Any business wishes to communicate with its stakeholders on a timely basis. Therefore, enterprises require the ability to connect from any location in the world to any internal office. Additionally, they need the ability to internally transfer client calls, as well as accept multiple calls at the same time.
Effective voice communication is critical for any small business’s success. Your employees require a secure platform for communicating with customers, prospecting for new customers, and conducting business. Installing the best business VoIP service in your business can provide your organization with several significant competitive advantages.
Here are the top benefits of having a reliable business phone system:
1. Be A One-Stop-Shop
You can streamline your small business’s communications by implementing a business phone system, like openphone.co. Consolidating your communications has numerous benefits, regardless of whether you require call management features, like forwarding and call logs, or collaboration tools, like conference call services and online meetings.
Rather than relying on a patchwork of tools that don’t always work well together, you could opt for a single straightforward solution comprising components designed to work together. In addition, by converting to a business phone system, you can also take advantage of new features not available on consumer phone lines, such as rule-based call answering, call screening, advanced call notifications, and team collaboration tools.
Additionally, the single-point-of-contact approach simplifies integration with pre-existing tools. Google Apps, Microsoft Outlook, and Dropbox are just a few examples of online tools combined with a modern business phone system.
2. Have Common Resources
The primary benefit of implementing a reliable telephone system for your small business is that all employees will have access to the same voice resources. In addition, a telephone system enables employees to transfer calls, significantly increasing the efficiency of the business.
For example, consider how inefficient it is for a worker in one area of the office to travel to another desk to answer a simple phone call instead of transferring the call directly to the person who can answer the question or resolve the issue.
3. Auto Attendant
If you’ve ever called a business, and directed to enter an extension or dial by name, you spoke with an auto attendant. Simply put, auto-attendant acts in the capacity of a live operator, routing incoming calls. Each incoming call is answered by an auto-attendant, who offers callers the option of dialing by extension, by name, or from a menu of options.
Suppose a caller becomes disoriented or is unable to hear the desired option. In that case, they may select the ‘route to operator’ opportunity to speak with a live person (typically by pressing zero). It’s a convenient option because a small business owner would be forced to pay a receptionist or interrupt their work to answer their phone without an auto attendant.
4. Maintain A Professional Demeanor
Freelancers and startup entrepreneurs frequently work from home or coffee shops, and they exclusively receive incoming calls on their cellphones. Thus, you won’t have to give your contacts your cellphone number if you have a dedicated line. Additionally, it conveys to prospective customers the impression that you’re a one-person operation.
Naturally, you shouldn’t register for an old phone number that will lock you into a single location. Instead, choose a smartphone service that enables you to forward a call to your mobile phone in the same way that an e-mail message is delivered.
5. Unified Communications
Unified communication is another significant benefit of a business phone system. It unifies all modes of communication, including voice, instant messaging, video conferencing, data sharing, and presence, into a single user interface. Furthermore, it’s a technique for circumventing the phone company’s recurring monthly charges.
For example, if both employees are available, one of them will call the other. If they’re unable to do so, they can communicate immediately via instant message. Additionally, employees and customers can share via shared displays.
Assume that your business requires voice messaging and that you recently purchased single- and dual-line phone sets from a nearby Staples. In that case, each voice messaging mailbox and its associated forwarding feature will be subject to a monthly fee.
6. Savings On Costs
As a small business owner, communication expenses almost certainly represent a significant portion of your budget. By phasing out individual phones and numbers in favor of an automated telephone system, you can save money and streamline monthly telephone invoice processing.
Additionally, implementing a telephone system simplifies reviewing monthly bills and identifying unusual call patterns, such as an employee taking personal calls during work hours.
7. Always Catch Calls
By utilizing intelligent call forwarding, you can avoid disclosing your cell phone number to business associates, while still maintaining the portability of a telephone number. More importantly, you’d prevent missing critical client calls as a result. Numerous phone numbers may be assigned to different departments or roles. You can get 800 numbers from Kall8 that can be programmed to ring anywhere in the world and offer a set of robust features at no extra charge. For instance, calls to various office numbers can be routed to cell phones for on-the-go accounting and sales personnel.
A cellphone signal isn’t always clear enough to communicate clearly. Therefore, this is not the optimal environment for critical conference calls. A dedicated business phone number connected to a fixed-line network, in most cases, provides a more secure safeguard against wireless call interruptions.
8. Expand Your Business
Once your telephone system is operational, scaling it up as your business grows should be relatively straightforward. Investing in a small dedicated phone system that meets your needs is an excellent way to minimize startup costs. Then, as your business expands, you can upgrade to a more extensive system that supports additional staff and features.
9. Enjoy Exceptional Features
When a business purchases its phone system, it gains access to various valuable add-ons that aid in business management, and tracking critical meetings and clients. For example, voicemail, caller ID, and automatic call forwarding are all standard features on the majority of modern telephone systems. These features, particularly the ability to forward office phone calls to a mobile phone or pager, can be highly beneficial to small businesses.
Takeaway
When the benefits of a business phone service are compared to the help of a traditional phone line, it becomes clear that there are several compelling reasons to invest in a dedicated phone system. First, as your business expands, the scope of your communication requirements expands as well. A business phone system provides the features, adaptability, and security that your business requires. Simultaneously, it equips employees with the tools necessary to remain connected and profitable, ensuring the continued success of your business.
