How To Train Your Employees To Use VoIP Systems Effectively

November 21, 2023

Training your employees to use Voice over Internet Protocol (VoIP) systems effectively is the only way to get the best out of your digital phone system. 

But knowing where to start your training can be tricky. That’s why we’ve put together these handy steps.

Start By Introducing VoIP To Your Team

Provide a basic understanding of what VoIP is and how it differs from traditional phone systems. Explain the advantages of VoIP, such as cost savings, flexibility, and additional features.

Get Them Familiar With The System

Introduce the specific VoIP system your business is using. Walk through the user interface, highlighting key features and functions. Don’t forget to make sure your team knows how to log in, navigate menus, and access important features.

Demonstrate Hardware and Software

Provide guidance on the hardware and software requirements for using VoIP.

Ensure that employees have the necessary devices (e.g headsets, webcams) and software installed.

Explain About Voice Quality and Network Considerations

Educate employees on factors that can affect voice quality, such as internet speed and network stability. Also, provide tips on optimising network settings and recommend a minimum internet speed for quality calls.

Discuss How To Make and Receive Calls

Demonstrate the process of making and receiving calls using your new VoIP system.

Highlight any unique features and how to use them, such as call forwarding, call waiting, and voicemail.

Discuss Security Awareness and Troubleshooting

Emphasise the importance of maintaining security when using VoIP. Explain best practices for creating secure passwords and protecting sensitive information during calls. Try to also provide guidance on common issues and how to troubleshoot them.

Encourage Continuous Support and Feedback

Offer ongoing support through a designated point of contact or a helpdesk. Encourage employees to provide feedback on their experiences with the VoIP system, and use this feedback to improve training materials and processes.

Have a Mock Up and Roll Playing Session

Carry out mock calls and role-playing exercises to simulate real-world scenarios.

This helps employees gain confidence and practical experience using the VoIP system.

Don’t forget to create user-friendly documentation, including step-by-step guides and video tutorials too. Keep it updated and accessible by your team at all times.

Ready For a New VoIP Digital Phone System?

With the landline switch-off just around the corner, now is the perfect time to go digital. But choosing the right VoIP phone service for your business isn’t always straightforward and there’s a lot to consider.

Why not sign up for a free 7-day trial? It’s a great way to test out all the business-friendly features our VoIP system includes, without any obligation. And we don’t ask for your credit card details either.

Don’t risk your business getting left behind!

If you have any questions about VoIP or signing up with bOnline, get in touch with our expert team on 0203 617 9950.


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