As any business owner will admit, a business phone system plays an essential role in being successful. Effective communication can mean the difference between wild success and abject failure for any organization. But the phone system is often overlooked until you have a few problems. What makes a business phone system the right fit for your company? What exactly can a phone system do to help your business be more productive and successful?
For a start, it is important to keep in mind that a phone system is more than a means of making calls. While voice calls are the primary function of a modern VoIP phone system, they can do so much more.
Administrative features like toll-free numbers and call recording make it easier to manage the system. Call features like hunt groups, hold queues, and call routing allows you to manage high call volumes. Features such as call waiting, multi-device ring, and visual voicemail help your employees be more productive. A business phone system can also help your teams collaborate better with tools like screen sharing, virtual meetings, and presence information.
If you’re not familiar with a modern business phone system, some of these features may sound complex or even expensive to implement. In truth, it is quick and easy to configure the phone system to however you like it. And a VoIP business phone system doesn’t have to be expensive. In fact, it’s often the case that a VoIP phone system can save you quite a bit on monthly phone bills.
So let’s take a closer look at how some of these features will help make your workday easier.
One of the most common worries business owners have about switching to a new phone system is the phone numbers. What happens to all your business numbers? Do you lose access to them? Do you have to give up a number that all your customers have used for years?
Changing numbers can be very bad for business. Think of all the places where you use phone number – marketing materials, letterheads, signage, advertisements, online, etc. You would need to change the information everywhere it appears, not to mention things like internal extensions, memos, and emails.
But you don’t have to go through all that. When you switch to VoIPstudio or most other VoIP-based phone systems, you can port all your old numbers at no added cost. It might take a few days to complete the porting process but most providers can help you out with it. As long as you have the relevant details and your new provider has numbers available, you’re good to go. Business as usual and no one has to know you switched to a new provider or changed anything at all.
So now you can rest easy about keeping your old numbers. The next big worry is usually installation. A small business with a few phones is quite easy to setup. But what if you have 30 – 40 phones to setup? Even if each phone takes just 30 minutes, it means taking a few days to set everything up. That’s where auto-provisioning comes in.
It’s a very important feature that helps businesses start using VoIP right away, without having to wait hours or days. It’s the VoIP equivalent of plug and play functionality. All you need to do is plug in your phones and provision them from a central location, all at once. No need to mess around with each phone’s individual settings. Once up and running, users can easily set their preferences as per their requirements.
Auto-provisioning is a great tool for desk phones but what about computers, mobile phones, and tablets? Few organizations can function without these essential mobility devices. Some employees may prefer a desk phone as they’re always at the office. But others – especially salespeople – may like to use their mobile devices as they travel for work. How do you handle setting up and using other devices throughout the company?
VoIPstudio supports multipoint registration, making it easier to manage multiple devices on the same account/phone number. It allows users to make and receive calls from several devices at the same time. This is very crucial, as companies expect employees to work from any location. So for example, an employee may have a laptop, a desk phone, and a softphone app on a mobile device. They can answer calls from anywhere, at any time on the device closest to them.
Recording calls is often overlooked, yet it is critical to do so for many companies. Some businesses are required to record calls to comply with regulations. Others might want to do so for training purposes or to provide feedback. Recording business conversations helps to protect your business from potential legal action. Recorded calls can be a valuable source of business insights as well.
Still, not many businesses record calls, in spite of all the potential benefits. That’s mainly due to the cost of buying and setting up a separate system that can record calls. Switching to VoIPstudio means you can record calls without needing additional hardware or software. You don’t even have to pay extra as call recording is included in all plans as a standard feature!
Logging calls as they happen is important for several reasons. For one thing, you want to have a record of calls to track fraud or otherwise unauthorized use. For another, you may want to track calls made by teams or individuals for analysis. For instance, does call volume increase on certain days? Do you need more people on the phones in the morning instead of the evening? You cannot answer such questions without data in the form of call logs.
VoIPstudio allows you to access call logs including time, date, duration, ring time, and may more details. You can use this data to streamline operations or to optimize efficiency. Assign more workers to the phones during busy times and re-assign them when you no longer need the extra manpower. Such data can also drive HR decisions such as when you need to hire or train more employees for a particular role.
Setup and configuration is just one part of using a new phone system. Once the phones are up and running, you have to think about managing the system every day. VoIPstudio and most other providers make this part easy for customers as well. You don’t need to be an expert to manage the phones. All you need is a web browser.
VoIPstudio has an intuitive and easy-to-use web dashboard for all customers. You can access, configure, and maintain your entire system from one place. Everything for adding new numbers to removing users is just one click away. You can do things like:
VoIP phone systems are independent of location. What does this mean for your business, other than free or cheap calls? You can benefit from many more features thanks to location independence.
One example is toll-free numbers. In the traditional business phone system, toll-free numbers were expensive. Large companies picked up the tab for customers when they called. But it was out of reach for smaller businesses. Not any more. VoIP providers offer inexpensive toll-free numbers that your customers can call from anywhere. At the same time, you won’t have huge bills waiting for you at the end of the month.
Another benefit is the ability to purchase and use local numbers in any market. When using analog phones, the area code was used to identify the location. Since VoIP numbers aren’t tied to any one location, the area codes do not have the same meaning. You can buy phone numbers with any area code – even international ones – to use.
It means you can give a local number for customers to call, reducing their charges. You can also give the impression of being a local company with a familiar number. Businesses can add numbers in a new market, even before setting up an office there. You can even use different numbers to track responses to multiple ad campaigns to track their effectiveness.
From auto-provisioning to call logging, there is no dearth of sophisticated features for businesses. With the right service provider, managing your phones can be pleasant and easy. If you’re wondering if it’s the right time to make the switch, wait no more. Don’t miss out on the wonderful benefits of a VoIP service. Sign up for a 30-day free trial today and get more from your business phone system!
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Thousands of businesses across the world trust VoIPstudio for all of their most vital business communications. Why not be the next?
Thousands of businesses across the world trust VoIPstudio for all of their most vital business communications. Why not be the next?Start my trial! Take a 30 day free trial
Start a free 30 day trial now, no credit card details are needed!