4 Ways VoIP Phones Are Boosting Productivity in the Workplace

[This article was written by David Wilson.]

Ever since it was first introduced, VoIP phone systems have made a tremendous mark in workplace settings. Small businesses, in particular, benefit extremely with this office phone system.

How can VoIP help boost work productivity at your organization? Let’s take a look.

Improved Customer Relations

Customer relations are instrumental in helping you retain a loyal clientele. Your clients and customers need assurance that they can reach out to you to discuss any queries or concerns that they may have. Likewise, you also need a way to communicate with them effectively, regardless of the physical barriers between you.

While analog phone systems have features such as call forwarding, muting, redialing, and hold, VoIP takes this one step further. In this tech-savvy world, where new technology is being introduced and older ones discarded every year, you want to stay on top of the game. Using a VoIP does just this and boosts your work productivity by a huge margin.

The features used previously in analog phones is further refined through VoIP. Take, for instance, the “Follow Me” or “Find Me” features they offer. Through these, your clients’ calls are automatically transferred through another line so that they reach the intended employee as quickly as possible.

This feature can also be integrated with your existing CRM platform to ascertain that there aren’t any errors or delays with the delivery process, making for an effective customer service strategy. Consequently, your work productivity is also improved because of this effective communication with customers.

Improved Internal Collaboration

Your customers aren’t the only ones benefiting from a VoIP system! It also promotes improved internal collaboration between your employees.

VoIP telephone systems enable more effective and focused conference calls between members from varying departments who aren’t physically present in the same room. It helps them  identify the person who’s speaking, and even remove individuals from the call if needed.

This, then, ultimately improves the internal coordination and collaboration between different employees. VoIP allows for everyone to be on the same page despite geographical distances, and encourages better communication and coordination between teams.

Greater Productivity through Employee Mobility

According to telecommuting statistics provided by Global Workplace Analytics, as many as 4.3 million employees work from home instead of their company’s office half the time. Over the past 15 years, telecommuting or remote working has grown exponentially. This aspect of employment has been so popular that organizations, especially larger companies, now offer more flexibility in their telecommuting options. Because of this, the telecommuter population saw an increase of 11.7% between 2015 and 2016, and has been thriving steadily ever since.

So how does this tie in with VoIP phone systems? Well, VoIP enhances employee access to information, irrespective of their geographical location. Your employees don’t necessarily need to be in the same room, building, city, or even continent for them to reach out to their colleagues and customers! VoIP facilitates this ease of access by connecting them to their coworkers and clients whenever they need, allowing for a seamless workflow.

Research has also shown that employees who telecommute can balance their personal and work lives a lot better than those who physically report to office. In fact, telecommuters reportedly invest up to 7 more hours of work than their in-house colleagues. Thus, not only are they able to put in more hours, but also provide high-quality work more efficiently.

A VoIP system ensures that your employees are more focused on their tasks at hand by eliminating the trouble it takes to reach and leave the workplace. This increases your work productivity invariably.

Easier Access to Voicemail Inbox

There’s a reason Coca Cola ditched voicemail altogether back in 2014. It just doesn’t get the message delivered to the right person fast enough. In fact, voicemail retrieval reportedly dropped by 14% in 2011, implying that several voicemail messages go unheard!

And yet, voicemail continues to thrive, even when technology is evolving at an exponential rate. Companies still continue to use it to reach out to coworkers, business partners, and customers through this age-old communication method.

VoIP enhances the voicemail experience by giving users easier access. You no longer need to maintain several mailboxes or go through the tedious task of sorting through work and personal messages. Instead, this feature is maximized by the VoIP system and removes the hassles associated with voicemail.

Employees can easily configure their mailboxes such that voicemail messages can be shared as sound files via email. Since individuals check their emails way more than their voicemail inbox, this ensures that the important work-related audio you sent to your employee will be heard on time. Not only does VoIP make sending audio clips to employees easier, but it also helps them manage their inbox and stay up to date with the most recent developments.

If you’d like to learn more about the different VoIP systems available to choose the best one for your organization, you can read about the options at your disposal on Top5 Business VoIP.

Author Bio:

The author is a small business owner by profession and an IT enthusiast by passion. In their free time, they like reading about current affairs, watching Tom Cruise movies, and writing informative blogs for Top5 Business VoIP.