Is there any way to flourish your business with affordable pricing? Yes, you have an affordable solution i.e., a Virtual phone system that can enhance productivity. This article will provide details about VoIP and how it benefits businesses.
Virtual Phone System
The virtual phone system is a cloud-based business phone system. Unlike traditional phone systems, it does not transfer data using cables rather, it operates through the internet. The virtual phone system allows incoming and outgoing calls using internet protocol. This phone service can be used virtually anywhere with an internet connection. If your office is located at multiple locations all over the globe, use any internet-connected device such as a laptop, computer, smartphone or tablet.
How does it work?
The calls are placed using Voice over Internet Protocol (VoIP) technology. Virtual phone systems convert voice signals into digital signals. These digital signals are compressed into data packets that are sent over an IP network. Conversely, these data packets are uncompressed and turned into analogue signals again. It allows international/long-distance expensive calling at a minimal cost.
Benefits of Virtual Phone System
There are various reasons why you should switch technology from traditional telephony to virtual telephony. The top benefits of using a virtual telephone system include the following:
Easy Setup
Setting up a virtual phone is a very easy and quick process. The process is not comprised of weeks or days; your business phone gets operational in no time. To get started, you must just sign up for VoIP phone service, select a phone number and download your VoIP provider app, and you can start communicating with your clients within minutes.
User-Friendly Interface
It has an intuitive and user-friendly interface. It is simple to use, and you do not need to go into technicalities.
Cost Saving
Expense with a virtual phone system are reduced compared to the traditional phone system. It is more affordable for making calls as it operates over the internet.
Virtual phones offer different pricing plans in accordance with the business requirements and budget. No hardware costs, installation fees, service fees, line rent, or monthly charges are associated with the virtual phone.
Remote working
After the pandemic, Covid-19, remote working is on the rise, it is the latest trend in business. A robust phone system with advanced features is required for team collaboration and seamless business communications while working remotely. This is what a virtual phone can provide by keeping all the team members in the loop.Â
With virtual phones, you can work from anywhere on the internet and no longer need to be glued to your desk phones. Hiring from anywhere is easier with virtual phones because employees are not bound to come to the office. They can be a part of your team while working remotely.
Security
Virtual phones are cloud-based and store data within the cloud. This data cannot be accessed without permission. Virtual phones provide security against data loss and hacking. To ensure security, it provides end-to-end encryption, two-factor authentication and password protection, 24/7 network monitoring, and real-time notifications of security issues. It does not claim 100% security, as an employee may get connected to an unsecured Wi-Fi network.
Integration and Automation
Virtual phones offer a wide range of integrations with business tools such as Slack, Zapier, HubSpot CRM.
Virtual phone systems offer much automation, such as Text message templates (snippets), auto attendant, automated voicemail transcription, automated text messages, and much more.
You can save time and speed up your business operations with integrations and automation.
Easily Scalable: No hardware requirements
Virtual phones are not dependent on hardware. Now you can focus on your business operations with full devotion without being worried about hardware maintenance or purchase.
Since Virtual phones are not bound to hardware, they can be updated conveniently by software updates; instead of buying expensive equipment whenever upgradation is required to cope with new technology.
Cloud technology in virtual phones offers instant upgradation or modification, like adding new users. Unlike traditional phone systems, they are easily scalable with changing organizational needs. Thus less time wasting and more focus on business.
Compatibility
Virtual phones offer flexibility and allow working on all devices, such as laptops, desktops, tablets, and smartphones. In contrast, the traditional phone system is incompatible with all devices except desk phones/landlines.
Advanced Features
Virtual phones enhance business productivity by offering advanced features for effective business communications. The advanced features include:
- Voicemail to text transcription
- Video conferencing
- Integration
- Virtual receptionist/assistant
- Call analytics
- 3-digit dialling
- Visual voicemail
- Online call recording
- Interactive Voice Response (IVR)
- Call queues
- Call flipping
- Call routing
- Automated callback and a lot more
Team Collaboration through video conferencing
The virtual phone offers voice calling, instant messaging, online faxing and video conferencing. Video conferencing, screen sharing, training sessions, and virtual meetings are crucial if you have a remote workforce because, for team collaboration, you need to communicate frequently. Therefore, a robust communication platform such as a virtual phone can serve this purpose.
Flexibility and mobility
The virtual phone system can be summed up in a single word: ‘flexibility’. With virtual phones, the requirement for office space has faded. You can do office work anywhere across the globe over the internet. Multiple devices can be used with the same phone number; for instance, you can easily switch from laptop to mobile, from mobile to PC, but your business phone number will not change.
Final Words
The benefits of a virtual phone system include ease of use, scalability, lower costs, security, mobility and flexibility, integration and automation etc.Â
There are various virtual phones available such as Nextiva, Dialpad, RingCentral, 8×8, GoToConnect etc, but which one can address your business needs depends on top-notch customer service, company size, features, cost, or package you are interested in.
These are not specific to offices but can also be used in homes. This is beneficial for entrepreneurs who want to set up a virtual office.Â
If you want to take your business to the next level, don’t sacrifice your productivity and switch to the latest cloud-based virtual phones that allow small businesses to use advanced features at affordable rates and compete with large-scale businesses.Â
Way to go, virtual phones!
