In today’s fast-paced business world, having a reliable and efficient phone system is essential. Your business phone is often the first point of contact between you and your customers, so it’s important that it has the right features to support your operations.
Whether you’re a small business or a large company, investing in the right phone system can improve communication, productivity, and security.
Voicemail
One essential feature for any business phone is voicemail. A voicemail system allows your clients to leave a message if no one is available to answer their call. This ensures that important calls are not missed and that customers can still reach you outside of regular business hours. Modern voicemail systems can send voicemail messages directly to your email inbox, making it easier to manage and respond to messages.
According to research from HubSpot, 48% of consumers expect companies to respond to their queries within 24 hours, making efficient voicemail management crucial.
Call forwarding
Call forwarding is another key feature that enables flexibility in your business communications. It allows incoming calls to be redirected to another number, such as a mobile phone or another office line, ensuring that calls are never missed. This feature is particularly useful for employees who work remotely or travel frequently. By having calls forwarded, they can stay connected with clients even when they’re away from their desk.
Call recording
Recording calls is an important feature for businesses that need to keep records of conversations for training, legal, or customer service purposes. It allows you to review calls to ensure quality, verify details, or resolve disputes. Many phone systems, including Voice over Internet Protocol (VoIP) systems, offer this feature.
Recording calls can also help improve customer service by allowing managers to review interactions and provide feedback to employees. A survey by Call Centre Helper found that 43% of businesses use call recording for training and quality assurance purposes.
Virtual switchboard
A virtual switchboard, also known as a virtual PBX (Private Branch Exchange), is a powerful tool that manages multiple calls and directs them to the correct department or individual. It ensures that customers are connected to the right person without long waiting times or confusion. A virtual switchboard can route calls based on pre-set rules, such as the caller’s location or the nature of their inquiry. This feature is particularly beneficial for larger businesses with multiple departments or offices.
Data protection and security
In any business, protecting sensitive information is critical. Business phones should have features that protect against being listened to or hacked. Encryption ensures that conversations remain private, and secure call routing protects data from interception.
VoIP systems, in particular, should offer end-to-end encryption to protect both voice and data communications. With cybercrime on the rise, businesses must invest in secure phone systems. A report by Cybersecurity Ventures predicts that cybercrime will cost the world $10.5 trillion annually by 2025, highlighting the importance of data protection.
Annotating calls
Some business phones also offer the ability to annotate calls. This means taking notes or adding comments during or after the call, which can be attached to the call log. This feature is useful for tracking important details discussed during calls and ensuring that follow-ups are completed. It can also help with sharing information among team members if multiple people are working on the same account or project.
Cost of different business phones
There are several options available when choosing a phone system for your business, each with its own costs. VoIP (Voice over Internet Protocol) is one of the most popular choices for businesses due to its flexibility and lower costs compared to traditional landlines.
A basic VoIP system can cost around £15 to £25 per user per month, with more advanced systems costing up to £50 per user per month depending on the features included.
Traditional landline systems are often more expensive to install and maintain. On average, the initial installation of a traditional business phone system can cost between £300 and £1,000, with ongoing line rental fees of £20 to £40 per month. While VoIP systems often provide more advanced features, such as call forwarding, voicemail to email, and call recording, at a lower cost, traditional systems may still be preferred in areas with poor internet connectivity.
Conclusion
Choosing the right features for your business phones is essential to improving communication, security, and productivity. Features like voicemail, call forwarding, and call recording are crucial for efficient operations, while a virtual switchboard and data protection ensure smooth and secure communication. VoIP systems offer an affordable and flexible option for businesses, making them a popular choice in today’s digital world.
