Virtual phone systems are a business phone service that allows you to receive, make phone calls, and send text messages through an internet connection. With this cloud-based phone service, you get a virtual phone number linked to an account rather than a location or device, which enables you to access business phone numbers when you sign in to a mobile app, desktop, or even the web.
It is important to note that you wouldn’t require any specialized hardware to use the system. You don’t need to install new hardware or even upgrade your hardware. The system does not require a high hardware configuration; it can run on basic systems, so even a business that operates on bring-your-own-device policies can still integrate the system.
Employees can also access business phone numbers using a virtual phone system application which they can download from any part of the world. The system also gives users access to most features that traditional phones do not provide.
For instance, it is possible to select a phone area code that is outside your physical address. Share phone numbers with your team, have your business’s toll-free number, access to real-time analytics that gives you an insight into your business’s calls, and integrate your phone system with your CRM, among other benefits.
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How It Works
Virtual phone systems use a technology known as voice over internet protocol(VOIP) to call recipients or connect you to callers. When the caller or the recipient speaks into the phone, the technology converts the message into digital voice data. The data is then broken down into small packets transmitted over the web. Once these travel packets reach the recipient, they are converted back to the initial voice data you hear through your speakers.
Therefore, so long as you have a stable internet connection, you can get a clear voice quality and hear even the behind-the-scenes processes. The voice data is also transmitted to your team members or the client in real time, allowing you to converse with them as you would on a mobile device. For a smooth and instant texting experience, the virtual phone system enables you to send MMS and SMS over the internet.
Features to Look for in A Virtual Phone System
When choosing a virtual phone system, think about the future of your business and the need to expand. For instance, consider the phone numbers you will have in maybe five or ten years. You should also consider the number of team members using the system to communicate with customers.
Consider if you will be making international calls and other advanced functionalities that will enable your business to thrive in the long term. Once you make the above considerations, you will be able to know the features you need; some of these features are listed below.
Directories Services and Caller ID
The caller ID shows who is calling; this is an already known feature. But besides getting this information, the virtual phone system allows you to save contacts and other call records. Other virtual phone systems are capable of automatically creating contact records whenever there is an entry of a new caller.
Portability of Numbers
The virtual phone system allows you to access your current phone numbers through voice over the internet protocol service. The feature is so important if you used to communicate with your clients on traditional phone services; as such, you don’t need to send your contact information to stay connected with your associates.
Multi-Party Calling Service
You don’t have to stick to one-on-one conversations like before; a virtual phone system allows you to hold discussions with several people, departments, and multiple teams. An advanced voice over the internet protocol service has video conferencing capabilities and screen share options just in case you are making presentations at a training event.
Intelligent Call Forwarding, Routing, Distribution, and Smart Voice Mail
When using this service, you are not required to be with your handset or be near a workstation; the VOIP service allows you to forward calls to your phone so that you can receive business calls even when you are away from the office.
There are also other alternatives for setting up advanced departmental routing and vocational forwarding such that callers will always get the right party so long they dial the right extension. Also, by integrating the right software like google voice, voice mail messages can be automatically transcribed and sent to you as text messages.
Benefits of Virtual Phone System
You Can Work from Anywhere
The system gives your team more flexibility; you can receive and make calls from any point, whether at your office, when traveling or even at home. The phone cloud services allow you to build a fully remote team; all that is needed is a good internet connection.
Integration and Automation Features Saves Time
A virtual phone system allows you to send text messages automatically and offer callers instant call routing by setting up an auto attendant. The voicemails are also transcribed and sent to you as text messages. There is also an automated call recording for select numbers, all aimed at saving your employees time.
Improves Team Work Among Employees
The system allows you to share phone numbers so anyone available can continue a text conversation or pick up an incoming call. You can mention any of your employees in the system and start an internal thread which further enhances collaboration.
Costs of A Virtual Phone System
When choosing a virtual phone system, consider how it fits into your budget and the cost savings it brings to your firm. Of course, the price of each system varies depending on the features you want, from the basic version to the enterprise version. Therefore, as you narrow down the features of each service and the needs of your business surely, you can get great value for your budget.
Summary
A virtual phone system comes with many befits; therefore, going virtual is an opportunity to get the most out of your business. Some of the system’s advantages include the ability to work from anywhere and the integration and automation features that enable a business to save time. The system also promotes employee teamwork and is fairly priced to fit even small businesses.
