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Thanks to technical innovations and cost savings, more and more businesses are making the move to VoIP phone solutions. But change can be scary. Will there be interruptions in service? Will your employees struggle to learn the new system?
It’s normal to expect some hiccups with any change – especially when it comes to technology. But we’re here to assure you that the move to VoIP is easier than you think. In fact, we can break it down into five easy steps, drawing on our experience moving customers to our MiCloud Connect business VoIP phone solution. So put your worries aside and start your journey to VoIP today.
Step 1: Select a VoIP phone solution provider
Picking the right VoIP phone solution provider is one of the most important steps toward a smooth implementation. It can mean the difference between a hassle-free transition and a massive migraine. Naturally, you want a provider who has a reputation for excellent customer service and reliability. It’s also important to make sure your vendor offers a solution that’s not only easy to implement, but is future-proofed, as well. For example, MiCloud Connect is a plug-and-play VoIP phone solution that’s implemented quickly and easily. As you need new features, or as new features become available, you can add them in real time, with no disruption to your business.
We recommend this handy checklist to make sure you choose a reputable provider who’ll deliver a simple yet powerful solution:
- An intuitive interface.
- A seamless experience across devices.
- Single-click functionality.
- Real-time admin and management functionality.
- Scalability.
- Proven reliability.
- A secure solution.
- Expert assistance included in the cost, especially during set-up.
If your provider checks all of these boxes, you can be confident you’re making a smart choice.
Step 2: Select your VoIP phone solution equipment
You won’t need a lot of equipment with a VoIP phone solution, which is great news. If you go with a hosted system, there’s no hardware to install or maintain on site. All you have to do is decide which type(s) of phones you want to use:
IP desk phones look just like your typical office desktop phones. There are many options, each offering a variety of features ranging from mobile integration to Bluetooth support. Define your needs up front, so you can select an IP phone that meets your employees’ needs.
Softphones work from your PC, giving your employees immediate access to calls. All they need is a headset!
A mobile app keeps employees connected no matter where they are. That makes working on the go easy.
Step 3: Know your network and connectivity requirements
A good internet connection is an absolute must. To avoid dropped calls and poor quality, calculate your bandwidth needs before you implement the solution. We recommend going with a high-speed broadband connection and making sure you have ample bandwidth to cover the number of lines using the service. If in doubt, err on the side of caution: Go for extra bandwidth to make sure quality never suffers. Your provider can help you calculate your bandwidth needs if you’re not sure of them.
Step 4: Test the system and train users
As with any technology implementation, you should always test before you launch. If you did your homework on VoIP providers, your selection likely has a team of experts who will walk you through the installation process and make sure everything is working as it should. Any glitches should be addressed prior to a full launch. Here again, your provider should take care of any issues for you.
An intuitive VoIP phone solution won’t require a lot of training. In fact, the interface should be easy to navigate, providing users with a seamless transition. It’s also useful to train a core team of super users first. These “champions” of the system can assist with wider adoption and answer questions from new users.
At Mitel we decided to simplify the training process with on-demand videos. These videos cover various aspects of the VoIP phone system, using separate videos to address the needs of end users and administrators. That way people won’t waste time sitting through unnecessary training. In addition, the on-demand option allows employees to complete their training at a time that works for them. That creates a more positive transition.
Step 5: Go live!
Believe it or not, you’re now ready to take the system live across the business. A good provider will be there with you, making sure there are no problems and keeping downtime to a minimum.
New technology often seems intimidating, but we’ve proven that making the switch to a VoIP phone solution is actually pain-free. A reputable provider guides you through the process and makes sure you’re up and running in no time at all. With minimal training required, employees won’t know what hit them. An easy-to-use system that makes communication and collaboration simpler than ever will have everyone asking why you didn’t make the move sooner.
