As organizations have expanded globally, the demand for effective customer service and assistance to worldwide clients, as well as the establishment of a global presence, rises. This gave rise to the virtual phone system, often known as the Voice over Internet Protocol (VoIP) phone system. However, since it is a new technology, business owners have limited knowledge of the benefits of virtual phone systems, uses, and applications.
As a result, many business owners either opt not to purchase a virtual phone system or purchase the wrong virtual phone number– which does not match their business requirements and eventually harms operations. To address this issue, we have compiled a list of 13 questions to answer before purchasing a virtual phone system for every business interested in purchasing one.
We expect you to answer all of these questions before purchasing a virtual phone number for your business to make sure you pick the best system. So, without further ado, let us learn the significance of all 13 questions.
Questions to Ask When Buying A Virtual Phone System
The following is a list of 13 questions you must answer before buying a virtual business phone number. These questions will assist you in finding out your requirements and outlining why you require a business phone number.
Q. 1. What Is A Virtual Phone System?
First and foremost, you should understand what a virtual phone system is. Because if you don’t know what this technology is, you won’t be able to answer any of the questions listed below properly. Though, we are not expecting you to have an in-depth understanding of the technology, but you must have a basic grasp of it.
Simply put, a virtual phone system is a cloud-based technology that allows organizations and users to make and receive calls from anywhere, regardless of their location, since it uses the internet to make calls.
Q. 2. Why Do You Need A Virtual Phone System?
Once you learn the fundamentals of virtual business phone numbers, you will be able to determine why you require a virtual phone system. Although we all know that a VoIP system is essential for any international business, the needs and models of each organization are unique. Therefore, you should not rush to purchase or avoid purchasing a business phone number simply because your competitors did.
( Source: exotel.com )
Rather, learn why your company needs a virtual phone system. Then, make a list of the requirements and benefits it can bring to your company.
Q. 3. Where Do The Majority Of Your Customers Reside?
Next, identify where the majority of your customers reside. This information is required because you will only be able to select a virtual business phone number based on it. For example, if the majority of your consumers are from San Francisco, you should choose a virtual phone number with the prefix “415.”
Since virtual phone numbers are area-specific, having information about where your customers live is critical. After that, determine how much money you are willing to invest in a virtual phone system.
Q. 4. How Much Money Are You Willing To Spend On A Virtual Phone System?
The budget you set has a significant impact on the technology or infrastructure you employ. If your budget is limited, you may be unable to get the virtual phone system you desire. In such a circumstance, it is recommended that you postpone the purchase until you have sufficient finances rather than purchasing a low-quality system that does not meet your needs.
Also, since purchasing a virtual company phone number is a one-time investment, you should be willing to invest somewhat more than your budget if you are getting a better product.
Q. 5. Do You Require A Toll-free Number, A Local Number, Or A Vanity Number?
There are three types of virtual phone numbers available, including toll-free phone numbers, local numbers, and vanity phone numbers. These three numbers are distinct from one another, and each has its own set of advantages and disadvantages.
For example, toll-free numbers charge the business and not the caller, while local numbers have area-specific codes, and vanity numbers are easy to remember and can be personalized. Make sure you understand each of them thoroughly before you choose one of these numbers.
Q. 6. Will A Virtual Phone System Truly Benefit Your Company?
Now, find out whether a virtual phone system will truly benefit your organization or you are purchasing it for the sake of peer pressure or FOMO. Remember, you should only buy the business phone system if you believe it will benefit you. Evaluate how it will influence and how virtual phones will improve your customer engagement operations, how it will streamline the entire system, how it will assist in instilling trust in your global customers, and so on.
If the majority of these answers are positive, you must purchase a virtual business phone system asap!
Q. 7. What Is The Return On Investment For A Virtual Phone System?
Once you’ve understood why you need a virtual phone system, what its benefits are, and how it will help improve your customer support operations, it’s time to calculate ROI. Yes, ROI is an important factor to consider when adding resources or technology to a business.
The best tools and technology are those that provide a high return on investment. Find out how the virtual phone number you’re planning to purchase will help your company’s revenue or how virtual phones will provide you with a competitive edge. However, note that the return must be calculated over the long term because your team will undoubtedly need time to comprehend and make the best use of the system.
Q. 8. What Features Do You Require In A Virtual Phone System?
( source: getvoip.com )
Unlike traditional phone systems, which just allow you to make and receive calls, cloud-based phone systems include a variety of advanced communication features such as call-tracking, call-forwarding, call-recording, auto-attendant, report analysis, and so on.
However, since each virtual phone system provider offers a unique set of features, it is recommended that you make a list of all the features you require in your virtual phone system and choose the one that offers the majority of them.
Q. 9. Which Virtual Phone Calling Package Should I Pick?
Once you’ve settled on a VoIP phone system, you’ll need to pick on a calling package. Since there are no per-call charges with virtual phone lines, you will have to choose a plan with enough call minutes to cater to your needs.
Also, find out whether or not the service provider offers a carry-forward plan. That is, whether the unused minutes will be added to the following package or not. Find out the answers to all of these questions before settling on a calling subscription.
Q. 10. Does My Team Have The Technical Expertise To Use This Technology?
This is a very major factor that must be addressed before purchasing a virtual phone system. For example, suppose you purchased a virtual phone number for your company, but what if no one on your team knows how to use it?! Is this an ideal scenario? Certainly not.
( Source: trackabi.com )
For this reason, begin training your team as soon as you begin the purchasing process. Provide them with adequate guidance on how to use the virtual phone system. Remember that no matter how good a virtual phone system you purchase, if your team does not understand how to utilize it, it is a total waste of money, time, and resources.
Q. 11. How Would This Technological Transformation Impact My Business?
This is also an important question to address. First, find out how this system may affect your business in the short and long run. For example, it may have a negative impact in the short term since operations may be hampered as you transition to new technologies. This is understandable. But, will technology bear fruit in the future?
Conduct a thorough study to find this answer. If the assessment finds that a VoIP phone number will provide you with long-term business benefits, you must get one.
Q. 12. Am I Prepared To Grow The Team Or Hire More Personnel If Required?
As previously stated, a competent workforce is critical when it comes to implementing new technologies. For example, suppose you realize that your current workforce lacks the technical expertise required to run and maximize the use of a virtual phone system. In that case, you should consider recruiting professionals who are familiar with this technology.
( source: customerthink.com )
But do you have the funds to hire those extra employees? If you’re on a limited budget, rather than buying a low-grade system, put the plan on hold for a bit. Go for it once you have enough finances.
Q. 13. Which Virtual Business Phone Number Provider Should I Go With?
Finally, once you have answers to all of the questions mentioned above and are convinced that you want to purchase a virtual phone system, it is time to choose the best business phone number provider. Unfortunately, since there are so many business phone number providers on the market, all claiming to be the best, determining who is really the ‘best’ is indeed a challenging task.
However, you can blindly trust virtual phone number service providers such as CallHippo, which offers affordable region-specific virtual phone numbers for a number of countries. Moreover, as compared to its competitors, their customer service is far better as well.
The Bottom Line
Getting the best virtual phone system is not only essential but also a necessary move if you run a global business or aim to go global. However, just like most technologies and resources, before purchasing a virtual phone system, you must first answer certain questions in order to understand your needs better and determine whether you truly require that technology or not. Therefore, to purchase the best virtual phone system, go through all of the questions mentioned above.