Taking the Leap: 7 Things to Keep in Mind before Transitioning to Your New VoIP System

Telephone

Communication is the most vital part of any successful business. With only 6.4 million US businesses still using landlines, the use of traditional methods of communication is on its way to becoming obsolete.

As a business owner, you need to make sure that your phone company is efficiently connecting your employees and clients as well as any third-party stakeholders. If it isn’t, you might need to consider and alternative communication solution.

Consider VoIP

VoIP or Voice over Internet Protocol is a relatively new technology that allows businesses to make phone calls using network connections.

The best part of having a VoIP instead of a traditional phone line is that you can carry multiple data types and conversations over a single line. This makes it one of the most efficient and convenient modes of carrying data, conversations, and information between multiple locations.

However, before deciding to switch over to a new VoIP system, there are a few things you need to keep in mind to ensure it’s the best decision for your company:

The Quality of Your Internet Connection

It’s rather obvious, but without a high-quality internet connection, your VoIP phone service won’t deliver the desired results. A reliable and high-speed internet connection is one of the most important success factors for any VoIP service.

The good news is that with the modern innovations in fiber connectivity, good internet connections are progressively available nationwide.

Consider the Available Bandwidth and Call Volume

Every business has different requirements when it comes to their phone service. Before choosing a VoIP service provider, consider the volume of expected incoming and outgoing calls in your company as well as internet usage. Make sure your current bandwidth can handle the volume and data requirements.

If you feel like the current connection won’t be able to handle it, you might want to get a separate connection that is dedicated to your VoIP phone service requirements.

Evaluate All Network Components

One of the main culprits of the voice quality problems faced by VoIP phone services is poor network components. In many companies, the LAN room is a long distance away from the main office department. The network is connected to the computers with the help of a WAN port.

The most commonly used port is 100 Mbps which is often unable to handle all the connected computer, printers, and other devices in the company which require access to the servers. Adding a VoIP phone system to the already congested connection can result in a poor-quality connection.

The solution is to invest in a 1000Mbps port and make sure the hub is new and of good quality. Make sure any other connectivity components are also up to date to avoid a lot of headaches and time and money issues in the long run.

Check the Compatibility If Your Phone Equipment

Unlike the equipment used for a traditional fixed landline, a VoIP system requires equipment that has Ethernet support. Depending on your price range and the number of phones your business requires, you can get any equipment you need from your VoIP provider.

Top VoIP providers such as Vonage and 8×8 offer the latest technology with great options for phone sets and accompanying features. They are great for the productivity of your business and relatively easy to deploy. But most of the features offered by VoIP phone services depend on compatible equipment.

Train Your Employees Before Deploying the New VoIP System

The importance of training your employees cannot be overstated. Your team and staff members must be fully briefed and trained to use the various features offered within the VoIP phone service.

It can be very frustrating for employees to have a new system go live without having any idea how to use it. You can train them using tutorial videos, user manuals, and demos. Having everyone up to speed will help avoid any technical difficulties and save you valuable time once the system is operational.

Deal with All the Set-Up Requirements Before Going Live

There are a lot of little components that need to be set up before going live with the VoIP service. Make sure switching to the new system won’t affect the quality of service of the company by setting up everything correctly.

This means setting up all the extensions and a proper extension tree that leads to the right person, recording the greetings, and setting up appropriate background music.

This will ensure the company avoids any negative customer reaction and its business as usual once the VoIP is implemented.

Use the Mobility Features to Your Advantage

The best part about VoIP phones is that with a proper data connection they can be used anywhere. This gives your team the ability to work from anywhere whether it’s the office or out in the field.

Offering employees, the option to work from remote locations such as their homes is rapidly gaining popularity in almost every industry. With VoIP technology, the employees can continue working remotely without sacrificing their connectivity. Once you add the use of laptops, smartphones, and storage clouds to the mix, the connectivity possibilities are endless.

However, companies must proactively train all the employees on how to use and manage the mobility features of a VoIP phone system. Ensuring your team has the necessary knowledge and knows how to take advantage of the mobility features will reduce the risk of any communication gaps caused by human errors.

Switching to VoIP

Switching from a traditional landline to VoIP services doesn’t have to be difficult or complicated. You can follow these guidelines to have a seamless and smooth transition without any inconvenience for your business and team.

If you’re ready to make that decision and want to subscribe to a top VoIP service provider, log onto the Top5 Business VoIP website. We offer comprehensive reviews and side-by-side comparisons to help you choose the best VoIP service provider for your business!

If you have any questions or concerns about how much a VoIP phone service for your business might cost, log on to our website to get a free quote from all the leading VoIP providers today!