Prepare your VoIP system for the holiday season by answering 4 questions

Posted on Monday December 25, 2023

An unfortunate consequence of the holiday season is the sheer volume of phone traffic, which can overwhelm even the largest VoIP (Voice over Internet Protocol) setup. To avoid being inundated with the surge of customer calls, it is crucial to fine-tune your VoIP system to operate at its peak efficiency and prevent downtime from occurring — otherwise, you risk frustrated and unhappy customers. Prepare yourself for any scenario by answering these four questions designed to enhance your VoIP system.

Have you inspected your VoIP equipment?

Issues with VoIP performance can sometimes stem from physical factors, such as the arrangement of devices. If VoIP equipment is closely stacked or near other electronic devices, users may experience low-quality calls due to magnetic fields. To address this, have your IT team inspect call quality, especially when multiple VoIP and electronic devices are in proximity to each other. If issues arise, a simple solution may be to rearrange the devices.

Additionally, you should check all cables and connections to ensure they can handle increased usage during the holidays. Consider upgrading any old or outdated equipment to prevent downtime or service interruptions. Also check with your carrier, as internet quality can drastically affect call quality, to ensure they are prepared for the expected volume.

Have you implemented a VoIP monitoring system?

Anticipate and address problems before they escalate by implementing a VoIP monitoring system. During the holiday rush, improved responsiveness can make a significant difference. Consider the following for effective VoIP monitoring:

For busy periods When you anticipate a high degree of caller traffic, you need to:

Set up call queuing with hold music or estimated wait time to enhance caller experience.

Provide callers with a comprehensive recorded message, including alternative contact methods like a hotline, email, or your website.

Ensure you have enough staff available and trained to answer and manage the volume of expected calls.

Adjust your VoIP configuration for shorter business hours, rerouting calls or placing messages on hold as necessary.

For closed periods When you have fewer staff available, take these steps:

Use automated messages to inform customers of your business closure during the holidays.

Update receptionist greetings to reflect adjusted operating hours.

Direct incoming calls to on-duty staff members who can assist customers.

To help you track the various metrics you use to determine and categorize busy and closed periods, consider utilizing VoIP monitoring software.

Are you utilizing dedicated support?

One of the major advantages of VoIP, especially during the holidays, is its capacity to connect employees working remotely with customers at any time of the day. Organize a dedicated customer support team and shifts to be ready to assist customers at all hours. Set up your VoIP system to redirect calls to mobile devices or remote machines.

Are you partnered with a trusted IT provider

The holiday season is a critical time for businesses. A well-optimized VoIP system can handle increased call volumes and keep customers satisfied or at least minimize their inconvenience. If you have questions or need assistance in choosing the right VoIP solution for your business, contact us today. We're here to recommend the best VoIP solution for your needs, ensuring a successful holiday season.