can hit the ground running with the new system.
Get Help Setting Up Your Company Directory
Like many cloud solutions, VoIP can be set up by the user. However, if you want to save time and get the full benefit of the service, it’s best to have some things done with the help of a pro.
Rocky Knoll Technologies offers our RKT Elevate VoIP Solution, which is very easy to set up and begin using. But we can also help you get set up with some of the more advanced features like company directory, hunt groups, and round-robin ring. These are all productivity-boosting features that save your team a great deal of time.
Have Employees Download the VoIP Mobile App
A big benefit of VoIP phone systems is that they can be used anywhere and from any device. So, no matter where your team is, your customers get the same professional phone system experience.
Being able to access VoIP from mobile is very convenient, yet not all employees realize they can download a VoIP app to easily transition calls from a handset to their smartphone.
During your employee training session have your team download the mobile app so they can all enjoy that convenience.
Set Up Voicemail-to-Email Transcription
You’re in a long meeting and finally get out. You check your phone, and you have 6 messages to listen to and no way of knowing which is more urgent until you listen to them all.
That scenario can be a thing of the past if you set up the voicemail-to-email transcription with your VoIP service. All voicemails are transcribed automatically for you and emailed. All you need to do is read over them to see who you need to call back first. This saves a lot of time and is a feature you definitely will want to set up as soon as possible.
Contact Us Today for a Quote or Free RKT Elevate VoIP Demo
Our VoIP system comes with excellent support and tons of great features. Contact Rocky Knoll Technologies today for a free demo for your Charlotte area business.
Call 704.594.7292 or reach us online.