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Virtual phone systems: Everything you need to know about them

Virtual phone systems is probably a phrase that you have heard in the business world repeatedly, and it is already unlikely that your own business has not implemented them. If that is the case, then you need to learn about them, as they provide a number of benefits which you cannot get from traditional phone systems. Traditional phone systems have been in use for some time now, however they bring a number of drawbacks in comparison to virtual phone systems. But before we get into what the benefits of a virtual phone system is compared to traditional phone systems, we need to understand what it actually is and what it does.

What is a virtual phone system?

A virtual phone system is any system which combines the functionality of traditional phone systems with additional functions, into one single platform which is accessible by multiple users across multiple devices. A virtual phone system can be installed onto existing hardware, and software needs to be installed to access the platform. A virtual phone system exists on the Internet and uses Voice over Internet Protocol (VoIP) in order to make outgoing calls and receive ingoing calls. These calls can be made between users across departments, or can be made through phone numbers, just like a traditional phone system. The difference between a traditional phone system and a virtual phone system is that you do not need to dial a number into hardware, and you can easily track and record calls, transfer them and connect to other users with ease through a computer on a single platform. A virtual phone system will also have analytical and reporting tools available which will help in tracking and recording calls and data, which is vital to any business. No traditional phone system will be able to do this, and as such a virtual phone system is unique in this sense.

So, what are the benefits then?

It is essential to know the benefits of using a virtual phone system, so you can determine if it is a good choice for your business operation. Before purchasing anything, you need to do your research as you cannot just buy things without considering if it will be used well within your business and if it is applicable.

Here are some of the benefits of a virtual phone system for your business:

Increased communication

Increased communication is definitely one of the biggest benefits of using a virtual phone system for your business. Being able to make outgoing and ingoing calls from one platform makes everything much more efficient, and you are able to transfer calls to others within your business through this platform. You are also able to ensure that everyone has a single platform to message each other and call each other, as well as transfer data to each other in real time. Having real time communication and real time data being shared ensures that your departments will know what is happening within the business. Increased communication is important to ensure that strategic decisions can be made in marketing that will be successful.

Decreased costs

Decreased costs is another big factor of using virtual phone systems. All businesses are always looking for ways to decrease costs, as the less costs there are, the more of a budget that they have in order to spend on the business operation or to keep as a return. Using traditional phone systems means that you will have to buy hardware such as phones and get someone to cut holes and install wiring throughout the whole building. This can all add up, especially for a larger business, and as the business grows this will have to scale too, further increasing costs. While there is an initial investment fee when it comes to buying virtual phone systems, it is worth it in the long run as you save money overall.

Scalable for your business

A virtual phone system is perfect for a growing business, as it scales very well. A traditional phone system can scale, but you need to buy new hardware in order to do so. This can cost a lot of money for a business that is constantly growing, and you will spend a lot buying new hardware and installing it. With virtual phone systems, your business will be scalable in its communication. This is because you simply need to install the software onto existing hardware to add new users, and they can access the communication functions from there on. This is much simpler in comparison to a traditional phone system, where you would need to buy hardware and install it for new users. A small to medium enterprise is expected to grow, and it is during these early stages that the most growth is expected. As such, scalability of infrastructure should be taken into consideration, and a virtual phone system is the best way to scale communications within a business in a simple manner.

Better customer service

Using virtual phone systems means you will be able to provide better customer service. This is because you can transfer calls by simply clicking a button, rather than having to find and remember or note down extension numbers then use them to transfer calls. You can also add or drop people from calls with ease, and this makes it easier to have meetings with other businesses or create situations for training purposes. Better customer service is important for any business, as it helps to cultivate your reputation. A business’s reputation is everything, and if your business is customer facing, you will definitely want to have a good business reputation when it comes to customer service. A virtual phone system provides hold music, easy call transferability, call recording and so on, which all contributes to customer service experience. It also looks very professional for a business to have all of these functions, and as such it is important to have a virtual phone system for your business.

Helpful for employees

Employee morale is a big part of any business, and by implementing virtual phone systems, you are helping to increase employee morale. This is because it is easier than ever for them to do their job, as they can call customers, transfer calls and communicate with each other without added effort. A single platform that combines all these functions together makes everything much more efficient and effective, and the employees of the business will thank you for a virtual phone system installation.

In summary, a virtual phone system is a dedicated platform for communications which makes communication much more efficient and effective, as well as bringing added features. These types of platforms are worth it for any business that is customer facing, as it will make their job easier than ever. It is important that you consider the different products available out there on the market before you buy one, as some may have different features compared to others which may be more applicable and suitable for your business.

If you are a business who wants to increase their communication, then a virtual phone system may just be for you and your employees, and you should take a look.