With businesses steadily favoring the work-from-home and hybrid work models, keeping in contact with your network can sometimes be a tricky task. promoting your business to your clients with your personal phone number may come off as unprofessional, and hosting business calls with overseas customers may cost you unnecessary expenses from inefficient call routing.
Not to mention security concerns one might face when calling through a traditional phone line, especially when the information being transmitted is considered confidential.
So what's the solution to avoiding all the issues as a business? Enter: virtual phone services.
What is a Virtual Phone Service?
Also known as virtual phone systems, a virtual phone service serves as a communication solution that allows you and your colleagues to make and receive phone calls through a Voice over Internet Protocol (VoIP) instead of a physical phone line, providing several benefits to small and large businesses alike. You'll get an alternate phone line with a secure and efficient communications solution that transcends the need for traditional phone lines.
Whether you're a rising entrepreneur entering the market or an established multinational company, businesses with a virtual phone service enjoy the benefits of contacting their peers through a single business phone number via multiple devices. Learn more about what is a virtual phone service and its offerings down below.
How Does A Virtual Phone System Work?
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Virtual phone systems eliminate the need the use of traditional phone lines, which are prevalent in most mainstream traditional phone systems used today. Rather, it uses a system called Voice over Internet Protocol (VoIP).
The use of VoIP technology allows users to use secure internet connections and implement several encryption measures to transmit their information rather than traditional landlines, thereby bypassing the inherent risks of a third party tapping your phone and accessing confidential conversations you might have.
Additionally, many office space providers like Servcorp offer virtual receptionists that offer call forwarding and voicemail transcription services, ensuring you give off a professional impression regardless of your physical availability.
Essential Features and Tools
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Here's a breakdown of the essential features and tools a virtual phone service provides.
1. Dedicated Toll-Free Numbers
You'll get a dedicated business phone number to establish a local presence in your area. This virtual phone number can be registered for your company, making it a solid choice for those that want to establish a business presence.
2. Virtual Receptionist Services
Good virtual phone services also come with auto attendants, call forwarding, and voicemail-to-email features. Servcorp provides 5-star virtual receptionist services to aid with all your calling needs, ensuring consistent and professional communication in your business calls whether you're working during business hours or not.
3. Voice Over Internet Protocol (VoIP) Security
You'll be able to redirect incoming calls to designate devices or team members securely through an encrypted cloud service. This is a much safer alternative than using a physical phone line, which has lesser security measures in place.
4. Voicemail-to-Email and Transcription
Depending on your virtual phone service, you can enjoy voicemail-to-email transcriptions of your business calls for convenience, ensuring you don't miss an important call or meeting from your customers.
5. Mobile and desktop Accessibility
Some of the best virtual phone systems offer seamless accessibility of your calls/voicemails through your mobile phone and desktop, not just your VoIP desk phone. This is extremely handy to have for those always on the go.
Operational Benefits
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Here are some operational benefits a virtual phone office might offer your business:
1. Cloud Based Communication
Unlike traditional phone systems, Many of these services operate entirely online via cloud based phone systems, allowing your business to make and receive your calls without the need for traditional phone lines.
This means you'll have access to your contacts for as long as you have internet connection, making it a more flexible and convenient option for those that frequent overseas travel and need to take international calls regularly.
2. Cost Effectiveness
Virtual phone services can also reduce your expenses on phone bills and equipment - by eliminating the need for traditional hardware, you also skip out on their costly maintenance. Instead, virtual phone services operate on subscription based plans, giving you a more predictable option to budge your financial expenditure.
3. Scalability
In addition to its cost effectiveness, virtual phone systems can offer your business unparalleled flexibility in terms of scaling up or down. With the right service, you can quickly add or remove phone numbers from your virtual phone network according to your business needs, allowing you to easily include new people into your network without significant additional investments.
Setting Up and Utilising Virtual Phone Services
Setting up a virtual phone service is a simple process, check out the steps below:
1. Select Your Provider
Perhaps the biggest hurdle is choosing the right provider or your business. There are hundreds of virtual phone system providers out there, but only a few come along with a reliable virtual phone system with premium amenities and flexibility in their packages. Servcorp, for instance, includes dedicated virtual receptionists along in their communications package, giving you not only a local landline but the administrative support to back it up.
2. Choose Your Business Number
Pick a local phone number to set your business on that best aligns with your company branding and market presence. If you have contacts overseas, Servcorp's virtual services enable you to reach them with minimal call routing services, along with seamless access to your network via their Onefone app.
3. Configure Call Routing and Features
Set up the necessary features required to run your virtual phone system, such as getting a dedicated virtual receptionist to handle your calls, adjust your voicemail greetings, and streamline your call management to ensure professional communication standards 24/7.
4. Download and Install Apps
Depending on your provider, you might have to install extra applications to get the full potential of your virtual phone system. Servcorp's Onefone application, for instance, enables you to access your business phone calls anywhere in the world right on your mobile phone, along with the regular VoIP desk phones they provide.
5. Enjoy Your Virtual Phone Service!
Conclusion
A virtual business phone system offers your business a modern and cost effective solution that provides secure communication lines between you and your close contacts. Whether you're operating locally or internationally, a virtual phone system works to keep communication seamless and professional.
Investing in a virtual phone service to support your business phone systems and its advanced features can only position your business for future growth and the operational efficiency, at a fraction of what traditional phone systems would cost you.
Virtual Phone System FAQs (Frequently Asked Questions)
