Welcome to Rhode Island Telephone’s guide for restaurants looking to switch from a legacy system to a VoIP phone system. Contrary to popular belief, doing so isn’t as complicated as you think. And we hope this guide proves it.
Without further ado, let’s get started.
Step 1: Figure Out What You Need
Start by evaluating your current phone system’s limitations and what you – and your staff – need from a new one. Consider factors like:
- Number of phone lines you need (one for the host stand, another for the manager, etc.).
- Call volume during peak hours (lunch and dinner rush, holidays, etc.).
- Necessary communication features like an automated attendant, call forwarding, or unified communications so you can handle calls, texts, and chats from one place.
- Integrations you’d like (POS, CRM, reservation platforms).
You want whatever VoIP solution you pick to have the functionality you need. It’s also important to check the speed and reliability of your internet connection. It needs to be able to support both your customers’ Wi-Fi needs and your VoIP calls without any interruptions or lag. We’d recommend a stable broadband connection with speeds between 75 and 100Mbps to start—maybe more if you’re a bigger restaurant.
2. Choose Your Provider
Research reputable VoIP service providers who offer the features and support a restaurant like yours needs. For example, Rhode Island Telephone provides unified communications, simple scaling, mobile app support, and 24/7 customer service. All these features are a must when switching to VoIP for restaurants.
Once you have a few front-runners in mind, compare pricing plans! VoIP phone systems are typically charged per user per month, but many providers will work with you to find pricing that fits your budget.
3. Select the Right Equipment
There are three options when it comes to VoIP phone system equipment:
- Invest in VoIP-compatible desk phones for your host stand, manager, and more.
- Use the platform’s softphone app to turn smartphones, laptops, and desktops into functioning phone systems.
- A combination of both.
Each has unique advantages, but we’d recommend using the hybrid option. It’ll give you the best of both worlds: reliable stationary communication at key points in your restaurant and the flexibility to take calls on the floor or the go.
Whatever hardware you choose, be sure it’s compatible with your chosen phone system. Some providers, like Rhode Island Telephone, offer hardware pre-configured to their phone system, making setup even easier.
4. Work With Your Provider to Set Things Up
Typically, your service provider will give you the instructions and support you need to set up and configure your system (and network) properly. Some local providers, like Rhode Island Telephone, send an experienced technician to assist you on-site to ensure everything goes smoothly.
During this step, be sure to set up your call routing, voicemail greetings, and any integrations with your POS or reservation systems.
If you’re not sure where to start, here’s a quick checklist:
- Design a professional auto-attendant menu that guides callers to the right service. For example, “Press 1 for reservations, press 2 for takeout orders.”
- Set up time-based routing to direct calls to a specific staff member or voicemail box during off-hours.
- Establish call forwarding rules to ensure calls are automatically redirected if the primary line is busy.
- Record personalized voicemail greetings that provide relevant information to callers (operating hours, alternate contact options). Be sure to update these for holidays or special events.
5. Test, Test, Test
Before you deploy your phone system, be sure to test it thoroughly. Make calls from one internal phone to another. Ask your staff to call the restaurant from their personal cell phones. Place a pretend order over the phone and see how the integrations function. Make sure all the features you want function as you expect.
If there are any issues, address them with your VoIP provider ASAP. The more you catch during the testing phase, the fewer problems you’ll have later.
6. Train Your Staff
Your staff members will be using this system the most, so educate them on how to do it well! Provide training sessions for your staff on using the new phone system effectively. Cover essential functions, like making and receiving calls, transferring them, and using voicemail properly.
7. Transition and Monitor Your Performance
Gradually transition from your old phone system to your new phone system. We’d recommend planning to switch during off-peak hours, such as after closing time or during slower times of the day.
You can start slowly by setting up a few lines or departments at a time. This phased approach lets you troubleshoot and adapt before full deployment and minimize disruptions to daily operations. Or you could let Rhode Island Telephone’s team of technicians handle the entire transition for you.
Regardless, be sure to monitor your new phone system closely. Encourage feedback from staff and customers to gauge its satisfaction and receive recommendations for improvements.
Want more in-depth instructions? Download out our guide!
What to Expect Once You’ve Set Up VoIP for Restaurants
Once your restaurant has successfully switched to a VoIP phone system, you can expect the following:
- Flexibility: Easily add new users, features, and functions to your phone system as your restaurant grows or your needs change.
- Little-to-No Maintenance: Do any issues come up? Your provider will handle them virtually, meaning no extra costs and no waiting on technicians.
- Improved Customer Experience: VoIP provides better call quality and more efficient call handling, which results in more satisfied customers.
Want the Best Choice for Restaurants? Consider Rhode Island Telephone!
We have solutions tailored to restaurants like yours, and we’ve got a team of experts who will provide hands-on support from day one onward. If you’re ready to level up your communications, contact Rhode Island Telephone today, and we’ll get you started!
