Sometimes seemingly small changes can make a huge impact on our day-to-day lives, whether you’re a business owner, a manager, or an employee.
Invoicing software that sends clients late reminders can cut back on your admin time, for example, and an updated website can result in a significant increase in conversions.
Switching to a virtual phone system is one of those seemingly small changes that can have a major impact on your business, offering extensive benefits that go above and beyond what you’d get with other communication infrastructure options.
In this post, we’re going to take a look at the six most impactful business benefits of a virtual phone system, how virtual phone systems work, and how you can find one that works for you.
How Virtual Phone Systems Work
Before we dive into the benefits, let’s talk briefly about how virtual phone systems work.
When you use a virtual phone system like Tresta, you don’t need hardware installed in-office or a landline at a desk. You also don’t need to purchase your team members mobile devices just for a business phone number.
Instead, with a virtual phone system, you simply download a mobile app on the smartphone that you already own. As long as you’ve got access to cell service, you can make and receive calls (and, with Tresta, text!). You can also add multiple numbers to the app if you choose. For instance, if you make calls and answer your personal extension or a direct phone number, but also need to place and receive calls from a department phone number or extension, or the general business number — that’s all possible for one user to do within the app.
Because virtual phone numbers work differently than conventional phone systems, there are six key benefits you may not be able to get in another singular option. Let’s take a look at each one.
Benefit 1: Work from Anywhere with a Virtual Phone System
It’s hard not to acknowledge the “work from anywhere” benefit that virtual phone systems clearly offer, especially after the last year, as businesses were forced to have employees working remotely due to COVID-19.
Virtual business phone systems allow you to work from anywhere. Check voicemails while at the grocery store, text your coworker while you’re walking your dog, work out of different locations day-after-day, and even check-in while you’re away on vacation (only if you want to — you can also easily adjust call routing while you’re on vacation so that calls go directly to voicemail or route to another user to answer).
The flexibility that comes with virtual business phone systems is incredible because all you need is the mobile phone you already have. With dispersed teams and remote working becoming the norm, you’ll always stay connected with your team and your clients.
Benefit 2: Reduce Equipment & Associated Costs
Plenty of large, corporate workplaces like Siemens and NBC buy a mobile phone for each individual employee who needs a workline. Most are choosing top-of-the-line iPhone models, which are often replaced every two to five years.
Imagine buying and replacing an iPhone for every single employee every few years. That’s an exceptionally high cost, especially when you consider that it’s a completely unnecessary expense when you’re using a virtual business phone system.
Even if you aren’t buying your team members iPhones, virtual business lines are still a tremendous cost-saver compared to your standard in-office VoIP, their associated hardware, and desk phone systems.
Fewer personnel costs is a substantial benefit. You can give your employees a nicer bonus, or invest in better resources like nicer laptops or higher-quality software. It could also mean that you can afford to bring on additional team members to better serve your customers and help you scale.
Benefit 3: Take Advantage of Flexible Routing Options
Some traditional phone systems can be a nightmare when it comes to setting up call routing — even if it’s just temporary, to go on vacation.
This isn’t the case with virtual phone systems. With Tresta, you can log into our web app and instantly set up advanced call flows using smart routing features that take effect immediately. You can even determine where calls will go if they aren’t answered by the team member they’re sent to; do you want them to go elsewhere, or to that individual’s voicemail?
The flexibility that comes with more sophisticated call routing features allows you to customize how your business accepts calls. You can ensure that high-value lines (like those for sales departments) are always patched through to someone, while dedicated account managers receive voicemails instead.
You can also route calls differently during specific days or times throughout the day. Or set up auto-attendants to qualify customers and make sure they get through with urgent issues or receive the information they need. The customization options are practically endless.
Benefit 4: Improve Internal Collaboration
When you think about setting up a business phone system, you’re likely thinking about the external client experience. We’ve got good news, though; the internal employee experience is just as great with virtual phone systems.
Virtual phone systems allow for texting in addition to phone calls, making it easier for your staff to communicate with quick, short replies that can be read at the other’s convenience.
You can also have multiple users subscribed to voicemails or call recordings, even further boosting collaboration and ensuring that all details are covered. Plus, they can be accessed at any time from anywhere. Tresta never limits storage and keeps recordings and voicemails accessible as long as your account is active.
With user groups, entire departments can all receive a call at the same time for the first available answer using ring groups, or calls can route in sequence to ring through to multiple users until answered using hunt groups.
Benefit 5: Boost Your Customer Experience
The customer experience is everything, and if your phone system is complicated, you could actually lose customers as a result. Fortunately, virtual phone systems are exceptionally customer-centric for a number of reasons.
Firstly, you can set up smart routing to ensure that users are able to quickly connect to a team member who can actually help them. With features such as auto attendants and schedules, your callers are always greeted quickly and can find the right person to speak with the first time, saving time for your callers AND your team.
Few things are more frustrating than being bounced around to multiple people and repeating your story over and over again. The ability to set up comprehensive and complete call flows isn’t one that you should take for granted.
You can also access voicemails left by callers from both the desktop and mobile app, allowing your team members to hear messages from key, high-value clients no matter where they are. They can, in turn, respond quickly to pressing matters.
While your customers will never know that you’re using a virtual business phone system instead of an alternative, they’re sure to notice that the quality of service itself is outstanding.
Benefit 6: Get Real-Time Analytics & Actionable Data
Want hard data about what’s happening with your phone traffic? You don’t necessarily receive comprehensive call analytics with alternative options, but it’s absolutely available with virtual phone systems like Tresta.
Access the historical call data associated with any of your phone numbers, users or groups with roll-up statistics that include call counts, routing information, duration and more. Generate reports for any time period you want: hours, days, weeks, months or even years.
You can also track unique phone numbers to see which are driving more traffic; if you associate different phone numbers with different ad campaigns, this is a fantastic way to see which advertising tactics are most effective.
Having in-depth, actionable analytics data in real-time can be invaluable, and it’s available through our virtual phone system’s intuitive web app.
What to Look for in a Virtual Phone System
If we’ve got you convinced that you at least need to check out virtual phone systems, these are the criteria that you’ll want to look for when selecting one to try:
- Pricing structure. A lot of competitors nickel and dime you with fees to use all of their features. Others may have hidden “coverage fees” that show up on the bill without explanation. Here at Tresta, we include every feature with flat monthly pricing — no hidden fees or surprise costs to be found.
- Unlimited usage and unlimited storage. Too many of our competitors stop storing your messages and call recordings once you hit a specific limit, or charge more for storage. Tresta saves your call recordings and voicemail messages forever, at no extra cost, so you can always access the information that’s vital to your business.
- Advanced features that meet your business’s needs. Smart call routing, for example, can make just about any call flow configuration possible. Some businesses may want texting, while others prioritize recording. Here at Tresta, we offer all of the above.
- Unlimited support. You want fast access to support if it’s needed… and you should never have to pay a penny for it. Not only are we here to help configure your business phone system when you’re first getting started, but we’re here to support you any time in the future, too — 7 days a week.
When you’re choosing a phone system or considering upgrading the system that you currently have, take a close look at virtual business phone systems. There are no real downsides, but they come with significant advantages that alternatives will be hard-pressed to match.
The flexibility, convenience, and advanced features that come with virtual phone systems are overwhelmingly beneficial to businesses of all sizes. For this reason, we strongly recommend that people at least do a free trial with a virtual system that meets their needs so they can see how they like it. And if you’re curious, we do have a 30-day, no-obligation free trial available!
Before choosing a virtual phone provider, take time to consider what features you need and what pain points you have with your current system. That can help you find a solution that’s right for you and your team now, and in the future.