How to Find the Best Virtual Phone System for Small Business Needs

Each year, miscommunication costs small businesses with about 100 employees, an average of $420,000. 

Top entrepreneurs know how vital an efficient communication system in the business is. As technology, teamwork, and remote work has become increasingly common in today’s workplace, opening up reliable lines of communication is a necessity. Failure to do so adversely affects a business’ ability to meet deadlines, reach their goals, and thrive. 

One of the surest ways to boost communication in your company is by investing in the best virtual phone system for small business entities. Remember that your phone system is one of the primary conduits for communication and your ability to earn more revenue. 

Benefits of Using a Virtual Business Phone System

• Growing your company by boosting collaboration between employees and expanding your customer base.
• Helping your company become more efficient by enhancing productivity in your business and boosting customer satisfaction. 
• Eliminating many of the risks in business operations 

If your company is still stuck on analog telephones, then you should know by now that such phone systems are quickly exiting the scene. Why?

Well, analog phone systems are often costly to install and maintain, not to mention they’re no longer as widely available as they once were. All the succeeding companies have already made the transition to the best virtual phone systems. These phone systems deliver efficiency, productivity gains, and cost savings. 

This definitive guide tells you all you need to know about virtual phone systems. Read on to learn more.

What Is a Virtual Phone System? 

A virtual telephone system refers to a cloud-based telephone system that allows you to make or receive calls from anywhere in the world using your mobile device or computer. This phone system offers users more flexibility and mobility than traditional phone systems. Since virtual phone systems are delivered through the internet, they do not require any hardware. 

Choosing the Best Virtual Phone System for Small Business Entities

As virtual phones become the preferred communication systems for businesses around the globe, the number of service providers in the industry keeps increasing. How can you tell that a virtual phone system is ideal for your company? 

Read more now to find out what guidelines you need to use:

1. Consider the Type and Size of Your Business

Every business is unique, so the phone system you choose should cater to your unique needs. If you run a startup or small business, then chose a virtual phone system that works well for businesses of that size. 

Do you and your staff work on the road? Then go for a service provider who specializes in mobile phones. 

The good thing with virtual phone systems is that there are always packages and programs to suit businesses of all sizes and shapes.     

2. Consider How Easy It Is To Add or Remove Users

When you run a small business with a relatively small budget and staff, it’s difficult to project whether you’ll need 20 more phone lines at the end of the year. Typically, startups and small businesses hire depending on their revenue. They also try to minimize expenses by removing anything unnecessary from their budget. 

For these reasons, you need a virtual phone system that allows you to add or remove phone lines quickly and inexpensively. Avoid providers who require businesses to pay for extended periods of service. You need to ensure that every penny you put into your communication system is serving your talent and clients.

3. Prioritize Security

Don’t think that mega brands are the only ones prone to information security incidents. Countless SMEs are the victims of cybercrime every year. That’s why you need to develop a robust plan for security.  

Analog phone systems are often susceptible to call interceptions, disruptions, and many other issues. So are cut-rate virtual phone systems. 

To keep your communication system secure, go for vendors who place security at the core of their business model. Such providers usually have on-staff security experts to monitor call patterns for potential security issues. The staff also provides encryption for additional protection.

4. Check Out the Customer Service

As the decision-maker in your company, you go out of your way to provide stellar customer service. You do your best to make sure your staff offers the best customer experiences possible so you can retain your clients. Why then would you tolerate a virtual phone service vendor who offers poor customer service?

An exceptional service provider can make your life easier. Here are some of the characteristics to look for:

• Live and knowledgeable service providers
• Simplified customer service where one call is all you need to make to get a resolution
• A wide range of service offerings
• Proactive network management and monitoring
• Customized solutions for your small business     

5. Go For a User-Friendly Phone System

Who wants a virtual phone system that comes with a complex interface and technical details that are disorienting? What you need is a straightforward and streamlined system that makes it easy to communicate and keep things running smoothly in your business.

The best vendors provide virtual phone systems that have minimalist interfaces and a handful of essential users for beginners. Others come with a wide array of beneficial features but feature a design that’s easy to learn.

6. Consider the Price

When you’re still a small business, the last thing you want is a phone system that threatens to run your company dry due to huge phone bills. Research different vendors and find out which ones offer affordable packages for your needs.

Think about your phone usage. Businesses that use fewer minutes can opt for pay-per-minute plans. Those that heavily use phones can get unlimited service plans.

The Right Virtual Phone System Can Transform Your Business

Finding the best virtual phone system for small business should not be a complicated affair. All you need is to select an affordable phone system that guarantees quality, reliability, excellent customer service, and the features that match the needs of your business.

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