Novel tech-driven solutions pop up around every corner, and most companies dread the notion of implementing yet another intricate system into their operations. It takes time to not only set up the system in place, but also to train and educate your employees on how to best use them, and it requires a substantial investment to make sure that you’ve purchased the best possible option for your business. Faulty equipment, subpar software performance, and lack of intuitive features makes it a tough choice for companies today to weed out the fad trends from actual innovation.
As far as boosting communication goes, your business cannot do better than VoIP. The abbreviation stands for voice over internet protocol, and it’s a true godsend for businesses to interact in smarter, simpler ways with their customers and employees alike. The fear of setting up the system, however, might deter them from making the switch. Here’s a simple guide to walk you through the process, so that you can focus on transforming your communication systems with this impeccable tech!
Choose the right equipment
First of all, check if your current internet package allows you enough bandwidth, speed, and security to expand your communications to include VoIP without losing quality. Now that you’ve made sure that the key vessel for your new VoIP platform is all set, the main portion of setting up the system will boil down to the right hardware. You’ll need adapters for your phones both at the office and at home so that your employees can use their own devices instead of your traditional landlines to make and receive phone calls.
Every package requires a router for the office, so make sure that you select a high-quality router to increase security, speed, and of course, a stable connection. At the office, you might need a few more pieces of equipment, such as a computer to serve as a PBX server – or a private branch exchange server, to make sure your employees can make internal calls over the same system. You can also invest in VoIP compatible devices such as phones, but that’s entirely up to you.
Find the most feature-rich VoIP service
The technology in question is far from new, so there are all kinds of valid options out there, but you need to find the perfect match for your business. That will mostly depend on the variety of features providers offer within their package. If you take a look at the comprehensive Nextiva VoIP service, you’ll notice that phone calls are only one part of the package.
You can also use other handy features such as call recording, sending a voicemail to email, texting, and setting up conference calls for your team. Check your budget, your number of users, and then find a plan that comes with the features that will be useful for your company.
Select your optimal number of users
Companies, or at least most of them, know that VoIP is used for phone calls and thus ideal for customer support departments. However, VoIP also works in favor of your entire organization, since it lets you communicate internally, as well, set up more productive meetings with your team via video conferencing, and the like.
Depending on the purpose of your chosen VoIP system, you’ll need to be careful when selecting your plan. Why? Because each provider will charge differently, and various plans come with different features. So, count your number of users, go through the plans on offer, and then make sure that your teams are well-equipped to make the most of your new communication platform.
Test your system and train your team
Photo by Dylan Gillis on Unsplash
Following guidelines and respecting the designated directions is all fine and dandy, but we all know that technology can come with its own quirks. That said, before you launch your VoIP system into full speed ahead, you should conduct various test calls to check the call quality, to see if the adapters are working properly, and to make sure that every single user knows how to utilize the equipment.
Furthermore, a test for any delays in the calls you make or receive. This can be due to poor internet connection, which is why double-checking your network strength is essential for your VoIP to work. Finally, check that your firewall settings aren’t preventing your calls to go through, so you should ensure that your security systems are in line with your needs.
See Also: 10 Best Call Tracking Software Tools
Of course, you’ll find that each VoIP system has its own unique process of setting up that’s outlined in their own guidelines. That said, the core of the system is quite simple and straightforward, and takes very little getting used to on your end. Make sure that you’ve selected a trusted provider, invested in the right hardware, and your office as well as your home will soon be ready to take on calls from your customers with ease.
