A virtual phone system is one of the most effective tools for simplifying business communication. For starters, you can take business calls anywhere by routing them to your smartphone without having to give out your personal number. Moreover, this virtual setup is generally much cheaper than a traditional phone system. It’s also very convenient, as multiple users can share one business number while having their own extension.
Using this kind of system can even help increase productivity and create a streamlined work process, as employees have a channel to communicate more efficiently, both internally and externally.
Advanced features like call routing and forwarding also bring many benefits by speeding up the call process, giving you more time to deal with clients. There’s a myriad of ways to take advantage of a virtual phone system to boost your company’s productivity:
Most people receive the odd call from a concealed number every now and again. Although it’s annoying, the issue can usually be squashed by just rejecting the call. Businesses, on the other hand, have to filter through a far higher volume of these phone calls, which wastes valuable time.
This simply wouldn’t be the case if the number was visible, as employees could quickly see if the call’s worth taking. That’s where call screening comes in handy as it reveals hidden numbers, letting you decide whether it’s a priority call or not.
Sometimes there are too many calls to handle at once. Luckily, many virtual phone systems come with call automation tools. For example, call forwarding, as its name suggests, forwards clients to specified phone numbers or extensions.
What’s even better is the auto-attendant, which transfers calls to extensions, redirects callers to voicemail, and plays prerecorded messages. Some providers like RingCentral come with advanced auto-attendants that also end the call if the client fails to choose an extension within a set time.
Integrate Your Phone System With Other Platforms
A small business requires numerous tools, from online project management to onboarding software. However, life is easier when these solutions integrate seamlessly with your virtual phone system.
If it’s possible to use the same interface to manage customer relations, projects, and file-sharing, then you’ll save a lot of time – and time is money. Several providers like RingCentral shine in this department by offering their own app store for integrations, which all work like a charm.
Work on the Go
A virtual phone system usually offers a mobile app, which is useful for many reasons. For instance, it separates business contacts from private ones, meaning that work calls don’t merge into your personal life, even when you’re working on the go.
Undertaking work-related tasks while out and about is generally more straightforward with a virtual phone system. Not only can you speak to clients on the phone, but you can also use the business texting function, which offers an instant and discrete mode of communication when your surroundings don’t allow you to speak out loud.
Streamline Communication With Video Conferencing
It’s extremely helpful to be able to visually present a product or business idea to both clients and team members, and video conferencing is perfect for this. The screen sharing function helps coworkers collaborate and better understand their role in a project. To top it off, these conferences can be recorded or transcribed for future reference, and some providers like RingCentral even offer live transcription.
An organized team is a productive team, which ultimately leads to it being successful. So, it’s in any company’s best interest to be as organized as possible, and a virtual phone system can be a trustworthy companion for this with its plethora of tools.
This type of system gives every employee access to either a shared phone number or their own extension, and streamlines customer management. As a result, the company’s capacity to grow will increase as company time is used more efficiently and the team becomes more productive.
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