How To: Maximize VoIP Phone Features for Better Team Communication
In an office setting, there will most likely be a professional business phone on your desk where you can make and receive calls, listen to voicemails, etc. However, if youāre anything like me, Iāve noticed there seems to be more and more buttons, options, and things that light up with no clue what to do with them or how they can help you with your work. Phones, in general, no longer provide you with the ability to make and receive calls as a main form of communication. There are so many more features now that integrate with other platforms, offer more functionality and features, and allow you to boost communication and efficiency in your work and business. Letās take a look at some of the features of modern VoIP phones and how to maximize them to create better and more efficient communication!
A feature many companies love to utilize is ring groups or ring strategies. VoIP phones provide you with the opportunity to set up specific ring groups per department or any group you choose. For example, if somebody dials the sales department, each sales personās phone can ring at the same time until answered, or it can āround robinā ring where it would ring one phone and if it was not answered in a certain number of rings (which you can set) then it would ring the next and so on. Utilizing simultaneous rings or āround robinā rings can be very helpful in ensuring no call goes unanswered.
One feature that I particularly like and find super useful is voicemail to email. When somebody leaves you a voicemail message, instead of logging into a mailbox on your phone or fumbling around with multiple buttons on your phone, the voicemail will be automatically transcribed and sent directly to your email. This allows you to receive your messages promptly, give them a quick read, and ensure no more missed voicemails!
How many times have you been on a call, whether using a headset or just speakerphone in your office, when somebody inevitably āpopsā in or is incessantly messaging you, completely unaware you are busy? I know it happens to me a lot, and I have certainly done it to others, oops. Most modern VoIP phones allow users to set their availability (available, busy, in a meeting, etc.). Team members can see each other’s status at a glance, minimizing unnecessary call attempts and interruptions.
Remote or hybrid work? No problem. Configure call forwarding or use a mobile app to ensure employees can take calls on the go without missing a beat. You can also enable call recording for training, quality control, and seamless consistency across your workforce, whether full in-office, hybrid, or fully remote.
One of the last and perhaps most game-changing features of modern VoIP phones is the ability to leverage conference calling and video integration for consistent and efficient communication. Many VoIP phones support built-in conferencing or integrate with video platforms like Zoom or Microsoft Teams. Use these tools to reduce meeting friction and foster better cross-team collaboration.
Below you will find some examples of modern VoIP phones that include everything mentioned above, as well as some specifically tailored for Zoom or Microsoft Teams.
Yealink SIP-T54W IP Phone w/ Built-In Bluetooth and Wi-Fi 1301081: Features a 4.3-inch adjustable color LCD screen, HD voice with Opus codec support, and supports up to 16 SIP accounts, making it ideal for business use.
AudioCodes Teams C455HD IP-Phone PoE GbE with integrated BT, Dual Band Wi-Fi: Features a large color touchscreen, integrated Bluetooth and dual-band Wi-Fi, and native Microsoft Teams support for seamless collaboration.
Fanvil X4U-V2 12-Line Mid-level IP Phone: Offers dual color displays, HD audio, dual Gigabit ports, and support for 30 DSS keys, making it ideal for efficient call handling.
Grandstream GXP2170 Enterprise IP Phone: Features a 4.3-inch color display, 12 programmable keys, HD audio, Gigabit support, and advanced security protocols for seamless business communication.
Poly VVX 450 12-Line PoE IP Phone 8B1L7AA#AC3: Offers a color display, HD audio, 12-line support, and advanced call management features, making it ideal for high-demand environments.
Snom D785 Color SIP Deskset with Self-Labeling Keys: Features a high-resolution color display, self-labeling keys, and advanced functionality, making it perfect for busy office environments.
See all of our VoIP phone options here.
We have also provided some more resources for you below.
Did You Know VoIP Phones Can Boost Productivity?
25+ VoIP Features and Benefits for All Businesses
VoIP phone systems come packed with powerful features designed to enhance communication. By aligning these tools with your teamsā needs and ensuring everyone knows how to use them, you can boost efficiency, reduce downtime, and create a more connected workplace. If you have any comments or questions, leave them below, chat with one of our VoIP Experts at www.voipsuply.com, or call us at 1-800-398-8647.
