Switching to a virtual phone system may help your business become more efficient while presenting a more professional appearance.
Staying competitive requires your business to remain connected. Employees need to remain connected to clients, vendors, and each other.
A dedicated phone system allows you to assign numbers to specific departments or staff and route calls or texts to different employees. Unfortunately, many small business owners lack the budget for an expensive phone system, which is one of many reasons why a virtual phone system is a smarter choice.
What is a Virtual Phone?
Virtual phone systems are cloud-based systems that allow users to make and receive calls from any Internet-connected device. Calls and texts are sent and received through the cloud instead of a landline.
You gain access to a wide range of features and functionalities designed to support your business operations because the virtual phone number is cloud-based. From phone conferencing to team messaging, virtual phone systems can enhance the way that you do business.
Let’s take a closer look at the top eight reasons why you need a virtual phone system for your business.
1. Virtual Phones Are More Cost-Effective
Virtual phones are much more cost-effective compared to dedicated landline phone systems. As virtual numbers are compatible with almost any device, you avoid the need to buy new telephones and handsets. Most handsets cost $200 to $400 while phone systems start at $600.
A virtual phone system does not require special hardware or professional installation. Regional and international calls are also less expensive or available at no additional cost.
Depending on the needs of your business, you may also be able to get rid of your landline. Getting rid of your landline could result in significant savings, as the average cost of a business phone line is $30 or more per user.
2. Virtual Phones Provide Consistency
If you’re managing a startup or a business that works out of nontraditional office space, the physical location of your business may change occasionally. Moving to a new office may require a change of phone numbers, as carrying an existing number to a new landline is not always an option.
Virtual phone systems ensure that your numbers remain consistent. You can continue to use the same number from any location. You do not need to worry about a client struggling to contact your business due to an old number.
3. Create a More Professional Appearance
Small business owners and entrepreneurs without the funds for a landline may rely on their private numbers and smartphones. Using a private number creates a security risk and a less professional appearance.
Setting a virtual phone system can help you present the right image for your business. You can even add toll-free numbers or choose local numbers depending on your preferences.
If you prefer to run your business from your smartphone, you can continue to do so. Routing a virtual phone number to your existing cell number is quick and easy, allowing you to continue sending and receiving calls and texts from your existing phone.
4. Redirect Calls to Different Departments or Staff
Along with redirecting calls to your smartphones, you can route them to different departments or employees. For example, you may choose to set up several virtual lines to give each department a separate number or assign numbers to executives and sales staff.
Adding more lines to your virtual phone system is affordable and convenient. If you no longer need a line, you can simply drop it or assign it to another employee.
5. Screen Phone Calls with a Virtual Phone System
Virtual phone systems come with all the features that you would expect from a traditional system, along with many added functions. A virtual phone gives you more options for screening phone calls.
Instead of simply letting messages go to voicemail, you can choose to have calls diverted to different devices, phones, or employees. You may also set up a voice-assisted screening service that guides callers through prompts before redirecting them to the necessary department or employee.
A call screening service can enhance your customer service by making it easier for callers to connect with the right person.
6. Greater Flexibility for Remote Work
As you are not tied down to a landline, virtual phone numbers allow you to remain productive no matter where you go. This is especially useful when setting up remote work arrangements.
You can easily assign phone extensions to remote workers as needed. A mobile workforce also benefits from virtual phone systems, as you can redirect calls and texts to their smartphones or tablets.
7. Virtual Phone Systems Are Fast to Set up
A dedicated landline system may require several weeks to set up. You need to schedule a time for service technicians to come and install the lines and configure the hardware. You may even need to train staff on the complex features of the phone system.
A virtual phone system requires less lead time. You can set up a virtual phone quickly. After you establish your account, you can add new phone extensions and assign them to employees within minutes.
The features and functions provided by virtual phone systems are also more user-friendly. Employees should find it easy to set their preferences for voicemail, call forwarding, and other features.
8. Virtual Phone Systems Are a Scalable Solution
A virtual phone system is the most efficient choice for a growing business. You can easily scale your phone system as needed to accommodate the size of your operations.
Whether you are setting up a new office or hiring more staff, you can quickly add more virtual lines and extensions. As mentioned, you do not need to purchase or install new hardware. You simply add the new extensions through the account with your virtual phone provider.
These are just a few of the benefits of switching to a virtual phone system. Whether you choose to explore the advantages of virtual phones further, we thank you for taking the time to read this article!
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Stephanie is the Marketing Director at Talkroute and has been featured in Forbes, Inc, and Entrepreneur as a leading authority on business and telecommunications.
Stephanie is also the chief editor and contributing author for the Talkroute blog helping more than 100k entrepreneurs to start, run, and grow their businesses.