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Virtual Phone System: What Is It and How Does It Work?

Virtual Phone System how does it work

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With more dependence on cloud communications, it’s time for businesses to upgrade their phone systems to ones that can be accessed virtually. Virtual phone systems make it possible for companies to manage remote teams as well as expand their global coverage. Learn how a virtual phone system can improve the way your business communicates with customers locally and globally. In this post, we discuss virtual phone communication systems and their benefits.

Virtual Phone System: Definition

Virtual phone systems are becoming the new normal as businesses prepare for remote working possibilities. A virtual phone communication system or cloud-based phone system is a communications platform that allows users to make and receive business calls from anywhere through an internet connection.

How Do Virtual Telephone Systems Work?

More specifically, a virtual phone system uses virtual phone numbers and voice over IP (VoIP) to transmit calls over the internet. Because of this, users can make and receive calls from any location and any device (deskphone, softphone, app, smartphone, etc), as long as they are connected to the internet. VoIP phone systems convert voice signals into digital packets and move them from one user to the next. By doing so, VoIP calls use internet bandwidth to maintain high-quality and speed.

While traditional phone systems work from one location, virtual phone communication systems can work from any location and can connect people from multiple locations. Companies that have multiple office locations or remote offices and teams can use a virtual phone system to stay connected and take advantage of virtual communication features for call management.

Benefits of a Virtual Communication System

There are many advantages of using a virtual phone communication system over a traditional phone system. These systems are cost-effective and can assist your business expansion plans. Furthermore, they can support your business’ call volumes by providing call management tools and features that can make the customer experience better.

1. Scalability
Need to add or remove certain users, locations, and lines? No problem! With virtual communication systems, you can control how big or small you want to go. Add new lines and users as needed, and make necessary adjustments without needing to change or update your entire system. You can scale up and down as needed — and pay only for what you use — nothing or less.

2. Cost-Effective
By switching to a virtual phone system, your business can cut down on costs when it comes to purchasing multiple phone lines, hardware, and equipment, and even long-distance and international calling rates. Your virtual system is equipped to add or remove phone lines as and when needed. Even your virtual phone numbers can be adjusted depending on need and usage. Calling internationally or enabling global customers to call your business becomes easier with virtual phone numbers. You can bypass international boundaries and cut down on international communication costs. Lastly, you won’t need to worry about purchasing and maintaining hardware for a virtual telephone system.

3. Access to Features
Virtual communication systems come packed with a variety of features and services to enhance connectivity, smoothen call management processes, and improve customer experience when they call your business. Top features that come with a virtual phone system are international call forwarding, call recording, customizable caller IDs, automated response systems (IVR), and more.

Why You Need a New Virtual Phone Communication System

So, why would your business need a new phone system? Evaluate your phone system and watch how it has been performing. Can you connect all necessary users (agents and employees) effectively? Are calls being forwarded seamlessly to the right department or location? Are you paying too much for minimum or basic services? These are some questions to consider when thinking about switching to a new system. Here are some important factors to include in your evaluation.

1. High Pricing, Low Reliability
Check what other providers are offering and what their plans include and cost. Are there providers offering more for lesser or similar rates? If your virtual phone system provider is not offering all the necessary features and charging you high rates, you may want to look for a new phone system. Similarly, if your provider is not reliable and the service quality is low, this can exponentially impact your customer service efforts.

2. Commitments Needed
Another thing to consider is being locked in long-term contracts or worrying about high cancellation fees. A reputable provider who knows their business’ worth won’t ask you to enter long-term contracts or charge high service and cancellation fees. Their service and its quality will speak for itself.

Related: 5 Signs You Need a New Business Phone System

3. Less Variety of Necessary Features
Are you missing specific features that can boost your communication system? Review what other providers offer, both their basic and advanced features and services. Additionally, if you need to expand or grow your service, can your current provider offer you what you need? Are these additional services reasonably priced?

4. Fewer Customer Service Options
Lastly, evaluate your provider’s customer service. Your phone system connects you to your valuable customers. When your phone system fails or the quality drops, can you quickly reach out and connect with their customer service teams? For example, United World Telecom offers various customer support options such as phone, live chat, email, and trouble tickets. This way, we can cater to customers through their preferred mode of contact and resolve more issues and concerns.

Looking for a Change?

You can upgrade your virtual phone system when you get a virtual phone number from United World Telecom. We offer an array of features and services to give you the tools your need to build strong customer relationships. Speak with our representatives to find out how we can support your business needs today!

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