Mistakes to Avoid When Integrating Your Business Phone System

Mistakes to Avoid When Integrating Your Business Phone System

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Communications are an integral part of a company’s operations. With the growing population and parallel demands for every product and service, the world is crowded, and it paved the way for advanced communication systems. So, a business phone system is the primary means for a company to communicate its work with its partners, employees, and customers.

Hence, you must be constantly aware of business communication system upgrades. This is a necessity as nearly all businesses move to digital. Emerging IT companies result from this growing demand because the old, outdated technology cannot accommodate the demands of the present digital world.

However, talking about the issue, all companies are not equal; you might find an experienced or inexperienced one. These inexperienced corporate companies continue to commit several common mistakes. But their customers are paying for them.

This article will inform you of some of the most common errors corporate businesses make when implementing a new phone system.

Not Conducting Comprehensive research: 

During the research phase, the client and your staff must examine all aspects of the existing system. Some less obvious and rarely mentioned aspects are overlooked here. Your team has to perform a proper search, keeping in mind your requirements and the options left with the provider you are going through.

A good management team will maintain a checklist for this phase to be fruitful to ensure everything is noticed.

No estimation for Common Workflow systems:

Most businesses do not have complicated phone system requirements. But at the same time, every firm has its workflow format. Likewise, corporate companies have typical workflow scenarios, which they need to be well-versed to effectively implement their work strategy. 

Some common workflow scenarios that require more thought can be front work reception, security work area, clerical operations, and telecommuters.

Outdated cabling may be overlooked:

This will have a very negative impact on the deployment of your business phone system. Cloud telephony devices often experience quality issues. Yet, this happens only if you don’t consider the existing cabling. So, consider purchasing larger bandwidth cables that can transmit more information for network quality when planning the physical component of your deployment.

Do not ignore the Design of Your Wireless Network:

When you deploy a Cloud-based business phone system in your company, you have the plan to use softphones on your wireless access. Hence, it is crucial to look at your wireless network. Suppose your network is not prepared to handle cloud phones effectively. In that case, it can generate issues such as oversaturation of the access points, jitter, latency, and poor audio and video quality.

Quality of Service (QoS):

The quality of your products and services defines customer loyalty. Therefore, you must have a well-defined plan to implement Quality of Service (QoS).

So, your technical team has to be aware of consistent settings across your organization. You need this for the QoS to be effective. Understand that the quality of your calls, video, and screen sharing while conferencing might degrade if the digital flow cannot accommodate your QoS configuration. 

An unclear dial plan:

Sometimes if it is a large organization, dialing plans can become quite complicated with an extension. Probably, things get out of hand once you add extensions or have multiple locations or acquisitions. Sometimes, you may face scenarios where extensions overlap.

Start working on a complicated dial and extension plan to make it all work. Configuring a straightforward extension and calling plan from the ground could simplify user communication operations.

Not Planning for Emergency Service (911):

Many businesses might be unaware of the requirements for cloud phone emergency dialing. In such cases, it becomes difficult for emergency services to locate the caller at times of need. 

Advanced Call Flow Plans: 

The whole call flow system and its planning depend on your company’s and customers’ needs. When planning for advanced call flows, your communication partner should avoid certain errors when deploying your new business phone system:

For example, poorly designed IVRs, Hunt Groups, and confusing call flows could be a huge problem. In addition, you must take advantage of advanced call flows where they could be useful.

Mistakes to Avoid When Integrating Your Business Phone

Absence of a Plan for Deployment:

Remember that there are important planning strategies you should always pay attention to. You must be ready for worst-case scenarios like system outages in emergencies. So, ask yourself;

  1. What is the importance of your company’s phone system?
  2. When your phone system fails and what happens then?
  3. What is your service’s resilience?

Importance of Call Management:

Cloud phone technology is remarkably flexible, and its feature sets become more individualized for particular users as they develop. Even items that contend straightforwardly with each other might not have similar abilities. Assuming your organization is investing resources into cloud administration, ensure that you remember the organization’s requirements for the arrangement. Because call management is an essential component of telecommunication, it requires special attention.

Application: 

Let’s say you have a lot of calls coming into a certain set of phone numbers; for instance, the clerical desk. In that occurrence, call lining might be expected, in which the cloud telephone framework naturally conveys calls across augmentations based on their accessibility, geology, or different factors and limitations. Extension management is another example of the same. 

Never compromise on Security:

The most sensitive and crucial thing is security. Security is the top priority of each cloud-based service. You should integrate it into your organization’s server because new hacking methods are emerging daily. Therefore, comprehensive security measures must be more crucial for an internet-connected application like Cloud phone technology, which is the heart of your company’s communications. If possible, negotiate security terms into your contract and conduct due diligence on service providers. By doing this, you can determine who is accountable for data that traverses their cloud-based services.

Conclusion:

To summarize the above article, it is important to remember how each organization interacts with internal and external contacts is unique. It depends on their requirements. If you only use voice channels, this is a small concern. However, a voice-enabled business is like a unicorn in today’s world. 

Because every business uses a variety of communication channels, their organized, unified systems suggest that those channels are effective, delivering the best productivity. A business phone system will meet your company’s communication requirements if you choose the right Business phone service provider.

Vitel Global India promises the highest uptime, simple system administration, and quick addition of new members from anywhere in the world. Additionally, all of your staff can connect easily regardless of the devices they each use. Why not request a demo today?

Published: December 29th, 2022

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