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5 Convenient Features That Come With A Virtual Phone System

Now more than ever, businesses are converting to virtual systems for their office and company needs. Whether it’s automated customer service, virtual desk management, or, as we will discuss in this article, virtual phone systems. 

There are many reasons companies decide to adopt virtual systems for their everyday office needs. For one, they are fully customizable to your office’s demands, unlike traditional hardware systems, which are limited to the machine’s capabilities. Secondly, they quickly scale with your company’s growth, whereas hardware systems usually require a significant cash investment to scale upwards. And finally, virtual systems allow for easy recording of your company’s data for analytics and data planning. They allow you to see how your company uses its time and optimize your customizable virtual system to create maximum efficiency.

This article will explore exactly what a virtual phone system is and the benefits and features it can provide to your business. Hopefully, you will have a better understanding and appreciation for what a virtual phone system can offer you and your company by the end.

What Is a Virtual Phone System

A virtual phone system is a cloud-based phone system that allows your employees to make company calls anywhere with their computer, laptop, or phone. The software is stored in a separate server by the service provider. This allows you to scale your virtual phone system to your company’s growth, as all you need to do is request more server space when required. 

Because it can be accessed from any internet-connected, your employees will be able to access important work voicemails and messages anywhere. This is incredibly convenient if you have traveling or remote workers. 

The virtual phone system is customizable to fit your company’s needs. For example, if your company does a lot of video conferencing, you can alter your service to focus on the specific service. And this holds for many of the features a virtual phone system offers.

Make and Recieve Phone Calls

Like a standard office phone system, a virtual phone system allows you to make and receive phone calls, however, with the added benefit of doing it from your computer, mobile device, or laptop. 

A sound virtual phone system will include added features to optimize your business phone experience, this includes:

  • Call forwarding: to route your incoming phone calls to other devices. 
  • Custom Greetings: to give your business a personal touch.
  • Call stacking: If you have multiple calls at once, you can play music or a custom message while they are on hold.
  • Call menus: allow customers to find what department they need to talk to quickly.
  • Set Hours of Operations: Employees will only receive work calls to their devices duri9ng business hours
  • Caller ID: Show your business name and number on outgoing phone calls

These are just some of the features a sound virtual phone system will offer, and the best part is how easy it is to set up. Usually no more than a press of a button on the services app.

Text With Your Customers

An odd development has occurred over the past 20 years in mobile communication. Text messaging has become the dominant form of mass communication in the world. A large number of people under the age of 30 prefer to communicate via text and refuse to call businesses by phone. It’s one of the main reasons online ordering has exploded in popularity. With all that being said, 61 percent of companies still don’t use SMS messaging to connect with their customers. This could be an oversight your business could exploit with a virtual phone system to gain an advantage over your competitors. If that doesn’t convince you, here are some other statistics that might convince you to adopt text messaging into your business’s communications. 

  • Eighty-five percent of customers would rather communicate by text over a phone call
  • Sixty-eight percent of customers would rather connect with a company via text 
  • Fifty-three percent of customers assert they feel more positive toward a brand or company that communicates via text messaging.

Video Meetings With Your Team

If you have a lot of remote or traveling workers on your team, effective communication can be a challenge, especially when it comes to virtual meetings. A virtual phone system allows you to communicate via your phone camera or webcam, share your screen, and collaborate effectively with your coworkers. 

Easy to Manage Voicemail

The voicemail setup of traditional hardware phone systems is so incredibly outdated that once you transfer over to a virtual system, you’ll never look back. Virtual voicemail systems allow your employees to create custom voicemail messages and enable you to create custom filters and mailboxes to organize your voicemail effectively.

You can assign mailboxes by team members, departments, and clients, allowing you to better prioritize which voicemails are more pressing. 

Customizable Phone System

The best part of a virtual phone system is that every aspect is customizable to your company’s needs and your employees. This allows for maximum efficiency as everyone in your company feels comfortable communicating. A sound virtual phone system will have its app for Windows and Mac, allowing for easy customization. We recommend you start a free trial and explore their app to see if you can customize the system as you see fit before buying. Standard features you may want to customize include greetings, call routing, call menus, and scheduling.

A Virtual Phone System May Be Just What Your Company Needs

Different companies require different needs and resources. So shouldn’t limit yourself to traditional hardware phone systems, especially how important communication is for a successful company. The benefits of virtual phone systems almost unlimited customization can’t be underestimated. Additionally, the fact that they scale with your companies growth, and allow you to record your companies data for analytics, makes them a no-brainer for any business looking to grow. Hopefully, after reading this article you have a better appreciation of the many benefits and features a virtual phone system can offer your company. 

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