For businesses, making the switch to Voice over Internet Protocol (VoIP) can save you money while increasing the productivity of your team.
It has become a popular tool for communication but setting it up incorrectly can affect your overall experience with the system, and you probably won’t experience its full capabilities either.
But before we get into the set up process, let’s take a look at why so many companies have made the move to VoIP.
Why Has VoIP Become A Game-Changer For Businesses?
VoIP technology allows you to make calls over the Internet and not traditional copper lines. Essentially, it is a modern tool for modern businesses, able to cater to their growth requirements and offer more efficiency.
Its popularity is attributed to a couple of reasons, namely:
It’s affordable: This is particularly true for long distance and international calls which are much cheaper using VoIP than if traditional lines were used.
It’s remote-friendly: Calls can be taken from multiple devices including smartphones, tablets or laptops to accommodate those who are working while on-the-go.
Scalability: VoIP technology is designed to grow alongside your business with no additional equipment needed.
Boasts multiple features: VoIP systems are feature-rich to help businesses boost their productivity. Most systems will offer features like video conferencing, screen sharing and integration with Customer Relationship Management (CRM) tools.
Common VoIP Set Up Mistakes And How To Avoid Them
The outcome of your VoIP experience all depends on its initial set up. If not done properly, it can become more of a headache than a helpful tool.
Here is a guide on the most common errors that you could encounter and how to avoid them entirely for the ultimate VoIP experience.
Not Checking Your Current Internet Connection
VoIP calls rely solely on your Internet connection, therefore it needs to be reliable and stable. If your connection slows down or is too congested, your calls are at risk of sounding choppy or may drop altogether.
To avoid this from happening, first check your current bandwidth. A single VoIP call needs 100kpbs for both uploads and downloads, and consider how many people would be on calls at the same time.
The best way to check this is with a VoIP speed test which most service providers offer.
Failing To Set Up Quality of Service
If all traffic on your Internet connection is treated the same, you may encounter issues when big files are downloaded or cloud apps are used.
To prevent this, set up Quality of Service (QoS) on your router which will automatically prioritise voice calls on the network and allocate the required bandwidth to them. Even if your team works remotely, they still need to do this to prevent calls from being interrupted.
Not Investing In Quality Equipment
The equipment that you use for VoIP calls will play a big role in how clear the calls are. If your phones, headsets or routers are poor quality, it can result in static or dropped calls.
The best way to avoid this is to purchase VoIP-compatible equipment as well as noise-cancelling headphones for clear audio. You can also ask your service provider to recommend hardware that works best for their own system.
Overly-Complicating Your Call Menu
Customers can become highly frustrated if they spend too long choosing options in your call menu before they reach a human agent. They could choose to hang up on the call – and you could lose out on a potential client.
It’s best to keep your menu as simple as possible and always include an option to speak to an agent.
Not Having A Backup Plan For Outages
Always expect the unexpected and from time to time, power outages may occur. Due to VoIP’s reliance on the Internet and power, if both of those are out, the phones will stop working entirely and disrupt your operations.
To mitigate this risk, set up call forwarding to a mobile number where callers can reach you or consider a backup Internet connection like LTE.
Ignoring The Security Aspect
Just like any computer system, VoIP technology can also be hacked if cybersecurity measures are not in place. If this happens, hackers can listen in on your calls and hear confidential information or make costly international calls at your expense.
Always use strong passwords for every account and use encryption where possible. It’s also important to keep your VoIP software up-to-date as new updates can include security fixes that older versions don’t have.
Not Offering Proper Staff Training
Even if its set up correctly, your VoIP system is no good use if your team doesn’t know how to use it properly.
It’s best to offer training sessions before the system is implemented and provide quick how-to guides to troubleshoot any issues down the line. This will also come in handy if you hire new staff who can access the guides to learn the system.
