Tips and Tricks to Get the Most Out of Your Business Phone System

Over the past few years, businesses have seen an increase in digitization, moving from traditional communication to cloud-based options. Solutions like VoIP (voice over internet protocol) have grown rapidly as remote and hybrid work has increased since the pandemic. The global VoIP market is projected to exceed $93 billion in 2024. Tapping into internet-empowered communication with a VoIP business phone system is a great way to enjoy the quick convenience of a desk phone while enjoying upgraded features.   

Effective communication has become critical as organizations grow in size and complexity. In the modern business landscape, a reliable and efficient phone system can be a game-changer for businesses looking to optimize their communication processes. Here are a few tips and tricks to getting the most out of your business phone.  

Choose the Right Hardware 

If you would like the comfort and familiarity of a VoIP-enabled desk phone, it's important to choose the right one. The hardware you choose can significantly affect the quality of your calls. Phones that offer excellent call quality can be in the higher price range, but you often get what you pay for. That being said, finding a phone with the best value for you and your team is critical. Remember that poor audio and dropped calls can disrupt workflow and frustrate your employees. 

Employee Training and Adoption 

The beauty of a VoIP phone system is that adaptation is easy for employees who are already using business phones. It won't take long to get your team up and running with the essentials, but learning the full suite of features might take some time. After all, if everyone only uses features they already had access to with their old phones, what is the point of upgrading? 

Train employees on new, advanced features like call recording, video calling, and accessing the system on the goal. It's also a good idea to check in with employees after they've had a chance to use the new phone to answer common questions or issues that might reveal training gaps. 

Unified Communications 

Voice calling now shares the spotlight with several other communication methods in modern workplaces. Digital communication, which includes email, instant messaging, and video calls, has become ubiquitous. The abundance of communication methods comes with negatives and positives. Digital communication makes 45 percent of workers feel more connected to their teams, but 60 percent feel some level of burnout. Streamlining these communication options can preserve the advantages while addressing some pitfalls. 

Unified Communications (UC) is an excellent pairing with business VoIP phones, facilitating seamless collaboration. UC integrates various communication tools (voice, video, chat, email) into a unified platform. Employees can seamlessly switch between channels, improving collaboration and productivity. Then, VoIP business phones systems become part of this ecosystem, allowing real-time communication across devices and locations. 

Auto-Provisioning and Configuration 

Auto-provisioning is a great feature that's common in VoIP phones. It simplifies the setup processes and minimizes the disruption of transitioning to a new system. Auto-provisioning allows phones to retrieve their configuration settings automatically from a central server.  

Set up a server in advance with the necessary phone configurations. Then, when you plug in a VoIP phone and connect it to the network, it will automatically download the settings and configuration. Without auto-provisioning, you'd have to set up each phone manually. This is an essential feature for businesses with more than a few employees. 

Upgrade Your Phone System Today 

A well-configured business phone system can greatly improve communication and productivity, increasing customer satisfaction and revenue. You can get the most out of your business phone system and take advantage of its many features. Remember to regularly review your system's settings and usage to ensure that it continues to meet your business needs and goals. With the right approach and tools, your business phone system can be a powerful asset to your company. 

To learn more about VoIP phones and unified communications, give us a call at 888.376.5577 or reach out to our web team!