Are you considering getting a virtual office phone but don’t know where to start? This guide will give you all the basics you need to know about virtual office phones so that you can make an informed decision. We’ll cover everything from how they work to what features to look for. By the time you’re done reading, you’ll be ready to choose the perfect virtual office phone for your business.
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What Is A Virtual Office Phone?
Virtual office phone is the term for an online phone system that allows you to make and receive calls, send and receive faxes, set up conference calls, manage multiple extensions, record conversations, and so much more.
A virtual office phone does everything a traditional landline does but without the hassle of using an actual telephone line connection. It gives small businesses all the power of a big business while keeping their overhead expenses low. Plus, you can get exactly what you want in your virtual office phone service by customizing features like call routing based on time or location; Voicemail options that let callers leave messages for specific people; PRI connections with multiple locations; IVR options for automated menus; and much, much more.
How Do Virtual Office Phones Work?
Virtual office phone systems work by using the internet to connect you with anyone you need to talk to. You won’t need a physical connection like a traditional landline; instead, virtual office phones send all connections through the web so special phone lines aren’t necessary. Another bonus: Virtual phone service providers give you your own toll-free or local number so clients can find and reach you anywhere at any time as long as they know your virtual phone number.
Small businesses save money because there’s no installation fee and special telephone lines aren’t necessary. Plus, the majority of virtual office products allow for unlimited calling and don’t charge extra fees for long-distance or international calls.
How Do You Get Started With A Virtual Office Phone Service?
Virtual office service providers offer a wide range of products to accommodate any size of business. Some services deliver virtual phone numbers on simple voice-over-Internet protocol (VoIP) phones, while others provide sophisticated systems capable of managing multiple lines and full call center capabilities. Generally, a virtual office phone can be set up in less than an hour from start to finish.
Virtual office telephone service plans are available as month-to-month contracts without any cancellation fees or equipment charges. They’re typically all-inclusive, with unlimited local and long-distance calling within the U.S., Canada, and sometimes Mexico included in the monthly fee for each user. International rates vary according to the country called.
What Are The Advantages Of Using A Virtual Office Phone?
By using a virtual office phone service, small businesses get the appearance of having their own 1-800 number without any of the overhead or cost associated with traditional landline telephone services. This is important for companies who want to appear larger than they are but don’t have the manpower or resources to maintain a full call center staff.
As opposed to cell phones, business VoIP systems never run out of battery charge and aren’t subject to dropped calls or spotty reception. These types of service plans offer unlimited local and long-distance calling within North America for one low monthly fee, often at rates lower than you’d pay just for local service.
In many cases, a virtual office phone system can give your small business the extra exposure it needs to get noticed by potential customers. By listing a company’s virtual office number on a website and printed marketing materials, you create the illusion that your company is actually bigger than it really is. Many virtual office providers even offer toll-free numbers in multiple area codes for added exposure.
When paired with an Internet fax service, virtual office phones allow any employee to receive faxes from anywhere in the world while still being able to communicate through VoIP technology. This makes it easier for companies to expand their client base because employees can work from all over the globe rather than being confined to one central location.
What Are The Most Common Features Of Virtual Office Phones?
These types of phone systems give small businesses the tools they need to compete with larger companies that already have a presence in major cities around the world. Here are some of the most common features that are standard on most virtual office phone plans:
1. Voicemail
Many virtual phone services offer voicemail as part of their package, which can help automate your business communications, freeing up time for important tasks.
2. Call Forwarding/Caller ID/Call Display
These features allow you to see who is calling before you answer and then allow you to forward calls or direct callers to specific departments.
3. Call Blocking and Do Not Disturb
You can use virtual phone service features to prevent certain numbers from getting through and/or allowing certain people through.
4. Unified Communication
A virtual office phone system allows employees the opportunity to work together as a cohesive unit, which means they won’t have to be on multiple devices just for one person to communicate with another.
5. Follow Me Feature
This feature allows the user of the phone system to set their preferences so that if they’re not available, incoming calls can ring other phones in the office until somebody picks up. That way you never miss an important business call even though you might not be at your desk.
Virtual office phones are a great way to keep in touch with your customers when you don’t have an on-site presence. They’re easy to use, they make it possible for more people–not just the owner of the business–to be reachable at all times and they can save you money by eliminating long-distance charges! If this sounds like something that could help grow your company without breaking the bank, give us a call today for more information about how virtual office phone service works.
Does Your Business Need a Reliable Virtual Receptionist?
Reliable Receptionist helps small to mid-sized businesses enhance their professional image, improve customer service, manage workload and convert callers to become loyal clients. At Reliable Receptionist, we not only provide simple answering services but you can be confident your company’s incoming calls will be immediately answered by one of up to five trained representatives assigned to your account. Our off-site receptionists are professionally ready to answer questions about your business, provide directions, capture critical lead information, schedule appointments, and forward calls to the appropriate department depending on your set guidelines. One of the many advantages of using an off-site receptionist with advanced call handling technology is that your calls can be privately announced and seamlessly connected to you in real-time on any phone number. Many of our clients provide multiple connecting numbers for us so we always have the best way to reach you. Let’s Work Together! For more information or to request a quote and free demonstration, send us a message or call us today at (925) 627-4200.
