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 –

1. Hire a VoIP Phone Service Provider

First, you’ll need to hire a 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.

Hiring a VoIP phone system service provider to assist with the setup and management of your phone system is of paramount importance in ensuring a seamless and successful transition to this advanced communication technology. These providers bring a wealth of expertise and experience to the table, helping you navigate the intricacies of VoIP implementation while optimizing its features for your unique business needs. With their assistance, you can enjoy professional guidance in selecting the right service plan, configuring your system, and troubleshooting any technical challenges that may arise. Moreover, these providers often offer ongoing support, ensuring that your VoIP system remains secure, up-to-date, and operating at its best performance. By entrusting experts to handle your VoIP setup and management, you can focus on what truly matters: driving productivity, enhancing collaboration, and reaping the benefits of efficient remote communication.

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.

2. Invest in the Proper VoIP Hardware & Software

The next 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:

• 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?

3. 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.

4. Take Advantage of Essential VoIP Phone Features

• Call Forwarding: VoIP systems allow you to set up call forwarding to ensure you never miss an important call, even when you’re not at your desk. Calls can be forwarded to your mobile device or another number of your choice.
• Voicemail to Email: VoIP phone systems often offer voicemail-to-email features. This means that voicemails left on your VoIP number can be transcribed and sent to your email, allowing you to stay updated on missed calls and messages even when you’re away from your desk.
• Conference Calling: Virtual meetings and collaboration are essential for remote work. VoIP systems offer conference calling features that allow you to connect with multiple participants, fostering teamwork and idea exchange regardless of geographical locations.
• Video Conferencing: For face-to-face interactions, video conferencing is a game-changer. With VoIP applications, you can host video meetings, share screens, and collaborate visually with your colleagues, clients, and partners.
• Instant Messaging: Many VoIP applications include instant messaging features, facilitating quick and informal communication among team members. This can be especially useful for asking questions, sharing updates, or seeking clarification without the need for a formal call.

Additional features your business could benefit from in a VoIP phone system:

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

5. Implement VoIP Security Best Practices

• Use Strong Passwords: Ensure that your VoIP account is protected with a strong, unique password. Avoid using easily guessable passwords and consider using a password manager to keep track of your credentials securely.
• Enable Two-Factor Authentication (2FA): Two-factor authentication adds an extra layer of security by requiring a second form of verification in addition to your password. This could be a code sent to your mobile device or email, making it much harder for unauthorized users to access your account.
• Regular Software Updates: Keep your VoIP application and devices updated with the latest security patches and updates. Outdated software can have vulnerabilities that malicious actors could exploit.
• Be Cautious with Links and Downloads: Just like with email and other online communication, be wary of clicking on links or downloading files from unknown sources through your VoIP application. Malicious links could potentially lead to security breaches.
• Secure Your Wi-Fi Network: If you’re using a wireless connection, secure your Wi-Fi network with a strong password and encryption. This prevents unauthorized individuals from accessing your network and potentially intercepting your VoIP calls.

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

VoIP phone systems have revolutionized remote communication by offering a robust set of features designed to enhance productivity, collaboration, and flexibility. Whether you’re working from home, on the road, or in a remote office, VoIP empowers you to stay connected seamlessly. By understanding the technology, setting up your system correctly, and adhering to security best practices, you can fully harness the potential of VoIP for effective and efficient remote work communication.

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

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.