Communication is crucial to any business. No matter what sector or industry you are in, your business relies on effective and clear lines of communication. You have to be sure that clients and customers can reach you when they need to do so. You have to have the capacity to both organize and handle your communications in an efficient manner. That requires having systems in place for both internal and external communications at the same time.
In terms of telephony, a growing number of businesses are choosing to use voice over Internet protocol, also known as VoIP. You might already be aware of the tremendous conveniences and savings that VoIP delivers users. Then again, you might not know about the many different advanced features also made possible by VoIP systems.
These advanced VoIP features make systems crucial for many businesses, and yours might be next. Without further adieu, let’s dive into the additional benefits and services that your firm might enjoy, thanks to VoIP.
VoIP’s Fundamental Advantages
Before getting too deep into the advanced features of VoIP, let’s review the basics. Recently, VoIP has dominated the world of American business as the most popular choice for telephony. Companies across many different industries are leaving conventional telecommunications behind in lieu of IP telephony.
This very broad acceptance of VoIP is happening because of several notable advantages this technology delivers:
VoIP phone systems cost less to install and operate for most companies. When a VoIP system is being set up, you won’t have to factor in the costs of extra line rentals or the charges associated with them. Cell charges are usually cheaper, too, particularly for long-distance calling.
Quite a few VoIP systems happen to be cloud-based. This increases their mobility and accessibility at the same time. You can use them to make calls anywhere you are, just like you’re in the office. This kind of setup suits modern and mobile businesses really well. It also makes it effective for managing remote teams working from a multitude of static IP addresses.
Anytime a business experiences growth, it can be hard to have a conventional telephone system that grows with it. Installing extra lines is inconvenient at best and expensive at worst. VoIP has no such issues. Cloud-hosted phone systems can be scaled up infinitely. Expansion usually involves a quick conversation with your supplier.
These are just three of the primary benefits that VoIP offers that conventional telephony doesn’t. They typically prove more than enough to persuade most businesses to take the plunge and switch over to VoIP. Even if they aren’t enough, then the advanced features some top VoIP options bring about should be enough to convince nearly any business to change things up.
Boost Your Business With Advanced VoIP Features
Top VoIP providers provide businesses that use comprehensive communication systems that bring everything together. Such systems can serve even the most complicated communications needs. These include a plethora of advanced features so that you enhance your business operations. These are just some of the types of features you might enjoy:
- Call monitoring, logs, and recording
- Call forwarding and transfer.
- Cloud PBX/automated attendant
- Audio/video conferencing.
- Voicemail to email, visual voicemail, and other integrations
- Rules for auto answering and call screening
- Hot desking
- Call Forwarding And Transfer
The majority of small businesses simply lack the resources to stay on-call around the clock. Certainly not in the traditional sense. VoIP systems have call forwarding and transfer features that actually make it seem as if you do have 24/7 on-call capability.
Forward calls as need-be from one phone to the next until the call can be answered by the right person. This process could go from a desk phone towards a cell phone or even to a home phone. Configure the specific setup that best suits the needs of you and your company.
Call transfer features can also prove useful. Great VoIP systems give you the power to easily transfer active calls in between handsets and phones. No longer do you need to hang up on clients just because you have to leave your office. Now, you get to transfer your desk phone call over to your wireless and keep the conversation going right where you left it.
Call Logs, Recording, And Monitoring
It’s crucial to maintain oversight over your staff, as well as any calls they make. This is especially true if your field is regulated. VoIP systems have many advanced features you can use for simpler oversight.
Many of the best systems have live call monitoring. This means that you and your compliance manager can listen in live-time to calls that your staff make or receive. In doing so, you’re able to promptly identify and then correct mistakes your staff makes. You can also spot examples of their bad practices.
It’s also easy to record VoIP calls. A lot of systems can even automatically record calls should you set them up like that. Call recording can also be useful in training customer service staff or sales personnel, and that’s grown in importance lately. You can playback their calls to them and help them improve their technique along the way.
Lots of big business decisions require considerable input from plenty of different departments and professionals. Gathering up all that input through a multitude of email threads and phone calls isn’t very efficient. This is why a lot of firms have routine conference calls.
The best VoIP phone systems open the door to both video and audio conferencing. Using fast connections makes conferences considerably more reliable than they used to be. You won’t have to suffer the dropout or lagging issues that plague conventional conferencing solutions to this day.
VoIP systems are naturally collaborative, so conferencing is inherently more effective. Users can share files and desktops and collaborate using calendars. These added activities are all real-time possibilities. Boost efficiency and be sure call participants are making the most of the time they put into this.
Cloud PBX/Automated Attendant
PBX stands for private branch exchange. It’s how many firms communicate within their office. This system manages and handles any internal calls. VoIP systems offer a cloud-based PBX version. This opens up many more capabilities and features.
Cloud PBX can seriously transform the administration of your company’s phone system. Detailed rules and settings are something you can implement if you want to enhance call management. Even more so, off-site servers are what host the entire system, leaving it safe from issues like local power outages.
You can take your VoIP setup a step further with things like the auto-attendant. Such features also help small companies project an aura of professionalism since they can use AI to scale their customer service dynamics. An attendant will automatically route phone calls with things like messages or hold music. That means callers know they can trust your organization. This feature is also known as a virtual receptionist.
Rules For Auto Answering And Call Screening
Call screening features mean you have total control over just who is able to contact your business. You can use your VoIP system to actually block particular numbers while also making sure specific callers can get to you all the time. In doing so, you’ll have full control over when and how you deal with various contacts or clients.
With some VoIP systems, you can even come up with more sophisticated auto-answering rules. These are rules you can use to define the management of certain calls at various times of the day, or even week, month, and year.
For example, you might have an essential client that has to have every call answered. You can create an answering rule that automatically diverts their calls right to your cell if they need to call you outside of business hours. Alternatively, you might have overeager suppliers that like to call you directly. Set up rules that divert their calls automatically to the right departments.
Voicemail To Email, Visual Voicemail, And Other Integrations
VoIP setups are a lot easier to integrate with other systems as compared to conventional phone networks. Since VoIP is cloud-based, it’s far more reliant on mobile apps and desktop software. That lets you integrate such systems easily with services such as email and workstations.
Visual voicemail is a great example of what features can arise from such integration. Instead of dealing with voicemail using a handset, you can use a PC to access and handle it. Voicemail to email means you can have voicemails sent to your email address. This means it’s much simpler to listen to messages and respond to them when you’re on the go.
Do you have an abundance of staff that make and receive calls as a central component of their job? If so, they likely have specific ways that they want to set their phones up. They might want to use unique extensions where they record personalized voicemail messages. These settings can actually tie specific workers to particular phones.
VoIP systems make this a thing of the past. The best VoIP systems frequently feature hot desking features. Such features let staff have access to their individual settings using any device or phone so long as that device is connected to the broader VoIP setup. They might not even need to be physically present at your primary premises in order to get a phone that is automatically set up just like they want.
Enhance Your Business Operations With Future-Proof Features
As you transition your company’s communications to VoIP, you will be doing a lot more than just changing how your phone calls are made. You will be opening up your company’s commercial communications to many new features. Use these features to help yourself, your employees, and your clients and customers to better work together. Working better together is a good goal to have in an age of social media where the experiences people have with your company spread quickly online. Social listening lets you understand your brand from the consumer side of things, so you know where your primary issues are happening.
Elevate your business to new levels with these advanced VoIP features. Scale your operations to your customer demands, and always project professionalism. When you harness the power of these advanced features, you are truly future-proofing the communications of your company. Without a doubt, VoIP is how telephony is going to work in the future.