With new technological advances arising, it is difficult to rely on traditional phone systems as they are limited to one location only. In many cases when you are out of the office, it is really challenging to reach your business line and answer those important phone calls. Of course, there are other options like letting your clients know that there are specific timings for when you’re available, or having a secondary line for emergencies. Yet, there are some calls that are too important for you to miss or to simply suggest a scheduled callback. Your best bet is to choose a phone system that lets you answer your business line from an accessible phone application. These are most commonly known as virtual phone systems which act as a voice-over-IP (VoIP) and allow you to acquire its benefits without having to actually purchase and accommodate an on-ground VoIP. If you are wondering what a VoIP is, in simple terms, it is a phone service delivered over the internet. An example of this would be Skype, where you can make phone calls online without a physical telephone. With large business, it can be difficult to get a traditional phone line for each and every desk, so downloading an application that can do the same job is simpler and cost-saving.
1. Why Choose a Virtual Phone System? (VPS)
You might be still unsure of why you should choose a virtual phone system over the traditional line. Firstly, you can be productive on the go. Instead of having to stay in one place to answer the phone or wait for the fax machine to deliver a document, you can be on the go answering phone calls directed to you; faxes too will be sent as MMS or via the email as a PDF.
As mentioned earlier, getting a secondary number for emergencies will just make it near impossible to differentiate between regular calls and those that are truly urgent. With a virtual phone system, calls can be easily redirected to your phone with call screening, helping you to discern which of the calls are more important.
Have you ever wanted to contact a business, but they constantly put you on hold or do not answer altogether? With Virtual Phone Systems, people can access you and your employees throughout the day easily; a feature such as this increases your professionalism.
A virtual phone system will help your business grow and add more extensions as well as make it customizable for call forwarding and voicemail. The more employees you acquire, the more extensions you can create hassle-free.
Last but not least, this maximizes the efficiency of cost-savings since there will not be any expensive hardware and software purchases. These types of applications can be used from the employee’s mobile phones, and international calls are not expensive since it is all via the internet.
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2. The Pros and Cons of Virtual Phone Systems
Virtual phone systems connect to the main business line and enable those with the connection to be in completely different locations. Some advantages of VPS include the fact that the business will run exceptionally smooth, it will be cost saving, and will help you do things a traditional phone line can’t.
Some disadvantages though include the fact that this all depends on the internet connection. If a problem occurs with the internet, then you will not be able to receive the calls or faxes. Consider having a back-up plan in terms of Wi-Fi alternatives or pre-paid mobile data plans to avoid possible poor internet connections.
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3. How to choose the Right VPS
Before choosing the right phone system, there are a few questions you should answer.
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a.What is the volume of your calls?
If you get hundreds of calls each day from clients, then you need to look for a phone system that is reliable. Or have a traditional line as a backup for any emergencies, having a plan B is necessary.
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b. What is your budget?
Having two types of phone systems makes it more reliable, but definitely is more costly. So, determine your spending budget and check which phone system you will need more, and which brand will grant you access without breaking the bank.
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c. Which features do you need?
Each phone system has its different pros and cons with strengths in more areas than others. Not all of them have the same features, so think of which features you need the most and look for a system that will provide those. According to app developers at Weave, they believe a good VPS app allows users to answer their business line, send text messages, request reviews, and listen to phone calls all through their smartphone. While other apps include other specifications like transferring calls. Before you determine which features you need, set goals for the present and consider the future of your business as well. Think of your business’s needs – does it need the option of listening to phone calls, or sending text messages? Will it need the option of transferring calls? Decide on your goals so that your business can operate well without issues.
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d. How reliable is the internet?
This is super important as VPS relies solely on the internet. This goes hand in hand with the reliability of the system, as some systems may not function properly with poor connections.
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If you are having trouble with choosing the right VPS, then you can consider asking for a consultation or take advantage of the trials. If you are not sure of which approach to take and which system to choose, then you can just ask or consult a professional that works with the company you are interested in purchasing the system from. You can ask several companies to get an unbiased review, but try to do extensive research prior, like understanding the jargon used and getting reviews from users. Also, you can take advantage of free trials; if you are not set on which one you prefer the most, then you can opt for a monthly trial before you can commit to it.
