Business trips are a necessary part of most modern companies. Someone has to travel to the other sites, establish new sites, or meet up with distant clients. And with modern VoIP cloud communication, it's easier than ever for business-tripping employees to stay in touch and get a reasonable amount of real work done even while on the road.
One of the best features of a VoIP work number is that traveling employees don't have to leave their work contacts behind. With access to the VoIP platform through every phone and laptop used for work, it's possible to answer one's work number while on the road and to log into collaborative platforms for a little group work between travel and client meetings.
Being a pro at VoIP business trips can take time and experience. Today we're here to share a few tips on how to ace VoIP connection on your next business trip.
Connect All Your Carry-On Devices
Business trips are wrought with surprises and little setbacks. So don't rely on just your phone to keep you in touch with the home office. When you're preparing for a business, trip, make sure all your carry-on devices are connected to the VoIP platform and can log into your account.
If your laptop isn't connected yet, download the PC version of the application or confirm that you can log in through the web portal. If you have a tablet in addition to your phone, connect this as well through the mobile app. Each device can act as an alternate point of contact and a back-up phone and can all access your VoIP work number equally well. Provided you have a headset.
Test Connection Before Departure Day
Before the day you're scheduled to depart, make sure to test all of your connected devices. You don't want to discover a setback or incompatibility while trying to connect from the hotel. And you certainly don't want any surprises when working with clients or a new office at the remote location.
So in the days leading up to your trip, be sure to bring in each of your connected travel devices and make sure you can connect, make calls, and answer calls from each through the VoIP platform. If anything comes up, you'll have some time to sort it out with IT or troubleshoot the problem before you're relying on these devices on the road.
Build a Trip Communication Schedule
VoIP allows you to set a device-specific schedule to assist in the Find Me, Follow Me function and to help maintain your professional boundaries. If you happen to know the hours that you'll be available by phone or prefer to take calls through your laptop, you can set these up on a business trip schedule ahead of time. This way, the VoIP platform will know which device to ring first.
You can also use this feature to lock down "quiet hours" when you know that jet-lag, fighting sleep, or defined time off the clock will mean you'd rather work calls ring straight to transcribed voicemail.
Pack a High-Speed WiFi Hotspot
Never go on a VoIP business trip without your own high-speed hotspot. Hotels will almost universally have signal, but hotel WiFi is notoriously weak and slow because it is shared between so many rooms. With your own hotspot, or one provided by the company, you can ensure that you have WiFi signal strong enough for clear high-quality calls and work collaboration.
A hotspot isn't just good for the hotel room. A powerful hotspot can ensure that you have internet and phone access anywhere with cell signal. Whether that's on the road, on-site with clients, or in a cozy little cafe where you can sip lattes while doing your work.
Pack a Backup Battery and Charger Cables
Running out of battery is a well-known problem for business tripping professionals. You'll need to be on your devices almost 100% of the time, which means a serious drain unless you're plugged in. Not to mention the fact that, for some reason, devices always seem to die when you need them most. So carry a backup battery and the right charger cables for each device. A backup battery is essentially a little battery box with a USB port for portable emergency charging. Keep the battery and devices charged in the hotel room, then toss the battery in your laptop bag to make sure it's always with you just in case.
Emergencies: Borrowed Devices and Public Terminals
Finally, in the event of an emergency, remember that any computer can become an extension of your VoIP number. If your phone gets dropped in the pool, if your laptop won't turn on, or if your tablet inexplicably bricks; you are not stranded. With VoIP on a business trip, you can connect using a stranger's or client's borrowed cellphone or even connect via a public terminal in a hotel or library. VoIP is online software, so your number is not device-dependent. You can call for help or catch an important business call even if all your devices fail spectacularly at once.
VoIP holds great potential for the mobile workforce and performs even better when you've got VoIP pro skills. For more insights into making the most of a business VoIP number and cloud communication system, contact us today!