As the demand for business-related communication services has risen, so has the need for phone system software and services. Companies, especially those that operate as franchises, require an automated system that can support remote workers, conduct business across multiple locations, and align and standardize various phone conversations.
Because of this, virtual phone systems have become more commonplace.
Virtual phone system (VPS) is a fantastic tool for businesses that operate from home or need to conduct business overseas. They enable users to make calls on an audio channel separate from the public switched telephone network (PSTN). The PSTN is the telephone network used by most people and businesses in the country.
There are plenty of different kinds of VPS in the market, all offering different features that you might need to consider. This article will discuss four essential features to look for when choosing a virtual phone system for your business.
1. Audio Conferencing
Audio conferencing is one of the essential features of any virtual phone system. This allows users to interact with each other over the phone, even if they’re located in different locations. This is a critical feature for businesses with clients in different states or countries.
Ensure that your virtual phone system has a high-quality audio conferencing option. This is the only way to ensure that your users have a quality audio experience when conducting audio conferencing. This will allow you to interact clearly with callers, and It also allows callers to hear you clearly, which helps increase productivity and client satisfaction.
Don’t Forget About Video Conferencing
In addition to audio conferencing, virtual phone systems offer the option to conduct video conferencing. This is an important feature to look for.
Video conferencing enables you to see and hear users located in different locations as long as you have a laptop or smartphone and a good internet connection. This means that you don’t need to install additional software.
2. Call Recording
One of the essential features of a virtual phone system is the ability to record calls. Call recording allows you to capture crucial conversations, no matter how they’re made. This includes calls between employees, customers, and others.
If a call is important enough to be recorded, it’s essential to be saved for future reference. Therefore, having a call recording feature in a virtual phone system is essential for businesses requiring reference calls.
Having a call recording feature also helps reduce the risk of fraud. You can use call recording to review calls made to your business. This can help you identify fraudulent practices such as caller ID spoofing (spoofing), spoofing from a non-physical location, or other illegal activities.
3. Easy To Use Customer Portal
A virtual phone system’s customer portal is another essential feature. The customer portal is the online interface that your users connect to. It’s where they manage their account details, such as extensions and phone numbers.
The best virtual phone systems offer a user-friendly customer portal. This ensures that users such as your employees can easily navigate the system. It should also provide a wide range of features, including call recording, call forwarding, and other tools.
The customer portal should also be easy to navigate and navigate on multiple devices, such as laptops, tablets, and smartphones, to use the service, even remotely.
4. Provide Caller ID
In addition to recording calls, almost all virtual phone systems allow you to display the caller’s ID. This gives you the ability to identify callers, which is especially useful for businesses that deal with customers.
If you make business calls, you need to know who these callers are. This allows you to remember who you spoke to and why you spoke to them. You also want to document any incidents that occurred during your conversations.
Before buying a virtual phone system, you will want to make sure you choose a reliable system. This is because you will need to ensure that the virtual phone system meets your needs and expectations.
Other Features to Look For
Integrate With Other Systems: Virtual phone systems allow you to integrate with other systems that your business relies on, such as email, scheduling, and Google Drive. This enables you to use one tool for managing all of your communication needs. It also saves you time, as you don’t need to manage more than one tool.
Call screening: You should also consider call screening in your virtual phone system. Call screening helps you screen out unwanted calls. It lets you filter calls based on criteria, such as type of caller, time of the day, and location of the caller.
Call blocking: Call blocking prevents unknown callers from contacting your business by blocking their number. It also lets you block phone numbers from all countries, including local numbers.
Speed dialling options: You might also choose a virtual phone system based on the number of options for speed dialling. The more options you have, the easier it is to work faster and effectively.
To Sum It Up
Many business owners and managers do not realize that they must invest in a virtual phone system to get their company moving in the right direction. They believe that it is too expensive or too complicated and unnecessary for growing their company. But they are wrong. The truth is — it is not too expensive, and it is not too difficult.
It is a necessary investment for growing your company, and it is something that you need to do to get your business up and running.
Callers will always hear an individual’s voice rather than a group’s voice with a virtual phone system. And this is the same even if you are not in the office. So, you will never have a problem answering calls or speaking with clients face-to-face.
When it comes to choosing the right phone system for your business, there are plenty of options and considerations. From cost to features and functionality, there’s a lot to think about when choosing a virtual phone system.
So, make sure that you consider the four essential features listed above when in the market for an ideal virtual phone system.