Helpful VoIP Features for Small Businesses
Just a few years ago, VoIP was considered a “different” type of business phone system instead of the standard. The pandemic annihilated that way of thinking. Today, internet-based phone systems aren’t simply the norm. They have become mandatory for business continuity.
During the pandemic, VoIP and video conferencing use shot up by over 210%. This increase is largely due to the mass move to remote work and hybrid offices. Sixty-seven percent of surveyed business said switching to VoIP improved call handling.
No longer is the business phone system tied to a physical location, enabling flexible, scalable management of employees spread out over a large geographical area.
Additionally, VoIP seriously reduces overhead costs for businesses. The technology comes in much cheaper to use than a traditional landline-based system that has to be done with copper. Calling plans are also usually less expensive, and a company can add new numbers for very little cost or effort.
VoIP offers several helpful features for small businesses. But owners are busy people who may not have the time or attention to understand or use all of them.
What are the features to focus on for efficiency, productivity, and positive caller experience?
We collated some of the best features of cloud-based business phone systems to leverage.
Automated Attendant
In many small companies, the person answering the phone wears multiple hats. You can free up that person’s time, give the caller a better experience, and block callbots with an automated attendant.
An auto-attendant can act as a company directory. When set up well, it forwards calls to the correct department or staff member for you. Record a pleasant greeting and ask the caller a few questions. Such as, “Press or say 1 for sales, 2 for technical support,” etc.
The caller gets the person they need without having to explain why they’re calling to multiple people. Once to the person that answers the phone and once to each person they get transferred to.
Find Me/Follow Me
What’s the favorite user feature for VoIP? According to 77% of surveyed employees, it’s the Find Me/Follow Me feature. This feature offers employees the ability to use a virtual phone number accessible from all devices. Staff can also transfer calls from one device to another with ease.
Whether you are on a PC at a home office, in a conference room, or on your smartphone, you can get your calls. This feature streamlines caller experiences and allows employees to give out a single phone number that isn’t a personal cell phone. Callers can then use that number to reach the person via mobile, home office, or onsite office.
Hold Music
Playing pleasant music while your callers are on hold might seem like a small thing. We’ve seen that it shows a huge impact on customer satisfaction and lead generation activities.
We dug up some eye-opening statistics from a study on hold music versus silence. In the study, researchers kept people on hold for 1 minute. Results showed:
- On hold in silence: Over 50% of the callers hung up
- On hold with music: Only 13% of the callers hung up
Additionally, 45% of the silent group that stayed on the line believed they were on hold for 3-5 minutes. They were on hold for just one minute. While on the music side, 56% of people thought they were on hold for less than one minute.
So, those numbers show the power of activating that one simple feature of your VoIP system. We offer royalty free hold music complimentary with your account, you don’t have to pay any extra for it with us. You may notice happier customers and fewer leads hanging up before they reach anyone.
Voicemail Transcription to Email
When you’re coming out of a meeting, listening through a string of voicemails can be frustrating. You have to listen to each one and usually take notes to figure out the people to call back first.
Voicemail to email, an easy feature in VoIP services, provides recorded voicemails emailed to you. This email also comes with a transcription of the message. Quickly glance through the emails and scan the text to rank callbacks. No need to listen to every message first.
Ring Groups
Ring groups offer an especially helpful feature if the company only has a small team. The feature allows a group of numbers to ring simultaneously until one person in the group picks up.
This group ringing means that any included staff member may be able to assist a caller, rather than the caller needing to leave a message. Ring groups work great to for sales teams, accounting teams, and customer support teams.
Call Reporting
Another bonus of VoIP phone systems over analog is that the company accesses real-time call reporting. What are your busiest times when you need to pile on staff? Need to see a problem with calls not getting answered fast enough?
Call reporting gives management insight into those things and more. Make sure you check out these reports and then automate the ones you like so you’ll see them regularly.
Solid Available Support
This isn’t a software system feature, but nonetheless it’s important to have. If your company signs up for VoIP with no local representatives, you don’t have any local support when you need it.
Having support that can come to your office is important. Technicians can set up VoIP desk phones and work with you to optimize ring groups, mobile apps, and more. The business phone system is one of the most important pieces of technology you have. Ensure you have the local support you need to keep it operating reliably.
Ready For A Top Notch VoIP Business System?
Here at NoContractVoIP, we create custom business phone systems that offer a full suite of hybrid and remote solutions for your telecom needs. Your success is our success.
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Looking for the finest stress-free custom business telephone systems? Contact us or call today at 866-550-0005!