Most small businesses still need to use phones to communicate with their clients and their suppliers. Not all issues can be resolved through email and text messaging. Some businesses choose to provide separate business cell phones to all employees, while others simply have everyone use their personal cell phones. Having to carry two phones at all times can be frustrating, and many employees do not want to be connected to work via their personal devices. Here are three reasons to consider setting up a Voice over Internet Protocol (VoIP) phone system instead.
Portability
Setting up your VoIP system is straightforward. Create an account with your chosen provider and they’ll help you get all the equipment you need. It’s also easy to find business numbers with your phone service. Many offer local phone numbers in any area code you choose, giving your business a local identity. You can also choose a toll free number to give the impression of a larger company.
Once you’re all set up, you can use your phone system on any number of devices. Most VoIP providers offer telephone hardware that you might want for a dedicated office. In addition, you can use your mobile phone, computer, or tablet as your phone. This gives you the flexibility to do business from any location you choose, as long as you can get an internet connection.
Privacy
If you’re using your personal cell phone for business purposes, then you will have to give your personal phone number to anyone you need to have phone calls with. Many people would prefer to keep this number private, giving it only to friends and family. With a separate business phone number, you can avoid sharing your personal number, even if you choose to use your cell phone as your VoIP device.
You’ll know whether incoming calls are business or personal, and you can even set up a separate, professional greeting for your business voicemail. Another great feature is that you can set a business greeting that all callers will hear, letting them know your business hours, location, or other relevant information.
Efficiency
With traditional phone systems, it’s common to miss phone calls. Two parties trying to talk may go back and forth trying to reach one another for days. This “phone tag” can slow down business and add frustration to any interactions. With VoIP you can set your system up so that incoming calls ring through on multiple devices, so whether you’re sitting at your desk, working from home, or shopping for groceries, you won’t miss that important call.
This feature also helps when a team of people is handling phone calls, such as for a customer service line. All of the employees working on that line at any time can see incoming calls. Whichever person answers first will handle that call, and the next incoming call will be available for the rest of the team. Traditional phone services require multiple phone lines to support multiple calls at one time, but this is standard operating procedure for VoIP systems.
Versatility
VoIP phone systems include many standard calling functions such as call forwarding and three-way calling, but most offer many other features as well. VoIP calls are not limited to three parties, making conference calls simple. Many providers also offer fax services and text messaging.
Some also offer sequential ringing in answering groups, meaning that if the person receiving the call is unavailable, the call will ring through to the next best person to receive it. This means fewer missed calls and more satisfied customers.
VoIP phone systems offer many advantages to small businesses. Consider using this system for your business phone for added flexibility and efficiency.