How to Use VoIP Phone Systems Remotely

How is your business’s phone system contributing to your productivity and efficiency? If you don’t currently use a Voice over Internet Protocol (VoIP) phone system, making the switch can benefit your company in numerous ways — including enhancing your remote work capabilities.

VoIP phone systems are more affordable, accessible, portable, and scalable than landlines. Your employees can use these phone systems anywhere they have an internet connection, making them ideal for remote work. As a result, many businesses are making the switch to VoIP phone systems.

Read on to learn how to use VoIP phone systems remotely within your business.

Invest in the Proper VoIP Hardware & Software

Your first step in transitioning to a VoIP phone system is choosing the proper hardware and software for your business’s needs. You can find numerous VoIP phone systems on the market today, and different VoIP providers offer different service models to their customers.

Perhaps the easiest way to narrow down the right VoIP system for your company is to consider your business’s communication needs.

Ask yourself questions like:

• Does your business make more inbound calls, outbound calls, or an equal number of both?
• Do you want to offer text messaging between employees and customers?
• Do employees work in one central location or multiple locations?
• What type of phone number does your business need?

You can also consider the added features your business could benefit from in a VoIP system, such as:

• Three-way calling
• Auto-forwarding
• Call screening
• Do not disturb
• Music on hold
• Queuing
• Text messaging
• Interactive voice response system
• Custom ringback
• Cloud phone systems

Next, you will need to choose your VoIP service provider. This is the company that will sell you the hardware that makes up your VoIP technology, manage the software that allows you to make calls over the internet, and help you integrate your existing programs into your new VoIP network.

We recommend making a list of potential service providers, then looking into the types of VoIP phone systems they offer. After you identify a few providers with the right systems, you can narrow your options to one within your budget.

Set Up Your VoIP Phone Systems & Train Your Staff

Once you’ve chosen a VoIP provider and the hardware you’d like to include in your package, you can start setting it up within your business.

The process you’ll need to follow depends on the VoIP system you’re using. Many VoIP providers offer plug-and-play systems that are easy to set up. These models may make more sense for your business if you’re not tech-savvy and don’t have an in-house IT department.

Either way, you’ll first need to determine your network setup. If your internet router uses Power over Ethernet (PoE), you’ll need to follow these steps:

1. Connect your VoIP phones to the PoE-enabled network switch or router using Ethernet cables.
2. Wait for the phone to automatically turn on once connected.
3. Verify that the phone has established a connection with the VoIP provider.

If you don’t have PoE, you’ll need to use an AC adapter for power as well as plug the phones into the switch or router.

Once your VoIP system is up and running, we recommend spending time training your employees on how to use their new phones. Your VoIP provider may have training videos or manuals that your employees can reference. However, we also recommend demonstrating the specific actions employees will complete with their phones, such as call transfers and holds.

If you plan to allow employees to make calls from home, you’ll need to provide special training on how to use their VoIP phones remotely. Many VoIP systems allow employees to make calls through their computers or cell phones using special software. As a result, you may wish to invite employees to test this software in the office before using it during a work-from-home session.

Partner with BEMA Today for Remote VoIP Solutions You Can Count On

The most important step in setting up and managing VoIP phone systems for your organization is hiring an expert VoIP provider.

The best providers offer comprehensive phone systems that include all of the features your business could need. These providers can also help train your employees on how to best use their new devices for remote work.

At BEMA, we specialize in helping clients choose, set up, and manage VoIP phone systems that are feature-rich and cost-effective. We’d be happy to help your organization transition to a VoIP phone system that meets your specific needs.

Contact us today at 713-586-6430 to discuss your organization’s modern communication needs and how we can help.