VOIP Phone (IP Phone) in data center room

In today’s digital world, technology continually redefines vital business processes like communication. In recent years, tech advancements have changed the way businesses communicate with customers and how employees collaborate. This has resulted in the emergence of phone systems that support both small and big business communications.

Phone systems come with numerous features that support business processes. Their role in facilitating communication makes them vital for any business and may be viewed as small phone networks within a company. The systems can range from several phones in a small office to a complex private branch exchange (PBX) that major corporations use.

As the fastest communication channel, phone systems make it easier for businesses to connect and build relations with customers. They help businesses to maximize employee collaboration through enhanced communication, including promoting paperless technologies like internet faxing.

Supporting Small Business Growth

In the early months of business, most small enterprise owners use personal phones to run their business activities. However, as the business grows, it becomes challenging to meet its needs by using a personal phone line.

Getting a communication system with advanced collaboration and calling features becomes necessary as the business grows.

Phone systems play an important role in growing businesses. Here are eight ways they can help you achieve your business goals: 

Reduce Communication Costs 

Technological advancements have revolutionized phone systems and improved business telephony. Traditional PBX systems are increasingly being replaced with cloud phone systems that are less bulky, affordable, and require less space. PBX system installation takes time and requires specialized support and continuous maintenance to run. 

These aspects, coupled with minimal features, make PBX systems costly for small businesses. The emergence of cloud phone systems allows small companies to access enterprise features at reasonable prices. 

These phone systems are designed to host communication on vendor servers. Small businesses that use Voice over Internet Protocol (VoIP) phone systems don’t have to invest in costly equipment or incur costs relating to on-premise installation and maintenance. 

Cloud-based phones like Spectrumwise Phone Systems are highly versatile. Small businesses that use these systems can expand usage seamlessly to accommodate additional users without investing in separate hardware. For a fixed monthly charge, the companies enjoy regular updates. This saves businesses time and resources, allowing them to focus on their growth.

  • Attract Customers  

Every business, big or small, works hard to attract more customers to grow. With minimal marketing budgets, small businesses are always looking for ways to reach a wider audience effectively. Phone systems allow them to achieve this goal through the use of voice recording features.

Businesses can use the systems to develop custom prompts, record personalized messages, and even add contact details to outgoing voicemails. By leveraging these features, small businesses can reach prospects outside their local area. 

Recorded messages impress customers, who in turn reach out with requests for more information. When done correctly, phone recorded messages can increase brand awareness and boost sales revenue for small businesses.

  • Improve Business Efficiency 

Phone systems enable small businesses to grow by improving call efficiency. Small businesses can use phone systems to simplify communication by managing their processes from a single place. Cloud phone systems, for instance, come with numerous features designed to streamline workflows in business. 

Small businesses can utilize a wide range of call management functions, including call forwarding and voice mails, to improve communication depending on their needs. Modern phone systems have advanced features like conference calling, consolidating communications, online meetings, call routing, and messaging. Small businesses can leverage these features to unify internal communication, improve customer service, and better market their offerings. 

Since cloud-based phone systems provide simple solutions with different elements, small businesses eliminate incompatibility between telecommunication tools. Coupled with enhanced features like customizable answering rules, intelligent call forwarding, call screening, team collaboration, and analytics—expect improved efficiency in businesses. 

  • Support Collaboration 

Customer expectations are constantly evolving. Business communication has to change to meet those expectations. In today’s business world, customers expect businesses to respond to their requests or queries round-the-clock. Cloud phone systems make this possible, thanks to technological advancements that allow for its integration to mobile devices. 

Cloud-based phone systems offer small businesses flexibility and allow team mobility by connecting mobile phones, laptops, and tablets to the company phone. Whether they work from the office or remotely, seamless collaboration and communication among teams are readily accessible.

Small businesses can pick telephony functionalities depending on convergence technology to use corporate phone numbers on mobile devices. Employees then are easily accessible to customers and their colleagues. Instead of relying on desk phones to provide customer service, teams in small businesses can use virtual phone systems to address customer needs anytime and from anywhere. 

  • Cut A Professional Image

Phone systems, particularly the modern cloud-based systems, make it easier for small businesses to present themselves as highly professional to customers.  

Their advanced features allow teams to assign auto-attendants, direct calls to the right staff, utilize voice mails, and leverage call notifications to provide customer services. Other phone system features that make small businesses appear professional before customers and other stakeholders include call flip to mobile devices, hold-on music, and call transfers to relevant extensions. 

Some phone systems come with a presence status feature that allows small businesses to seamlessly divert incoming calls. Cutting a professional image is vital for small businesses because they work with minimal budgets and have lean teams that handle many tasks.  Phone systems make it easier for small businesses to grow their customer base by attracting new customers. 

  • Boost Customer Retention

Enhancing customer retention is another major benefit small businesses can gain from phone systems. Phone systems retain customers by minimizing customer churn rates. In very basic terms, churn occurs when customers quit buying products or services from a company. 

One of the reasons why customers discontinue business is poor customer service. Missed calls and long waiting times leave customers with negative experiences about a business and result in a churn. These unfortunate reviews that may circulate through word-of-mouth are damaging to a business.

Modern-day customers want solutions that allow them to communicate their problems faster. Small businesses need to cater to this need by making diverse communication channels available to customer service or support teams.  

Virtual phone systems enable small businesses to improve customer services by facilitating round-the-clock communication and providing customers with a range of communication channels. Cloud-based phone systems come with various channels, including contact forms, live chat, video conferencing tools, and phone call options. 

These features enable customers to use the most convenient channel to get the help they need from the business. The ability of VoIP systems to support multiple communication channels allows small businesses to give their customers positive experiences that encourage them to return. This top-notch customer support enables them to retain existing customers and grow their income steadily.

  • Support Business Decisions

Phone systems, particularly advanced ones, provide small enterprises with data to support business decisions. Such phone systems have enhanced analytic features that give companies insights into collaboration processes and call flows. 

These analytics offer businesses the flexibility to customize reports based on their needs. This makes it easier for companies to view data relating to customer interactions and team performance. Phone systems also allow businesses to keep tabs on customer behavior. 

Small businesses can use insights from phone data analytics to accelerate their growth by maximizing internal communication and optimizing team member performance. Further, small businesses can use customer data to improve their customer engagement strategy and make their business communication more effective. 

  • Improved Security

Data and privacy risks become real when teams use their mobile devices for businesses. Since they don’t have teams dedicated to setting up and managing phone system security, small businesses that use cloud-based systems have concerns about private information security. 

Advanced phone systems like VoIP address these concerns through features like redundancy and encrypted calls to secure communication data. They also give business teams control over communication where personal information is involved. 

VoIP phone systems can separate virtual networks from physical ones to secure businesses. Since the phone system runs online, users can monitor all the activities on the network. 

Final Thoughts

Most small businesses rely on phones as their main communication channel. Technology has changed conventional phone systems significantly. Over the years, the traditional PBX systems have been replaced by cloud-based VoIP systems that allow businesses to leverage a wide range of features to connect with their target customers and partners.

Small businesses can benefit immensely from VoIP calls. Features such as voice mails and call forwarding allow them to reach a wider audience while improving internal communication processes. They are also cheaper to set up and run because they don’t require the installation of physical infrastructure.

These benefits translate to saved time and resources for the business, allowing it to focus on its growth. If you have a clear plan on how you want your business to grow, a phone system will support that process in the eight ways discussed above.

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Annabel Johnson

Part time gamer, reviewer and blogger. Full time geek and tech expert!

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