If your office is using a VoIP system, then you’re familiar with all of its benefits. But are you getting the most out of your office phone system?
Too often businesses aren’t optimizing their phone systems to reap all of the benefits. This could be due to lack of time or training, or a bad VoIP installer who didn’t fully explain how the system works. After being in the business for over 30 years, we know just how you can get the biggest return on investment when it comes to VoIP.
Here are five time-tested tips to help you get the most out of your phone system.
Hold Employee Training Workshops
Having the best, most cutting-edge, high-tech communications system out there is great – if your employees know how to use it. What if your system has great file sharing and storage capabilities, but your employees are still sending important documents through email? Not only are they not taking advantage of the system, but using an outside system decreases productivity, not to mention the fact that most email systems aren’t known for their security.
Most VoIP systems are just one component of a communications system that can also include file sharing, video conferencing, remote desktops, and more. For example, Medlin’s Elevate Unified Communications program provides our customers with a complete cloud-based system that covers all of their employees’ daily needs.
If your system has all of these components, but they aren’t getting used, then you’re wasting your money. Training your employees on how to use every component of the system will help them be more productive and get your money’s worth out of the system.
Put Mobile to Work
Has the power ever gone out in your office? Or have your phone systems been down for any amount of time? Downtime costs your office business and the trust of your customers. But VoIP systems can function across more than just your office phones. Certain systems can also be integrated with mobile devices. This moves you away from relying on just your office systems and provides you with redundancy in case of an emergency.
If a VoIP system cannot reach you via your office phone, then it will go through several other numbers, including your mobile device, until it reaches a valid number. Integrating your VoIP system with your mobile device could also be attractive to potential talent. More and more millennials are looking to either work from home or hold flexible working hours. By integrating mobile devices into your office systems, you’ll be better able to accommodate those desires.
Don’t Be Afraid to Scale
Is your office growing? The more employees you add, the more opportunity you have for more business, and the better you’ll be able to serve your clients. However, growth can only happen if your new employees pull their weight and are productive assets to your business. Too often business owners hinder employee productivity by waiting to scale their office phones to match employee growth.
There are a few reasons a business owner may wait to scale. Is the employee going to work out? Is it worth expanding your phone service? Can’t the new employee just share someone else’s phone?
Remember: VoIP is much more than just a phone. It can function as part of a fully-integrated communications system that enhances business productivity. Waiting to scale will only hinder that employee’s training and the growth of your business. Don’t be afraid to scale- VoIP only requires one flat, per-user rate with no additional hardware installation required.
Keep Your File Storage Organized
If you want to get the most out of your office phone system, you should be using the cloud-based system that comes with it as well. In order for your integrated office phone system to boost productivity, you need it to stay organized. After all, a file storage system that looks like the office junk drawer isn’t going to be much use.
In order to keep your file storage system organized, it helps to have a set of rules to help employees stay organized when using the communications system. Ensure that everyone uses the same naming procedure, including date, file name, and the client it’s related to. Set up an organized folder system for appropriate storage of important files.
Customize Your Greeting
When customers call your business, they want to be greeted by a professional reassuring voice, not necessarily the automated robot that many businesses use. When setting up your office phone system, make sure you customize the greeting. It adds a personal touch that customers appreciate. If you can’t make it to the phone, customizing your VoIP greeting still allows you to “be there.”
Get the Most Out of Your VoIP System
You deserve to get the most out of your VoIP system. After investing time and effort into choosing the right system and having it installed, you want to make sure that you’re getting the maximum value out of that investment.
When you work with Medlin Communications, you can get the highest ROI out of VoIP.
We pride ourselves on being your one-stop shop for office communication systems. With multiple VoIP products to choose from and expert installers on our team, we’re confident that we can provide you with the best VoIP product for your business. After 33 years in the business, we understand what you need and how great office communications can help you grow your company.
If you’re ready to take your office communication system to the next level with VoIP, get in touch with us today.