How Does VoIP Impact Your Daily Business Workflow?
To support your teams, you must have a communication system in place that meets all your business needs and seamlessly facilitates all the collaboration that takes place to foster success in your business.
Business communication technology has evolved tremendously in recent years, and leverages the connective power of the internet to provide companies with robust communication services that are key to business growth. As a result, many companies are switching from their legacy landline phone system to the more convenient and affordable VoIP phone service packages now offered for businesses of every size and stage of growth.
But how does VoIP improve your daily business workflows? And how do you prepare employees for a switch to VoIP?
This article will address these questions and illustrate how switching to VoIP can positively impact your business workflows.
What Part of the User Experience Remains the Same with Business VoIP?
The VoIP calling experience is virtually the same as using a legacy landline solution. An employee can easily make and receive calls via an IP phone at their workspace, and the experience of answering a phone call or dialing out to connect with clients, customers, and partners will feel familiar and make learning the VoIP system much easier for your teams.
VoIP also functions through apps on mobile devices, and after launching the VoIP app on a smart device, employees will be able to make and receive calls in much the same manner as they do daily on their smartphones.
What are the Positive Business Workflow Changes You Can Expect by Using a VoIP Solution?
While the calling experience will feel similar for employees and help them assimilate to your VoIP solution easily, there are many changes that implementing VoIP will bring to your organization.
Here’s a closer look at some of the positive business workflow changes you can expect by using a VoIP system.
Access to Advanced, Productivity-Boosting Features
The features and tools offered by VoIP vendors are robust and advanced. These elevated tools will help enhance your company communications. While your business needs, users, and budget will all work together to help you choose the best VoIP features and capabilities, there are core tools and functionalities every VoIP solution should have:
- Call forwarding
- Number porting
- Call routing and transferring
- Call recording
- Voicemail to Email/Text Transcription
- Auto-attendant or virtual receptionist
- Mobile apps
- Integration capability with other business software
- Call conferencing
- Data and screen sharing
- User-friendly dashboards
- Reporting and analytics
Deeper Insights Through Business Software Integrations
Your VoIP solution serves as a communication hub in your business, and as such, it will need to be integrated with any of the other important business systems you have in place to streamline operations and drive sales.
Integrations mean deeper insights and increased availability of information that your employees need to best do their jobs. For example, integrating your VoIP system with your CRM or contact center solutions will give customer service agents or sales reps a broad spectrum of data at their fingertips as they receive or make calls, which improves the customer experience and drives sales conversions substantially.
Constant Global Connectivity
VoIP helps your business stay mobile and competitive by providing abundant communication services and tools that you and your employees can access remotely, in a variety of different configurations. VoIP is accessible through mobile apps that function on smart devices, by connecting a USB key to a laptop, or logging into a cloud account from any internet-connected device.
Reduced Costs and Travel
One of the most compelling business reasons for making the switch to VoIP communications is cost-savings. With VoIP, you don’t have to worry about upfront hardware costs or system maintenance fees and staff. In fact, Telzio asserts that 99 percent of companies who switch to VoIP experience costs savings ranging from 50 to 75 percent.
These savings only account for what you’re likely to save in your operational expenses but you can save further in other areas of your business as well, such as travel expenses, by using VoIP features that support video conferencing to connect in a more personal and meaningful way with people all around the world without having to be in the same location.
Improved Daily Productivity
Implementing VoIP not only reduces your costs, but it also helps increase employee productivity at the same time. Together, cost savings and boosted productivity can help your business grow profits quite quickly. In fact, according to MegaPath, VoIP can help boost productivity by saving employees an average of 32 minutes per day, simply because teams can reach one another on the first try and collaborate more efficiently and effectively.
How to Prepare Your Teams for VoIP
To choose the very best VoIP solution for your business and ensure that it’s used to its full potential for your benefit, your employees who’ll be using it most must embrace the system fully.
So, in addition to knowing things such as how many people will need access to your system, their skill level, and the tools they’ll need, you will also need to understand their expectations.
You should dedicate some time to finding out exactly what your employees need for their communications and understand what they expect from the system. This way you can structure your switch to VoIP as smoothly as possible and train your employees more thoroughly to make the most of your VoIP system from the moment your teams begin using it.
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