If you are a small business owner, and you have been looking for ways to improve your customer service, then you may be considering investing in a virtual phone system.
With a virtual phone system, you can take orders over the phone, handle customer complaints, schedule appointments and much more.
However, it is important that you do your research before making a final buying decision on this type of system. By doing so, you will be able to find the system that is right for your business.
Features To Look For in a Virtual Phone System
The features that are available with each system will vary greatly depending on the company offering the service. Some companies offer basic services while others offer advanced services such as call recording and transcription. Make sure that the company offering the service offers everything that you need in order to make your business run smoothly.
For example, if you need some kind of call forwarding or paging service for emergency situations, but your current provider does not offer this type of feature, then it might be best to look elsewhere. In addition to looking at the services offered by a particular company, it is also important to look at how easy it is to use their product.
The following are some features to look for when purchasing a virtual phone system for your business:
1. Virtual Phone Numbers
When looking for a service provider, make sure that they offer virtual phone numbers so that you can keep your business number private.
The virtual phone numbers allow your customers and clients to call your business directly without having to speak with anyone else first or getting transferred around. You can set up these numbers so that they ring directly through to your cell phone or even connect them with employees who work from home.
2. Call Forwarding and Routing
Call routing is the heart and soul of any business phone system, and a key feature to look for when purchasing a virtual phone system. With call routing, calls are forwarded to the correct destination based on your needs.
For example, outbound calls can be routed to your personal home phone or cell phone; inbound calls can be routed to your employees’ phones; and incoming sales calls can be routed to your sales team. With each of these scenarios, you can be assured that calls are going where they need to go.
Call forwarding is another key feature of any virtual phone system. It enables you to forward your business number to multiple destinations at once or one at a time. This is important if you have employees who work in different locations or work remotely, as it ensures that they’re available no matter where they are.
3. Text Messaging
Businesses that do not allow customers to send them text messages are going to be left behind. Texting is a very common form of communication in today’s world, and having a virtual phone system that allows for text messaging is imperative for businesses that want to succeed.
Text messaging allows for your customers to communicate with you in a way that is convenient for them. It allows them to reach out to your business through their cell phones, which they most likely have on them at all times. This can add value to your customer relationships because it will make your business more accessible.
Your customers will appreciate being able to easily reach out to you via text message when they need assistance.
4. Video Meetings
Video meetings are becoming a lot more common. The ability to see your customer’s or client’s face means you can build a better relationship with them.
The best way to do this is to find a phone system that allows for video meetings for each user. Video meetings allow people to feel a sense of connection and have a more productive meeting.
You will find that if you can see the person you are speaking with, then you can explain things more clearly. It also means that if there is anything visual about the product or service, it can be shown easily on a screen during the meeting.
5. Call Recording
This feature is essential for any business that handles sensitive customer information. Recording your inbound calls can help you train employees, ensure quality customer service and help reduce call time. It can also be used for legal purposes, such as reviewing calls for compliance or in the case of a dispute between your company and a client.
6. Virtual Voicemails
With a virtual phone system, your customers will be able to leave you a voicemail. If you’ve already missed the call, they’ll be able to leave a message and you can hear what they have to say later on.
This way, you don’t ever miss any important information that they need to tell you. It also ensures that you never miss an important call because of being busy or not around.
7. Call Menu and Submenus
Features such as Call Menus and Submenus can help you guide callers through a series of questions and answers, ultimately directing them to the person who can best help them. These features also enable you to record different messages for each day of the week or different times of day, so you can greet callers differently depending on when they call.
With this type of feature, you won’t have to hire an expensive receptionist because your customers will be greeted professionally and directed appropriately.
The Bottom Line
With the right virtual phone system, you can use the same phone number and have it ring at multiple locations, including your cell phone. You can also set up features such as available time slots and on-call restrictions that match your business hours. Your team will be able to focus on their work without distractions from unwanted callers and you’ll be able to reach them easily with important updates and changes.
If you want your employees to be as efficient as possible, you need a business communications system that is easy to learn and simple to use. Your virtual phone system will make connecting with customers easy, so your company can grow faster than ever before.