Are you a small business owner? Are you an entrepreneur? If so, consider using a digital method to stay in touch with your clients and customers so you can boost your daily production levels and increase communication reliability! 

7 ways a virtual phone system can boost your business productivity levels

Before you can understand how a virtual phone system can benefit your business and boost productivity, you need to know what this service is and why it is important. If you own a remote business, you are an entrepreneur, or you are a small business owner, you might not have a physical office location. Especially in today’s world, where everything is digitized and we no longer see people spending the majority of their day in office buildings, it is very important to stay connected to your clientele and customers via reliable methods. 

For those who do not have the means to have a physical office space, having a virtual phone system can provide everything you need for a front of the coast with the same benefits. 

When you think of a traditional office setting, you think of a receptionist, multiple phones, fax machines, printers, computers, and much more. Think of all the distractions that can take place in your office with people coming up to your desk and being interrupted by loud noises. However, there are beneficial things in an office too, such as your receptionist fielding calls, printers, phones to your desk, and reliable computers.

All of these features are still accessible with a virtual phone system without the drawbacks. Modern phone systems contain voicemail systems, receptionists to direct your calls, call forwarding, and conference calls to make a virtual phone system the best of both worlds. Since the introduction of a virtual phone system, there has been an increase in productivity in entrepreneurs and small businesses – and here is why.

Phone numbers

One of the main ways that a virtual phone system can boost your business is by providing a reliable and professional phone number. If you are just starting out with a new business concept or entrepreneurial idea, you could be fielding phone calls on your cell phone. Not only does this come across as unprofessional, but it can become overwhelming for you.

You will get private calls mixed with business calls, and sometimes field business calls when you are busy with other private matters. To avoid confusion and unprofessionalism at the beginning of your business venture, use a virtual phone system with a designated phone number that correlates to your geographical area.

Virtual receptionists

The second feature of a virtual phone system that boosts productivity is the virtual receptionists that can feel your call, route your call, and take a voicemail if you are busy. Instead of having you all interrupted by another unimportant call, your receptionist services can redirect your call if you are on the phone with an important client or questioning a customer. 

Instead of sending your caller to voicemail with no message at all, use a receptionist with your virtual phone system so you can greet callers and clients with a professional greeting that will at least make them impressed with the politeness of the receptionist, instead of the cold click of a hangup call. 

Furthermore, the receptionist can use call routing features to ensure that a calling customer is not immediately sent to voicemail if they can get their answer somewhere else. You can use prompts to redirect calling customers so they can get easy answers to their questions in a pinch. 

Voicemail transcription

If someone calls and leaves an essay on your voicemail, you might have a hard time understanding them. Whether it be due to background noise or them speaking too softly on the phone, you can use a virtual voicemail transcriptionist to make sure you do not miss any important memos when it comes to your business. Voicemail transcriptions let you read the message in text, so you can read it over and over again if it contains pertinent information or if you need to remember this to call back the client or customer.

Web and video conferencing

The next way that a virtual phone system can boost productivity is by web and video conferencing. Instead of having to hold in-person meetings for people that live in two completely opposite directions in the car, you can hold a web or video conference so you can speak with important clients at the same time. 

Live attendant

The fourth benefit of using a virtual phone system for your new business or startup company is having a live attendant answer the phone. Instead of just a virtual receptionist, who can redirect calls and take voicemails, a live attendant will be a real person who can answer questions, field calls, or take messages for you. If you find that people calling typically have simple questions that can be answered with some training, you can use a live attendant to help answer a simple question without wasting your time during the workday.

Call flip

The next benefit of using a virtual phone system to boost business productivity is call flip. This system lets you transfer the call from your landline device, laptop, computer, or work telephone to your mobile device so you can continue speaking to an important client even when you have to get on the road! No more dropped calls or telling an important client you have to go – instead, continue the conversation with ease. 

Account management

The last feature of a virtual phone system that can drastically boost productivity and effectiveness is account management, the ability to monitor and analyze your phone system with a dashboard that lets you keep track of data and analytics. By providing you with an easy-to-use online system, you can quickly and easily see your productivity levels. 

Conclusion

If you want to boost your business productivity as a small business owner or entrepreneur, consider using a virtual phone system. Along with providing more flexibility, a virtual phone system has numerous features that can help you with your daily productivity levels.