Communication is a vital component of any business. Great communication can help drive your business forward, and poor communication can cause your teams and your company to unravel quickly. No matter the size of your business, you may also rely on the quality of technology and business software you have implemented to facilitate your business communications and growth.
Voice Over Internet Protocol (VoIP) is one of the most popular business phone systems for company communications due to the many benefits it provides business users. However, in order for your VoIP phone system to best facilitate your business communications and support your continued growth and success, it must be implemented successfully.
There are many factors that can contribute to an unsuccessful VoIP business phone implementation, but the most common reasons stem from a lack of planning or knowledge about what type of phone system will best suite your business communication needs. Fortunately, with the correct preparation and planning, you can overcome common VoIP implementation pitfalls and choose a phone system and deployment method that will more adequately serve your business.
If you have recently experienced a VoIP phone system implementation failure, you can recover gracefully and plan for successful implementation by following these recommendations.
Reassess Your Business Needs
One of the most common reasons contributing to unsuccessful VoIP phone system implementations is a lack of clear understanding about what business needs exist in your company, and how a VoIP system will fulfill those needs. If you do not use business needs to select your phone system, then you may end up spending more than necessary for features you don’t need or find that you’re missing key tools to support your business communications.
You can avoid frustrations, lapses in communication, and costly implementation failures by taking the time to consider the business needs you need to meet with your VoIP system. You can use the below questions to shape your planning and help you make a list of phone system business requirement:
- How many people within your company will be using your VoIP phone system?
- What tools and features are necessary for your business communications? Which do you not need?
- What type of deployment makes the most sense for your business?
- Will remote employees be able to use the phone system successfully?
- What other business software do you use daily that will need integrated with the phone system you choose?
Reevaluate the Features and Tools Needed for Successful Business Communication
If the VoIP phone system you implemented does not offer the important tools and features that you need to meet your business communication needs, then the implementation can easily fail. Using your list of business communication requirements as a guide, you can more easily determine the exact features and tools you need for your business. If you are unsure about what tools and features will best serve your company, it can be helpful to incorporate your leadership and employees into the conversation to learn what they would find most valuable. At a minimum, your VoIP phone system should include:
- Call forwarding and routing
- Call recording
- Call conferencing
- Auto-attendant or virtual receptionist
- Voicemail to email capabilities
- Mobile apps
- Easy to use dashboards
Determine if a Second Internet Connection is Needed to Fulfill Your Communication Demands
If a main factor in your VoIP implementation failure was insufficient broadband width or communication lapses or failures, then you may simply need to increase your internet coverage to support your VoIP phone system. If you have other business systems that rely on a sole internet connection, then you may need a second connection specifically for your VoIP phone system in order to manage call volumes and support all the features you need for successful business communication.
Choose Your New VoIP Provider Thoughtfully and Carefully
A VoIP phone system implementation can fail quickly if you are not happy with the service or support your provider is offering. Fortunately, there are many excellent VoIP phone system providers competing in the market, and you have a wealth of options when it comes to choosing your perfect phone system and services.
As you research your options carefully, you will be able to create a short list of options you’d like to consider. To ensure your VoIP provider is the right one for your business, it is also a good idea to schedule a meeting with the provider to talk through your key business needs and see a demo of their features and support options. The provider can also guide you through a discussion aimed to determine what type of deployment method (IP-PBX or Cloud-based) will best support your business communications and meet your budget requirements.
A failed VoIP phone system implementation does not mean that a VoIP communication system will not work for your business. If you take the proper steps to carefully plan and prepare for your VoIP implementation, you can achieve success and enjoy a business phone system that will help your business flourish.