What score would you give your organization if your ability to quickly get your employees set up to work from home was a test of your corporate flexibility? Was the process seamless? Clumsy? Something in between? Part of your decision in giving yourself high marks or a failing grade has to do with how you transitioned your communications.
In our digital age, communication happens in many forms – email, messaging, video and voice. What happens within the communication is the sharing of ideas, the building of relationships and the transacting of business. When communications are disrupted, your whole business is impacted.
Reliance on Cell Phones Can Be Clumsy
If your company asked you to use your cell for your main voice device when you started working from home, it could be because your corporate phone system is older PBX analog technology. Forwarding all your calls from your company phone to your cell phone is possible, but it’s really an incomplete solution, as you’ve probably discovered. Yes, you can receive calls but the communication experience you get with coworkers, customers and vendors can be complex and confusing. It can also pose security risks if employees are using their personal cell phones that aren’t managed by the company.
While most phone systems will allow you to forward calls to a cell phone, there may be additional charges from your phone company to do this. Additionally, outgoing calls will be identified with the specific cell number, and not your corporate number. When recipients don’t recognize the number, they may ignore your call or worse yet, block your number because they suspect you’re a solicitor.
On the flip side, while your calls may easily forward to your cell, the caller may need to talk to someone else in your organization. In that case, you’ll have to find the number for them and they’ll have to make a separate call. This can be frustrating and take a lot more time for everyone.
Office to Remote Location Seamless with VoIP Phones
Contrast this with companies like XPERTECHS, who have VoIP (Voice over Internet Protocol) phone systems. When we sent our employees home, they took their desk phones with them, plugged them into the internet and they were up and running.
Even though everyone has been working from home, our voice communications have been able to carry on in exactly the same way that they do when we’re in the office. We can respond to incoming calls, hold or transfer calls, get voice mail, and make outgoing calls just like we do in the office. Everyone gets a consistent experience.
Reasons to Switch to a VoIP Phone System
The COVID-19 pandemic is certainly a situation that has caused many companies to change how they do business. When your office location reopens, you might be able to go back to using your old phone system as before, but there are other reasons to switch to VoIP.
Decrease Capital Expenditures – You won’t need to buy and maintain expensive equipment. You will, however, need to purchase handsets and consoles.
Lower Costs – Depending on the system you choose; your overall voice communication costs could be lower with VoIP.
No Software to Update – You’ll always have the most up-to-date version.
Scalability – You can add and subtract users, only paying for what you need.
Enable Remote Work Force – Whether by choice or by necessity, you still might have remote workers after the COVID-19 situation has passed.
Improved Customer Experience – High level of responsiveness is enabled due to communication.
Great Employee Experience – Employees have the tools that help them to be better collaborators and communicators.
Internet Bandwidth Considerations
When you’re switching over to a VoIP phone system, you’ll need to evaluate your internet bandwidth needs. The equipment handling the voice traffic will not be at your location, it will be in the cloud. It’s possible that you’ll have to increase the capacity of your internet. Additionally, when employees are working from home, internet speeds at their home could affect performance.
How VoIP Coordinates Your Communications
In addition to having the flexibility to operate from your employees’ remote work locations, VoIP phone systems are loaded with capabilities that can coordinate communications. Here are a few examples:
- Desk to mobile flexibility
- Voicemail to email
- Video calling and conferencing
- Custom caller ID
- Block, route and transfer calls
- Auto attendant and call routing
Time to Upgrade Your Phone System
If your remote workers are struggling to manage communications with their cell phones alone, then your business is probably experiencing more stress than it needs to. Contact us to explore your options for a VoIP phone system that will not only improve communications but improve your business.