The last couple of decades have seen a number of communication technologies come up that have made it much easier for people to connect. What was once only possible with the help of telephone lines and landlines can now be achieved using a variety of different methods.
One such technology is Voice Over Internet Protocol (VoIP). This type of communication allows users to make phone calls over the internet, which means they no longer need to use traditional telephone lines. It also means that they have more flexibility than they would otherwise get when using landlines.
VoIP technology is what powers a virtual phone system and has emerged as a popular choice for small business owners who want to take advantage of the benefits it provides without having to invest in expensive equipment or hire new staff members.
If you are considering VoIP for your small business, here are some of the benefits you can enjoy:
Benefits of a Virtual Phone System for Small Businesses
No Expensive Hardware Needed
Virtual phone systems, or hosted phone systems, can do everything that traditional phone systems can do and much more. Plus, unlike traditional phone systems, there is no expensive hardware to buy and no complicated installation and setup.
This makes them a popular choice among small business owners and entrepreneurs who want to grow their business without the need for extensive IT resources.
With a virtual phone system, all of your communications are hosted in the cloud which means you don’t have to worry about paying for additional hardware. This is not only cheaper but also easier. If your company grows and you need to add more users, you can just buy more licenses instead of having to install new hardware.
Customizable to Fit Your Company’s Needs
With a virtual phone system, you can easily customize your business phone number to fit your needs. Choose the area code and prefix for your number, or add a vanity number – like 800-FLOWERS or 888-PET-CARE.
A virtual phone system allows you to choose multiple extensions for your number. You can create extension numbers for different departments, like sales or customer service, so customers and clients know they’re reaching the right person when they call.
This means that a receptionist can answer every call, or all calls can be directed to an individual at any time. A particular person could handle sales calls, while another person could handle billing or customer service. All these options are available with a virtual phone system and can be easily changed when needed.
You can also easily forward calls from your business phone number to any other phone without losing a call. If you have an after hour’s emergency line, you can set up an automatic call forwarding to that line when calls come in after business hours.
Scales With Your Company Growth
Successful small businesses tend to grow quickly, often adding many new employees in short spans of time.
With a traditional PBX system, you would need to buy more equipment and pay for installation every time you want to add more users or locations, leading to unnecessary costs. But with a virtual phone system, adding users and locations can be done from anywhere at any time — instantly scaling with your company’s growth.
A virtual phone system allows you to add extensions for new employees and departments instantly. If a customer calls the wrong extension by mistake, they can be transferred to the proper department in no time. As your company increases its number of customers, a virtual system will help you handle the increase in calls without hiring more employees.
For small businesses or startups on a budget, virtual phone systems are an affordable option that allows you to focus on growing your business rather than managing it.
Easy Analytics and Data Recording
A virtual phone system allows you to track call analytics like call volume, caller ID, call forwarding and call recording. This helps you better understand how your business is performing by giving you insight into how many calls are being made and received and what types of customers are calling in.
You can use this information to improve your customer service response time and better prepare agents for each incoming call.
Additionally, with a virtual phone system, it’s easy to see how effective your marketing campaigns are by tracking calls. You’ll know exactly what time the callers contacted you and how long they spoke with you. This allows you to determine whether they were sales leads or customer service issues.
And if you have multiple numbers for different departments or campaigns, you’ll be able to track which numbers get the most calls and whether those calls convert into sales.
Makes Collaboration With Team Members Easy
The ability to collaborate on projects and share ideas easily has become a staple of most business operations. This is where a virtual phone system can be invaluable to a small business.
A virtual phone system works by connecting employees to their customers through a cloud-based network – no matter where they are. The call is routed through the internet, so the signal isn’t disrupted by distance or weather conditions.
Because virtual phone systems are usually hosted in the cloud and are accessed from individual devices like laptops, tablets, or smartphones, it is easy for team members to stay connected to each other and their customers from any location around the globe.
A virtual phone system can enhance collaboration among team members as they can share information with each other at any time of the day or night. It is also very helpful in increasing productivity and efficiency of the company by allowing more communication between the employees and the management.
To Sum It Up
You might be under the impression that a virtual phone system is only for very large companies. However, small businesses can benefit from a virtual phone system, too.
You can make and receive calls from any location, and enjoy additional features such as voicemail-to-email and call forwarding. These services can help you operate more efficiently, increase customer satisfaction, and reduce operating costs.