Clarisa Abalasei
Today we are going to be diving into the world of virtual phones to better understand the features your system shouldn’t be without. Whether you already have a virtual phone provider, or are in the process of looking for one, you should be aware of the must have features for a robust system in 2022.
We’re going to start with the basics of a virtual phone system and VoIP technology, before diving into the advantages of these systems. From there, we’re going to give you a list of our top 7 features that we think are necessary.
If that sounds good to you, then let’s dive into it!
A Virtual Office Phone System is an Internet-based system that uses the latest telecommunication technology and offers an extremely affordable option (compared to traditional office phones, which require an office line and expensive hardware).
Also known as a cloud-based telephone system, a virtual phone is a business external communication system that allows you to make and receive calls. Essentially, it is a VOIP service that allows you to have multiple phone numbers, including toll-free numbers, local numbers, and even international phone numbers. You can manage your calls from anywhere in the world and turn the phones of all members of your team into a fully integrated and professional network.
Before getting too ahead of ourselves, let me explain what VoIP is and why you should invest in a VOIP business telephone system. You can also check our other blog article for more information: How does a VoIP phone number work?
Let’s start with a simple definition: A VoIP system is a tool that allows you to make telephone calls over the Internet. VoIP systems have a lot of different names, ranging from IP telephony, to cloud phones, and everything in between. In essence, the ability to send and receive voice signals over the internet results in a virtual phone system. A virtual telephone system is primarily designed to direct incoming calls to your company without the need to buy any telephone hardware. Instead of buying a few desk phones and routing equipment, you can create, manage, and monitor the system professionally directly from your PC or laptop that has an internet connection.
If you have a current business number connected to your landline, you can port it to the virtual VOIP provider and convert it into a virtual phone number. In situations where forwarding is required, the business phone number can also be forwarded to mobile phones, fixed phones in the home office, etc. That way you can upgrade your phone system to a virtual system, without having to lose your existing number. This saves your business from lost customers and missed connections.
When you take advantage of a cloud phone system, you are able to access a robust business phone system without having to resort to an on-premise solution. On-premise solutions are often expensive to maintain and store the bulky servers, and can cost a lot of money making them only attainable for large enterprises with a significant technology budget.
Unlike a traditional telephone system, a virtual telephone system never requires the company to maintain or fix system problems. Unlike wired systems, which include physical phones and servers, the virtual telephone system manages all business communication using the internet to route calls to the right contact. In most cases, you only need to pay a monthly fee with any virtual provider.
Virtual telephone systems are really affordable compared to the alternatives, especially for small businesses with limited resources and budgets. Given the hassle and high cost of installation and hardware, this is an even bigger deal to choose a cloud phone provider. There is no doubt that a virtual telephone system offers a lot of features that will save you time and help you sound professional.
Since virtual telephone systems are hosted online, they can be offered in a variety of pricing options. Virtual Phone call rates are much cheaper than those of traditional carrier-based carriers, making it much easier to maintain a reliable business telephone system. As a result, the call fee for virtual phone systems is much lower than that of a traditional phone operator.
The level of functionality depends on which service brand you choose, but virtual PBX systems have much more to offer than traditional PBX systems. The good news is that virtual phones can even include an app for your phone that allows easy phone calls, settings and updates. Virtual telephone systems are easy to set up, make and receive calls, and monitor. This is because you don’t need to install clunky hardware or buy a new phone for your team, thanks to the fact that a VOIP system is fully virtual and can work with any existing phone. Even if you do not have a telephone system yet, you can get all the features normally associated with a traditional phone system by choosing such a virtual phone provider.
If you like what you are hearing so far, just wait until you explore the advanced features that a virtual office phone provider can offer! We think these features are essential, so make sure that your provider is able to give you access to them.
Keep your existing number
Being able to port your existing number is important, especially if you are an established business that has spent money on marketing materials that include your existing number. Make sure that your new provider can allow you to keep the same number, only now attached to a virtual phone system.
Welcome Message for Customers
Start every call off the right way! Set up a customizable welcome message to greet all your incoming callers.
Business Text Messages
Open a new, convenient, channel of communication. Send your callers a text-message, helping you communicate effectively with your customers.
Call Conferencing
Your phone system should enable your team to collaborate effectively, which includes the ability to use call conferencing.
Voicemail Transcription
Sometimes audio just isn’t convenient. Make sure that you can access automatic voicemail transcriptions so you can access important information whenever you want.
Call Log
Look for a system that will conveniently save all of your calls in a call log that can be easily organized by using tags and filtered through them as well.
A lot of Integrations
Integrate your phone system into tools your business is already using, such as Slack, SaaS tools, CRM software, and more. This will help you create a more effective and streamlined workflow.
Call Recording
Take advantage of a solution that lets you start, pause, and end call recordings while on an active call. That way you can easily keep track of important conversations and information.
Although not all virtual phone systems offer the same functionality, Yodel has cross-marked most features that are specific to virtual phones. If you currently use an analog phone or have an existing device, you can easily transfer to us and keep the same business phone number. Virtual telephone systems allow you to call any number, even landline, mobile and fixed phones.
If you would like to purchase a virtual phone number from Yodel, you can register for free and choose your desired geographical location for your virtual number. After you have created an account, simply select the area code you want through the Yodel management platform, and start using your virtual phone number. Once you have signed in and configured your phone line, you can start placing outgoing calls and receive calls from customers as well. It is very easy to make or receive calls from your smartphone as well by installing the Yodel mobile app.
A virtual office phone system can come with big advantages, especially if the system is able to meet all of your needs through smart and easy to use features. We hope that you have learned more about what a virtual phone is, the advantages of these systems, and the must have features in any virtual phone system.
If you are looking to get started with a robust virtual phone system, make sure to take advantage of Yodel’s free trial. This will allow you to test out all the features we mentioned before, and more!
