These Tips Will Help You Successfully Deploy a VoIP Phone System

These Tips Will Help You Successfully Deploy a VoIP Phone System

One of the final pieces of legacy business technology still tied to a physical location is the company phone system. Analog landline systems have now become outdated as companies work to make all processes cloud-based to accommodate remote teams and a work-from-anywhere system.

Approximately 61% of businesses have now switched from an on-premises to a cloud-based VoIP phone system, many driven by the business transitions required during the pandemic.

While VoIP systems like Microsoft Teams calling and others can significantly lower company phone costs while providing expanded capabilities, there are some tricks to implementation that can optimise your transition. 

Use Ethernet Cables for Desk Phones

An ethernet connection to a modem can be as much as 10x faster than a Wi-Fi connection. While wireless is great, where you can, it’s helpful to connect using ethernet cables.

One part of a VoIP system that typically doesn’t get moved around is the desk phones. Where possible, you should connect your VoIP desk phones to your modem via ethernet.

Train Employees on the New System & Features

While VoIP is fairly straightforward to use, you should not just expect your employees to instantly know how to use all the new features. VoIP provides cloud-only features that landline systems don’t, like automatic transcription and voicemail to text or email. 

That’s in addition to features that may have been too expensive on an older system that a company can now afford with VoIP. Things like group ring, desk to mobile forwarding, and other features might be unfamiliar to your employees but be real timesavers once they learn how to use them.

For example, just a few of the great features on Business Voice for Teams are:

  • Hot desking
  • Call parking
  • Simultaneous ring
  • Microsoft 365 integration
  • Voice and video conferencing
  • And more

Make sure to set up training with your VoIP provider with your team so they can take advantage of the new system.

Have a Professional Set Up Things Like Company Directory

You can save a considerable amount of time if you have a professional, like GKM2, set up your extensions, ring groups, company directory, and other VoIP features.

Because we are familiar with the system we can set those things up for you quickly, where it might take one of your employees quite a while longer.

This allows you to keep the focus on your business, while we focus on ensuring your technology supports your activities.

Implement Quality of Service (QoS) on Your Router

Quality of Service (QoS) involves a set of prioritisation rules that are set up on your router to tell it what traffic to give bandwidth priority to.

QoS helps prevent dropped or lagging calls that could happen if another application is using up a majority of the bandwidth available.

For example, you would want to set up a QoS rule that says the VoIP system (no matter what device is using it) is a high priority for bandwidth allocation, and that a process like a server backup is a lower priority. This would mean that when a server backup starts up while you’re on a VoIP call, you won’t experience any lags or interruptions.

Have a Backup Broadband Connection

Your business phone system is a critical cloud process, along with many other cloud-based processes in the office. Having a backup broadband connection in this day and age is an important business continuity strategy.

This ensures that if your main internet provider has an outage, that you have a backup connection you can switch over to and avoid any business downtime.

Use a Local Service Provider You Can Speak to In-Person If Needed

There are VoIP services that are available from many different online websites. But if you use a service that’s located in another area or another country, you could be in trouble should you need support.

When you secure your VoIP service from a local IT provider, you have someone that you can meet with in person if needed and that can visit your location to help train your staff and review your desk phone set up.

Having local support is vital, especially when it comes to something as important as your business phone system.

Integrate VoIP With Your Other Cloud Business Systems

One problem with analog phone systems is that they couldn’t really connect to cloud systems easily. With VoIP, you can connect your voice communication with team messaging, customer communication trails, and more.

You can keep your entire communication system connected and searchable.

When choosing VoIP systems, keep in mind how well they integrate with your other work tools. For example, the Teams VoIP add-on is natively integrated with the entire Microsoft 365 ecosystem.

Learn More About Microsoft Teams Calling & VoIP Optimisation Today

Whether you are looking for a new VoIP system or need help optimising your current system, GKM2 can help! We’ll assist your Sydney area business with a fully optimised business cloud phone system that enhances your operations.

Contact us today to learn more. Call +61 2 9161 7171 or reach out online.