Microsoft Teams has revolutionised the way businesses communicate, collaborate, and operate. But did you know that Teams also offers a robust phone system? Teams phone systems are designed to integrate seamlessly with the platform, offering a unified communication solution. If you’re looking to harness the full power of this system, you’re in the right place. Here are ten ways to maximise the potential of a Microsoft Teams phone system.
Integrate with Microsoft Teams and 365
The Power of Integration:
Microsoft Teams phone systems work best when integrated with Microsoft 365. This allows for seamless communication with features like calendar syncing, email integration, and more.
How to Do It:
- Ensure your Teams account is linked with your Microsoft 365 suite.
- Utilise features like scheduling meetings directly from Outlook and having them appear in Teams.
Customise Your Call Queues
Why It Matters:
Custom call queues ensure that incoming phone calls are directed to the right department or individual, enhancing efficiency and call control.
How to Do It:
- Set up specific queues for departments like sales, support, or HR.
- Implement waiting tunes or informative messages for callers on hold.
Use Advanced Analytics For Your Phone Calls
The Benefit:
Understanding your calls can offer valuable insights into your business operations.
How to Do It:
- Access the Teams admin centre and navigate to the call analytics section.
- Regularly review the data and adjust operations accordingly.
Implement Direct Routing
What It Is:
Direct routing, a traditional feature of a private branch exchange, allows businesses to connect their telecom voice trunks directly to Teams when they receive phone calls, offering more flexibility.
How to Do It:
- Work with a telecom provider that supports direct routing.
- Set up and configure Session Border Controllers (SBCs) to facilitate the connection.
Train Your Team
The Importance:
A tool is only as good as its user. Ensuring your team knows how to use Microsoft Teams phone systems can boost productivity.
How to Do It:
- Organise regular training sessions.
- Provide resources like tutorials and guides.
Optimise for Mobile Devices
The Modern Workforce:
With remote work on the rise, ensuring your Teams business phone system is optimised for mobile is crucial.
How to Do It:
- Encourage employees to download the Teams mobile app.
- Ensure features like call forwarding and voicemail are set up for mobile use.
Integrate Third-party Apps
Expand Your Horizons:
Teams allow for integration with various third-party apps, which enables key calling capabilities.
How to Do It:
- Browse the Teams app store for relevant business apps.
- Integrate apps like CRM systems, project management tools, and more.
Ensure Robust Security Measures
The Digital Threat Landscape:
With cyber threats on the rise, securing your Teams phone system is paramount.
How to Do It:
- Regularly update Teams to get the latest security patches.
- Implement measures like two-factor authentication.
Utilise Voicemail Features
Never Miss a Beat:
Teams phone systems offer advanced voicemail features, ensuring you never miss important phone calls.
How to Do It:
- Set up voicemail greetings.
- Use features like voicemail transcription to quickly access and read voicemails.
Explore Call Park Features
The Art of Holding:
Call park allows users to place a call on hold and retrieve it from another device or Teams client.
How to Do It:
- Familiarise yourself with the call park feature in the Teams admin centre.
- Train employees on how to use it effectively.
Final Thoughts
Teams phone systems offer a world of possibilities for businesses looking to streamline communication and collaboration. Implementing the above mentioned strategies ensures you’re getting the most out of this powerful tool. So, gear up, dive in, and watch your communication transform!
Staying ahead of the curve is paramount in the ever-evolving business communication landscape. The right business phone system can be the catalyst that propels your business to new heights, fostering enhanced collaboration, security, and efficiency. But remember, every business is unique, and so are its communication needs. It’s essential to find a solution tailored to your specific requirements.
Ready to elevate your communication game? Don’t leave your business’s growth to chance. Dive into the world of cutting-edge phone systems with experts who understand your needs.
Get a Free Quote Now with Nexgen and discover the perfect communication solution for your business.
