How to Integrate Your New VoIP Phone with Internal Communications at Work?

Strong internal communication is vital for an organization to progress in any industry. So many problems that occur on a regular basis in organizations are due to a breakdown of communication. It impacts all aspects of a business from employee safety to customer experience.

VoIP is a communication system that allows phone calls to be placed using an internet connection. At least that’s what it was meant to do, traditionally. Today, VoIP systems are completely cloud-based and provide services like video conferencing, SMS, group chat, integration with CRM software and even artificial intelligence capabilities.

For your organization to compete in the industry, it’s important to upgrade your VoIP system and integrate it into all your business processes. You can compare the various VoIP systems to find the best one for your organization.

There are a number of ways you can squeeze the maximum amount of benefits from your VoIP system.

Syncing Calendars

Majority of the VoIP service providers also offer mobile-based applications for both, iOS and Android devices. Every smartphone has a default calendar but it’s necessary to find out if that calendar is compatible with your VoIP system or not.

Employees often miss client meetings and deadlines because they’re unaware of their colleagues’ schedules. Having a calendar integrated with your VoIP system will ensure that your staff is on the same page regarding all matters of business. You can set permissions so only those who are authorized learn about the information. Events can be added automatically to the calendar using the VoIP email client.

Track Complaints and Requests

You should always choose a cloud-based Customer Relationship Management (CRM) system so customer data can be accessed and updated in real-time from any part of the world. CRM systems also have the functionality to tracks customer complaints and requests within the application. This ensures that no complaint is overlooked or received more than once.

The top VoIP systems of 2019 allow integration with most CRM systems. Get the IT support staff to make the process of communicating with customers as seamless as possible. Your employees will be able to call directly from the CRM system; this will save a lot of time and money.

Emergency Lines

For emergencies and other crucial announcements, most companies install alarms or expensive public address (PA) systems along with separate microphones and speakers. In addition to being costly, this method is not very effective.

Microphones and speakers can’t be placed in every room. This means that there may be times when internal communication regarding emergency matters fails. To avoid this problem, you can integrate your VoIP system with the emergency broadcast system.

For announcements, authorized staff can simply override all current communications taking place within the organization and broadcast their message. Anyone who’s connected to the company’s network, using their phone or laptop, will receive the message immediately.

Increasing Communication Efficiency

It’s common knowledge that email systems have auto-reply function but not many companies use their VoIP system in the same way. Instead of a generic voice-mail message, employees can customize their message according to the situation.

For example, if the call is from a high priority customer it would be automatically transferred to the employee’s personal smartphone or to their assistant. If the employee’s manager is calling, then a message would be sent informing the boss about the employee’s schedule and whether they’re in a meeting and where. The IT support staff can program the rules according to each employee’s needs. This will improve the internal communication of an organization significantly.

Top organizations of the world are already integrating their VoIP systems with their business processes to improve efficiency.

Guest article written by: The author is an adrenaline junkie who loves scuba-diving and bungee jumping. They like to participate in competitive sports and write about new and exciting ideas for Top5 Business VoIP in their free time.

Leave a Comment