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Business Telephone System and Its Benefits

Cloud-Phone-System

 

The modern business telephone system in the market today offer a business not just a means of communication but many features and functions that can improve efficiencies, simplify tasks and even improve your bottom line. It does not matter if you are a brick and mortar business or a virtual one, you will benefit from the right business phone solution.

Features

Small business owners used to be intimidated by feature-rich phone systems because they are too complex and expensive. They were once only available for the big players in the industry. Today, small business owners have many options to choose from. These phone solutions have the capability of supporting large-scale operations but with an affordable price tag. Small business owners can choose a package with tons of features that can help them improve their productivity. 

Transcribe voicemails

Voicemail has been around for many years but voicemail transcription? That’s new. It is such a simple feature but comes in very handy. When a customer leaves you a voicemail after office hours, you will receive an email with the transcribed message. You can easily and quickly review the message and decide if it’s a priority.

Sending voicemail messages to email inbox

When a voicemail message is left, the system time stamps it and sends it to your inbox or your staff’s email inbox for listening. This feature allows you to listen to the voicemail. If it pertains to another person then you can easily forward it to that person for listening.

Record and review employee calls

This feature provides managers an added way of ensuring her employees are saying the right things when they are interacting with their clients. It is a means of quality control and assessment. It is also a good way to benchmark outstanding employees. This feature ensures that you have a high level of customer service and satisfaction. 

Hold music

Any time you put a customer on hold, you want them to listen to some music or advertisement but never complete silence. Play some catchy tunes to retain your customers or better yet, announce what’s new in your company. Give them discount codes, promo codes, etc. It’s a way of thanking them for patiently holding and to get additional sales. 

Transferring a local phone number to an out-of-state mobile phone

This is a very useful feature for business owners who are always on the move. They don’t have to change their mobile numbers or get tied to a landline. They can get a local number that forwards directly to their mobile.

Mobile Capabilities

While we are in the subject of being mobile, let’s talk about mobile capabilities of the modern business telephone system.

Today’s companies hire telecommuting employees or employees that work outside the office. Most workers are always on the go so they need a solution that connects to the office network without sacrificing their personal phone numbers.

Employees are empowered with VoIP technology to make and receive business calls from anywhere without a dedicated business phone.

They can use smartphone apps and mobility features that will give them full functionality of their desk phones anytime, anywhere. Their caller ID will register as a call originating from the office. Clients can reach your staff wherever they are. They don’t have to be tied to their desks. They can go on meetings, conferences and still be in contact with their customers.

Simultaneous ringing

You can have your business desk phone and your smartphone ring at the same time. This is a very important feature if you are in sales. You never want to miss a call. If you are worried about sacrificing your personal time, don’t. You can schedule it to ring only on convenient times. Your phone won’t bother you while you are in the gym or having dinner with your family.

Your staff can answer a call on their desk and transfer it to their smartphones so they can leave the office without ending the call.

 Remote callback

After listening to a message, you can push a number on your mobile phone to return the call. The person you are calling will see your office number instead of your mobile number on their caller ID. You can conveniently return phone calls using your mobile phone and your client wouldn’t even know that you are out of your office.

This option does not use up your personal mobile phone minutes. Since the system is running through the Internet, the mobile function works via an app. All you need to do is download the app and login with your business credentials. Aside from making and receiving calls, you can also access your voicemail company directory, send and receive virtual fax and even join conference calls. These features allow you to represent yourself with your business identity. You also present an “always available” image thereby improving customer service.

You can also get significant cost savings with a mobile setup. You don’t have to provide your employees with business phones because they can use their personal smartphones but not use up their personal minutes. Your employees get to use the device they are most comfortable with.

Another cost-saving feature is cutting on long distance and international call expenses from employees who are always on the road. Employees who regularly travel overseas don’t have to use the hotel phone or their personal minutes for work calls and we all know how expensive hotel calls are. They can be accessible almost anywhere without the added cost to the company.

This feature also makes it easy to transition numbers when an employee leaves the company. Their official phone number is just transferred to their replacement. This provides continuity. Remote workers are such a major part of the modern business so it only makes sense to give them mobile communications solutions that allow them to maintain their official identities the whole time.

Which one is right for me?

Well, it all comes down to what you really need and what you can afford. It depends on the resources you have. Larger companies can afford to have an on-premise system. While smaller businesses can benefit from hosted systems or cloud systems.

Traditional on-premise solutions give larger companies more control. They can afford to hire an IT team to manage their phone system. They have the resources to maintain it.

Businesses that don’t have access to broadband Internet may need to use traditional solutions.

Cloud hosted VoIP systems are ideal for small to mid-size businesses with high speed Internet connectivity that need a host of sophisticated features at an ideal price. There is a lower cost structure and an abundance of business-class features with VoIP. Cloud systems are also a great choice for businesses that want to take advantage of mobility tools.

How do I choose the right provider?

There are many providers to choose from. To avoid being confused or overwhelmed, simply fill out our quote comparison form with your requirements to be connected with up to 4 providers in your area.

Author: Yazz

Yazz is a trained telecommunications engineer with a diploma in telecommunications. He has spent the last 15 years working for Telefonica, one of the largest telephone operators and mobile network providers in the world.