Common Mistakes When Setting Up RingCentral (and How to Avoid Them)
Importance of Correct Setup
Setting up a powerful communication platform like RingCentral is a great way to modernize your business, but it can come with challenges if not done correctly. In fact, failing to properly configure a cloud-based system can lead to inefficiencies, missed calls, and user frustration, all of which negatively impact productivity.
A recent Gartner report found that 30% of businesses fail to achieve the full benefits of their communication systems due to poor implementation (source). Let’s explore some of the common mistakes businesses make when setting up RingCentral and how you can avoid them.
Mistake 1: Not Configuring Call Flows Properly
One of the most critical elements of RingCentral is setting up your call flows, which dictate how calls are routed through the system. A common mistake is neglecting to map out an efficient flow for inbound calls, leading to long wait times, missed calls, or routing to the wrong department.
How to Avoid It: Work with a RingCentral expert to design a call flow that aligns with your business’s operational needs. For example, an auto-attendant can route callers to specific departments or employees based on their selections, reducing wait times and ensuring that calls are answered by the right person.
Example: A healthcare clinic reduced patient wait times by 15% by setting up a customized call flow where new patients are routed directly to reception, while returning patients are directed to their assigned doctors’ offices.
Mistake 2: Ignoring User Permissions
Another common mistake is overlooking user permissions. RingCentral allows you to control what features and data employees can access based on their role. Failing to configure these permissions properly can lead to security risks or user confusion if employees are overwhelmed with features they don’t need.
How to Avoid It: Customize permissions based on roles within your organization. For instance, set administrative permissions for team leaders or IT staff, while customer service representatives can be limited to call handling and messaging.
Example: A retail company with multiple locations assigned specific permissions for store managers and front-line employees. Managers had access to reporting and call analytics, while employees could only make and receive calls, ensuring data privacy and system security.
Mistake 3: Skipping Phone Number Porting
When switching to RingCentral, many businesses make the mistake of not porting their existing phone numbers, either due to a misunderstanding of the process or an assumption that new numbers will be assigned automatically. This can lead to customer confusion or loss of business, as existing clients may have trouble reaching you.
How to Avoid It: Plan the phone number porting process in advance and ensure that all critical business numbers are transferred to your new RingCentral system. The process typically takes 2-4 weeks, so early planning is essential.
Example: A law firm worked with RingCentral support to ensure all of their existing numbers were successfully ported. They avoided any downtime, ensuring uninterrupted communication with their clients.
Mistake 4: Failing to Train Employees
No matter how advanced the communication system is, it’s only as good as the team using it. Failing to properly train employees on RingCentral’s features can result in underutilization and mistakes that affect overall productivity.
How to Avoid It: Provide comprehensive training for your team through RingCentral Academy and other resources. For large teams, consider organizing workshops or step-by-step training sessions that introduce key features such as voicemail-to-email, call routing, and team messaging.
Statistic: According to Gartner, businesses that invest in proper employee training see a 30% increase in adoption rates for new technologies (source).
Ensuring a Smooth Setup with Expert Guidance
Avoiding these common mistakes can make a big difference when setting up RingCentral for your business. By taking the time to configure your call flows, set appropriate permissions, port your numbers, and train your employees, you’ll ensure that your RingCentral system runs efficiently from day one.
Need expert help with your RingCentral setup? Contact us today to ensure your system is configured for success and that your business makes the most out of RingCentral’s powerful features.
