Although e-mail, instant messaging, and video messaging are all popular methods of communication, many businesses still rely on their phones for communication both within the company and with their customer base. A phone system needs to be reliable, and some businesses are hesitant to switch over to Voice over IP (VoIP) for this reason.
However, VoIP has become increasingly more reliable with recent advances in technology. For businesses looking to make the switch, there are six important steps to ensure a painless transition from the traditional private branch exchange (PBX) system.
1. Have a high quality Internet connection. VoIP relies on the Internet in order to make calls, so having a stable and high quality Internet connection is the first and most important step. Fiber connectivity is gradually becoming available in all areas, and upload/download speeds have steadily increased. With a good high-speed connection, businesses should have no issues maintaining reliable service.
2. Ensure all network components are updated or replaced as needed. A good Internet connection means nothing if the equipment isn’t there to back it up. Keep in mind what other traffic may also be going through the network — accessing mail servers, for example — and upgrade the network components as needed to remove any congestion.
3. Check that phone equipment is compatible with VoIP. Businesses should make sure that either their current phone equipment will work with VoIP, or that they can obtain the necessary equipment. This equipment will need to utilize Ethernet, and can usually be provided by the vendor. Proper equipment will ensure that the business can take advantage of all the features VoIP offers, including:
- call logs,
- call waiting,
- transfers,
- voicemail, and
- video calling.
4. Ensure that all parts of the system have been set up properly. A customer’s perception of the business’s quality can suffer if they call in and encounter an improperly set up system, which can include incorrect extensions, no hold music, or prompts that don’t work. Before the new system goes live, businesses should ensure that there are no errors that can reflect on them negatively.
5. Train all employees on use of the system. Employee training is imperative to ensure a smooth transition. Proper training will reduce the employees’ frustration and bolster productivity. Training can take the form of manuals, in-person training, or video instructions.
6. Take advantage of VoIP’s mobility. Workforce mobility is becoming increasingly popular because of the flexibility it allows, and a VoIP system means that employees can do their job from just about anywhere. Taking advantage of this opens up many possibilities, as long as employees are fully trained on how best to take advantage of their mobility and the advantages it offers.
These steps will help make the transition from traditional PBX as painless as possible, allowing the business to readily access all of VoIP’s benefits. Contact Cloud Source today to learn more about easily making the switch to VoIP.
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