Virtual phone systems: why your business needs one

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Does your business use a virtual phone system? If not, it’s time to make the change. Virtual phone systems have taken the business world by storm, completely revolutionising the way you, your staff, and your clients communicate in the modern workplace.

Most of us don’t have the time or patience to deal with clunky hardware, complex phone systems, and out-of-date equipment. Switching to a virtual system will save you time, keep you organised, and help you stay connected.

What is a virtual phone system?

Ever heard of VoIP – that is, Voice over Internet Protocol? Virtual systems use that technology to facilitate voice or telephone calls over an internet connection rather than a traditional phone line.

Businesses that adopt VoIP technology receive a virtual phone number that is then stored on the cloud. This enables that number to be accessed on any internet-connected device – even if you are out of the office. Virtual phone systems, therefore, are particularly useful for location independent entrepreneurs and remote team members.

5 benefits of virtual phone systems

Simple and user-friendly, virtual phone systems have a number of key advantages over traditional phone systems. Let’s take a look at five of these.

1. Toll-free and virtual phone numbers

Virtual phone systems give your business access to toll-free and local phone numbers around the world. That means you can operate any number of country numbers without the cost of additional hardware. This gives your business the opportunity to offer international customers a local dialling option, building trust, enhancing your professional image, and making communication easier.

2. Voicemail to email

If a customer is unable to reach an employee and need to leave a message, your virtual phone system can forward this voicemail message to a designated email address. This makes messages much more accessible – in fact, you can check your messages from any internet-connected device.

Your business will benefit from fast and efficient follow-up, while ensuring remote team members have the communication flexibility they need.

3. Call transfers and screening

Don’t leave your customers waiting. With a virtual phone system, call transfers are fast and seamless. Plus, you can easily screen calls, allowing you to decide whether to answer, transfer immediately, or let it go to voicemail. This ensures important calls are never missed or ignored.

4. Remote access

Remote access is one of the key benefits that draw businesses to VoIP technology. Virtual phone systems give you the power to control all business communications in the palm of your hand. You can answer, ignore, redirect, and review calls all from your mobile device.

5. Auto attendant

The auto attendant feature can replace the expense of a receptionist, while still ensuring every call is answered in a professional and prompt manner. For example, you may set all inbound calls to be automatically answered with a pre-recorded greeting.

In contrast to a live receptionist, an auto attendant ensures you never miss a customer service call or sale opportunity, no matter the time of day. What’s more, the auto attendant can enable customers to search through a company name directory, transfer to an extension, or leave a voicemail message.