A virtual business phone system is the work-from-anywhere solution that eliminates clunky, expensive business phones. It lets employees use their existing smartphones or VoIP devices to handle calls and enables them to manage their PBX features via an online portal.
Look for advanced call management tools, including visual voicemail that transcribes missed messages and sends them to agents’ preferred email addresses. Also, consider unlimited calling and online faxing.
Unlike traditional business phones, a virtual phone system is hosted off-site and requires no hardware or costly maintenance. Instead of relying on landlines or cell phones, it allows your team to work from anywhere the internet is available — and unlocks dozens of perks.
The best virtual systems feature automation capabilities that streamline small business processes like call-tracking, answering rates, peak demand hours and more. They also integrate with other business communication tools and software to streamline collaboration and eliminate the need for switching between multiple platforms during a single call.
If your team works remotely or you’re looking to expand, the right virtual phone system will easily scale to meet growing needs without expensive upgrades or specialized hardware. Choose a provider that offers flexible pricing plans with features for teams of all sizes, such as an auto-attendant, call recording and more.
If your team has a mix of desk phones and mobile devices, choose a virtual phone system that works with both. This allows your employees to be unified under one business number while answering calls on their own device of choice.
The best virtual phone systems integrate with the software that your team relies on day-in and day-out. Look for providers like Aircall that offer a full set of business integrations, from CRM tools to customer support platforms.
In addition to integrations, some virtual phone services also include call analytics and reporting. This gives you the ability to identify trends and tie them back to company performance. It’s especially helpful if your business manages call centers or sales teams. You can use these reports to assess call volume, predict seasonality or even find ways to increase agent productivity.
A virtual business phone system lets teams route calls to the right person on their mobile device. For example, if someone calls your company’s main business number, the automated attendant can direct it to an employee’s mobile device, which displays their business phone number instead of their personal number when they answer the call.
Some virtual systems also provide call recording, voicemail-to-email functionality, text messaging capabilities and tools that boost team collaboration like video calling and online conferencing. Make sure the virtual business phone service you choose offers these and other important features to meet your business needs.
Look for a virtual business phone service that integrates with the software your team uses every day. This will help them streamline communication and shorten response times so they can focus on meeting customers’ needs.
A virtual business phone system can digitally record and store calls for future use. This can help small businesses measure caller response rates, track peak demand times and keep a record of the number of missed calls and voicemail messages.
The best virtual phone systems work on smartphones, tablets and desktops. They should also be easy to set up. A simple online signup process and a straightforward user experience make it easier for teams to adopt the new system.
Many virtual phone system providers also offer a range of integrations with apps that teams already use like CRM tools and email software. This makes it easier for teams to switch between tools without disrupting the flow of communication. Many of these integrations are free, including call recording and voicemail to email functionality.
A virtual business phone system has call queue capabilities that allow you to handle more calls and limit the number of calls that go unanswered. This will improve customer satisfaction, as the calls are routed to agents with the skills to answer the questions or concerns they’re calling about.
With the right virtual phone system, you can easily set up a call queue with a few clicks from your web panel. Using the call flow feature, you can choose what happens when a call reaches your company’s phone menu and even set waiting rules for working hours (the “Sun” icon) and non-working hours (the “Crescent” icon).
The best virtual phone systems make it easy to streamline your small business communication, helping you save time, shorten response times, and focus on improving customer service. Start by finding the one that best suits your needs and your budget.