VoIP requires a network that is properly prepared to ensure high quality. The network needs to support sufficient bandwidth (though most businesses’ present-day bandwidth is more than enough), priority, and segregation of voice traffic so that competing data doesn’t interfere with call quality.
Security updates are important and should be installed periodically. Educated end users can be extra eyes reviewing call logs for unusual activity and preventing hacking.
Schedule Regular Maintenance
It’s easy to take your business phone system for granted – until it stops working. Whether it’s an issue with call quality, hardware failure or a security vulnerability, the results can be catastrophic for your business.
The good news is that implementing simple maintenance practices can help you avoid most problems. Regular updates, monitoring and testing are the best ways to keep your VoIP network running smoothly and prevent any issues from arising.
Many VoIP providers offer service plans that include routine maintenance, hardware replacement and other services as part of a monthly fee. This can help you save on upfront costs, which can be especially important for small businesses with limited budgets. Consider to check out Ooma guide to VoIP phone system by leasing your VoIP hardware rather than purchasing it outright, as this can reduce your overall expense. This is particularly useful for law firms, healthcare offices and federal facilities with stringent security protocols. Lastly, schedule routine maintenance and upgrades during off-peak hours to minimize disruptions.
Install Security Updates
When you implement a VoIP system, regularly apply updates—these security upgrades patch vulnerabilities that hackers can exploit, protecting your business from cyber threats.
Also, a good policy should be in place for managing user credentials. Passwords should be strong and require two-factor authentication. Encourage employees not to store passwords on Post-It notes or in plain sight on their computers.
Performing regular call log reviews will also help you spot suspicious activity. Look for out-of-the-ordinary call patterns, such as unusually long or frequent ones—Disable international calling to prevent hacker attacks that can result in costly international charges for your business.
Another way to improve security is to outsource your PBX and VoIP services to a Software as a Service (SaaS) provider that offers military-grade protection through a Session Border Controller. This firewall and security system ensures that all data is encrypted and that users cannot access system parts not meant for them.
Educate Your Staff
As with any technology, training is an important aspect of VoIP. Educating your employees on how to use the system and its features is essential, especially regarding security features like passwords, user permissions, and more. This will ensure that only those who should have access to the system can.
Another crucial aspect of security is network monitoring. This tool will alert you to any anomalies in your network traffic. It will also monitor call quality, crucial in customer service and other business fields. This can be done by detecting voice anomalies, including jitter and packet loss.
Your VoIP phone system is a great mine of customer-service data and insights. Integrating it with your CRM and other apps will maximize the value of this data for everyone in your company. This allows agents to easily pull up customer purchase information, call history, and other relevant data on a unified platform without logging into multiple systems.
Monitor Your Network
As with any network system, monitoring your VoIP for potential issues is important. By performing regular testing, stress testing and maintenance, your business can identify problems before they become serious — and even prevent some from occurring altogether.
Encryption is another critical aspect of maintaining a VoIP network. Without encryption, data is prone to snooping by unauthorized individuals. You can minimize these risks by encrypting networks from the VoIP equipment to the server.
Also, implementing password policies for all devices is important. Passwords should include a combination of letters, numbers and non-alphanumeric characters. Finally, you should have remote device management tools to ensure that when employees leave the company, their devices are disabled promptly. This can help prevent unauthorized access to confidential information and data and limit the time stolen devices remain active. This can be especially helpful for companies regulated by HIPAA which must adhere to strict privacy practices.