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The Best Office Phone System For Small Business
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What Is Office Phone System?
Regardless of the size of your business, you need to own an office phone system to mark your presence in a new market. Whether it is handling customer service calls or making promotional calls to clients, a cost-effective yet productive office phone is extremely important.
Small to medium scale businesses can benefit from the office phone system in ways that are beyond elucidation. Unlike the traditional telephony system, a virtual phone system for office allows you to set working hours, convert emails into voicemails, and more.
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Benefits Of The Office Telephone System
It is vital to create a local market identity for your brand to improve its connection with the local customers and find more acceptance among them. This is where a virtual office phone system can help.
When you call your customers using virtual phone number from CallHippo, all they see is a local phone number on their phones. In other words, it helps you appear ‘local.’
CallHippo offers virtual international phone numbers for over 50 countries across the world. Let’s take a look at how an office phone system from CallHippo can be beneficial for your business:
- Cost Effective & Time-saving- With VoIP office phone system of CallHippo, you can make international calls as low as $0.002 over a single click. It saves time and cost simultaneously.
- Better Customer Response- Office support phone number of CallHippo comes with various features such as call conferencing; call transferring, on-hold and IVR. All these features assist a business to render quick and professional customer services.
- Better Service Mobility-CallHippo’s cloud phone system for small business for small business provide your great service mobility. Your agents are not bound with their desks and can make or receive calls from a remote location using its softphone and mobile-interface facility.
- Secure Your Information-The cloud-integration is of great use when it comes to secure the business information. The cloud space keeps your information space, secure and at the same time readily available to use at any point in time.
- Build a Professional Brand Image-Using an office support phone number for professional use not only saves a lot of money on your operational cost but also put up a professional brand image amongst the crowd. The toll-free numbers offer facilities like on-hold music, call conferencing, and transferring facilities that assimilate up-class professionalism.
- Enterprise Business Communication Features-Features like call distribution call analytics and call queuing of internal telephone system improves the enterprise business communication by all means. Starting from customers to team members, these features make sure that the communication is clear, prompt, and time-bound at all the levels.
Features Of The Best Office Phone Systems
CallHippo's telephone numbers for the office come with a whole suite of cutting-edge features such as call transfer, call recording, on-hold music, IVR answer, call distribution, and more. The best office phone systems offer a wide range of features at affordable prices. Let's take a look at some of CallHippo's impressive features:
Get numbers dialed automatically from a preset list and say goodbye to manual errors while dialing with Power Dialer.
Change service providers while on call to improve call quality, clarity, and connectivity with Smart Switch.
Know the local time of your audience's area before you place the call to customize your approach which making international calls.
Forward calls to a different number to improve your availability and prevent calls from being missed with Smart Call Forwarding.
Transfer phone calls to team members based on their specialization, availability, and core skills
Resolve queries faster by joining live calls as and when required. Provide better assistance to clients and agents with call conferencing.
Manage high call volumes easily by directing them to appropriate call queues, saving both callers' and agents' time.
Intervene in live calls to provide better assistance, clarify doubts, reassure customers, and improve service quality with Call Barging.
Keep a detailed record of all calls made and received in your database for quality improvement and analysis.
Get all your voicemails sent to your chosen email ID and play them directly from your inbox at your convenience.
Receive intelligent insights regularly on changing customer preferences behavior and campaign efficacy with advanced call analytics.
Keep callers at you and your services even while they are on hold and show them that they are important with on-hold music.
Why Your Business Needs Small Office Phone System?
Phones are the most common communication system known to businesses. Without it, it is crucial that communicating with customers and growing your business would be impossible (or at least inconvenient) task. With better alternatives available in the market – small office telephone system, not only has offshore communication become easier but also offers an easier approach.
You can implement a set of tailored features and capabilities, in-office telephone systems that bring efficiency and organized communications to your small business. So, whether you’re a small team trying to gain traction in your market or a rapidly growing firm, enjoy great calling experience and ensure long-term customer satisfaction at each level with VoIP office phone systems. But when buying Home and Business Phones, don’t forget to look for the integration services that the company uses.
Enjoy several advantages for hosting your office phone systems in the cloud-
- Communicate and assign tasks to your team in the most effective manner.
- Add multiple users under one office phone number to manage support queries efficiently.
- Keep track of the performance and analyze customer feedback using call recording features in home and business phones.
- Never miss any of the potential customers.
- Expand your business with a global presence using business phone numbers.
- Home and business phones are scalable. You can grow your virtual office as needed.
- You don’t have to worry about its maintenance as your small business phone system is hosted on a third-party server.
- The office phone systems are off-site, saving you cost and space for housing it at your premises.
Types of Office Phone System
There are three primary types of office telephone systems.
1 ) Legacy Public Switched Telephone Network (PSTN)
Also known as landlines, PSTN has been in use since the late 1800s. It uses underground copper wires to connect phone calls. When you use PSTN, you will have to install telephone lines across your office.
Though they are widely used globally, PSTN systems are not a good fit for businesses. You will need to have a separate line for each employee. And, apart from the high calling costs, you need to spend hundreds of dollars on maintenance every year.
2 ) PBX Phone Systems
PBX (private branch exchange) system is a private telephone network that allows businesses to operate an internal phone system and use fewer phone lines. It lets you switch calls between users on local lines, thereby enabling all your employees to share a certain number of external phone lines.
The PBX office phone systems are based on two components – the telephone set and the PBX. The telephone set is connected to the PBX to complete the network. In addition, the office telephone system has some inherent features such as call transfer, call hold, customized greetings, etc.
The PBX, in turn, allows the network to communicate in groups with conference calls, make video calls, work with faxes and printers without operating them manually.
3 ) VoIP Phone System
VoIP (Voice over Internet Protocol) software is an office phone system (setup VoIP office phone system for any business) that allows you to make and receive business calls over the internet. It does not require any hardware or special equipment to enable business communications. All you need is the internet and a mobile device (smartphone, desk phone, laptop, desktop, or softphone).
There’s an exhaustive list of features that include call management, call monitoring, call routing, call forwarding, customized voicemail, voice to email, and many such features that allow VoIP to envelop a multi-function role.
One of the added features of VoIP office phone systems is that you can choose any phone number you like. Also, you can take as many numbers as you require without incurring any capital expenditure.
You can record calls, monitor them in real-time, and even barge in between if you feel the agent is unable to handle the customer efficiently.
Note: VoIP provides the maximum benefits when compared with PSTN and PBX phone systems.
Why VoIP is Better Telephone System for Office Than Other Phone Systems?
1- Cost-effective
As discussed above, VoIP uses a single voice and data network to deliver voice services and eliminates circuit-switched networks to reduce the cost. As a result, making long-distance phone calls also becomes more affordable when using a VoIP provider.
Whether you’re looking for a small office phone system or an enterprise-grade one, there’s a solution for you in your budget.
2- Call Forwarding
VoIP office phone systems allows you to forward calls to any number. It could be your colleagues’ extension, your personal number, or another number of your choice. However, the caller will only see the number they’ve dialed and won’t even be notified that the call is being forwarded.
3- Call analytics
Tracking key calling metrics like call duration, the number of incoming calls, outgoing calls, customer satisfaction levels, and more allows you to better understand your agent’s performance and find improvement opportunities. Call analytics provides you with an in-depth understanding of your operations, enabling you to improve your services over time.
4- Voicemail
Voicemails allow customers to leave a message when you are unavailable to pick calls. Leading VoIP office phone systems like CallHippo send voicemails directly to your email, allowing you to listen to your customers when you want. This, in turn, enables you to resolve their concerns and get back to them as soon as you’re available.
5- VoIP easily integrates with other business systems
Integrating your VoIP system with other business tools allow you to automate tedious processes and equip your agents with all the necessary information they need to do their job efficiently.
6- Better Customer Engagement
Today’s market is highly customer-centric in its approach, and if you do not open multiple communication channels for clients, they will move towards your business rivals. Having a separate second phone number for your organization is the best way to push up customer interaction as it allows them to reach support staff and representatives at any time of the day.
So, if your company wants to jump up to the top of customer satisfaction ranking charts, choose a reliable service provider to get the best VoIP office phone system at the earliest!
7- Professional Image
Office phone numbers are a vital platform to give your organization a professional image and enhance business reputation positively. You can record customized greeting messages for callers. It is also possible to play music or voice messages for customers while they wait to be attended by support team members.
Automated voice response systems eliminate the need for round-the-clock receptionists and make customer communication more agile, flexible, and responsive. As a result, business phone numbers change the way customers perceive your organization and create a robust corporate reputation for your business.
8- Increased Mobility
Mobility is the name of the game in this current digital era, and VoIP office phone solutions are the fastest medium to enhance customer accessibility by promoting business communication on the move! Office phone numbers that are powered with VoIP technology are a useful tool for companies that have remote workers and operate from multiple locations across the globe.
Virtual phone numbers also enable team members to remain connected with external partners and managers irrespective of geographical location – all that is required is a high-speed internet connection for employees to stay accessible.
9- Call Supervision
These functions are extensively useful when training employees or supervising them.
There are four chief ways in which the system hel=
- Monitoring: It allows you to listen to a phone conversation. None of the parties on the call can hear you. This feature is useful to keep vigilance over the call quality.
- Whispering: Executives may require some guidance while handling certain customers. This feature helps you speak to the organization’s internal members without letting the customer know who is speaking or what the person is speaking.
- Barging: This feature allows you to enter an ongoing call which lets both parties hear you. This is similar to conference calling, but it can be initiated at any point in time. For example, suppose a conversation is going on between an employee and a client; you can monitor and jump in to throw in suggestions when you want to.
- Recording: Recording is also possible through a simple press of a button. This recording can be stored as an audio file and retrieved later for any training or legal purposes.
What Features Should You Look for In a Phone System for Office?
Choosing an office phone system with all the essential features you need helps you get the most out of your investment.
1- Call Transferring
Do you want to transfer your call when you’re unreachable or busy? CallHippo offers two types of call transferring features: Cold and Warm.
A cold transfer is when you transfer the call to contact without speaking to the new contact. Using this option, the connection you select can choose to accept or reject the request. Once the call is received, it’ll be dropped at your end.
A warm transfer is when you speak to the new contact before the call is transferred. You can also join in and make it a 3-way call.
2- Call Recording
There are only a small number of VoIP phone systems offering call recording. The audio gets stored in the cloud, and you can retrieve the information at any time at your convenience.
Here are some major benefits of call recording for your business:
- Improve agent performance: By monitoring calls, you can provide feedback to agents on the do’s and don’ts of customer service management and help them improve over time.
- Track progress and improvement: Comparing the way your team talks to your customers now with the way they used to some time ago is a good idea. It gives you an idea of whether any improvement is achieved or not.
- Scope of R&D: Cloud phone systems such as CallHippo allow you to share your call recordings within your organization. By sharing the calls with your R&D department, you can get a better idea of how customers use your product, what problems they are facing, and so on. Such information results in improvements in your product and services.
- Avoid Unnecessary problems: It often happens that unhappy customers file litigation against a company which then involves law suites and things get messy. Thus, having a call record database gives you leverage against such problems and solves them without the irritation of involving any lawyers. Besides, such a call database is kept automatically by a cloud-based phone system and will help you comply with technical, legal, and service level guidelines.
3- Call Conferencing
Conducting business isn’t a walk in the park. Often you need to employ one or more people from your team to get your job done. In such cases, you need unified communication that offers call conferencing and can help boast work place productivity.
Even a small office phone system has a call conferencing feature lets you pool in people even if they’re not in the same office. They can take calls from anywhere in the world as long as they’ve got the office phone solutions. Besides, call transferring helps people to
4- Call queuing
If you’ve more work in your hand than you can handle, a call queue can save your bacon. Callers don’t need to hear engaging beeps while waiting. Instead, they’ll be placed in a line. You can also put an automated message that tells them about your products, services, discounts, and other offerings so that the chances of hanging up calls reduce.
Call queue reduces the attrition ratio as it tells the caller the exact time of the response and debars them from hanging up.
We offer call queuing in bronze and above plans. For pricing, check here.
5- Call Barging
Call Managers can use call barging to gauge the performance of the calling agents. If they find that an agent is facing any problem while conversing with the customer, they can help them and handle the situation. When they see that a customer is unable to resolve any query, they can intervene and save their skin. Hence, it helps to nip the problem in the bud.
Barging is a business phone feature where managers can listen to live calls in real-time. It helps you understand your customers and offer value to them in a better manner. CallHippo offers call barging features in silver and above plans.
6- IVR
It’s impossible to always have a human receptionist to answer calls. Besides, with the technology revolution, enterprises like you are employing auto attendants to manage incoming calls.
This feature greets customers in multiple languages and asks questions like what they need. It also directs them to perform a particular action that will take them in the required direction.
CallHippo offers multilingual IVR to help you aid your customers. You can select your preferred language from the list right in your account.
Good to have office phone system features:
- Announcements (Greetings)
- Auto-attendant
- Busy lamp status
- Call forwarding
- Call parking
- Call recording
- Call conferencing
- Direct Inward Dialing (DID)
- Hold music
- Internal/external call transfer
- Instant messaging
- Line extensions
- Caller ID
- Multi-device support
- Real-time analytics
- Real-time call monitoring
- Toll free number
Who Needs an Office Phone System?
No matter the industry you are in or the size of your company, you will require a phone system for the office to manage your business efficiently. Here’s how an office phone system can play a vital role in different industries:
1. IT and Software companies
Being an IT company, we speak with personal experience when we say that having a good office phone solutions can save up to 20% of your time on customer interactions. Features like IVR, welcome and hold messages, and 24*7 call support provides your customers with a smooth and delightful experience. It gives a professional feel to your customer support team and allows them to connect with customers worldwide.
2. Schools and Universities
With screens replacing blackboards, the education industry is becoming more tech-savvy to provide high-quality education to students. With the use of the office phone system, the education industry is taking another step forward on the path of technological advancement. The VoIP phone system aims to provide better and more cost-efficient communication in the education industry by taking the phone system online. Be it the parents of a student, a family member of the staff, or a third-party vendor looking to do business with your educational institution, the cloud-based VoIP phone system for schools and libraries from CallHippo answers every caller 24*7 for all 365 days of the year.
3. Government Institutions
Running an entire country is no easy feat. Fast and secured communication is the key to a functional government. A cloud-based office phone system is the one-stop solution for all communication problems faced by the government. CallHippo promises secure and collaborative unified communications at pocket-friendly prices. Local toll-free numbers will provide greater access to prospective clients and help them extend their reach in their respective localities. CallHippo provides features like Dynamic Number Insertion (DNI) which analyses online traffic and pinpoints areas that require the most attention.
4. Healthcare Industry
A medical office phone system is a VoIP-based system that everyone in the healthcare sector uses to stay connected. The entire phone system is uploaded to the cloud, from where it can be accessed by only authorized personnel. It allows healthcare professionals to keep in touch with their medical teams and cater to the needs of patients. The cloud-based office phone system from CallHippo offers efficient and high-quality communication lines for healthcare institutions at reasonable and affordable prices.
5. Hospitality Industry
In an industry where customer service is the backbone, one has to use state-of-the-art technology to communicate with customers, listen to their queries or complaints and get back to them with a solution. Using VoIP phone systems, the staff can attend to customer calls from any part of the hotel or restaurant. In case a staff member is not around, the voice recording and IVR feature will be there to attend to the customer instead.
The call forwarding and intercom feature enable hotel staff to communicate amongst themselves efficiently across all corners of the hotel. This makes it easier for the manager to coordinate events, resolve customer complaints and manage hotel staff, thereby improving customer service and enhancing customer experience.
6. The Real Estate Business
When it comes to real estate agents, whether they are freelancers or work for an established agency, the benefits of a cloud-based office phone system are countless. Apart from providing them greater flexibility, it also gives them round-the-clock access to potential clients across the city. Such a business office phone system is portable, i.e., the agent can carry it around wherever he goes. Moreover, it doesn’t require any physical telephone device or even a SIM card. All you need is any device with an internet connection!
At CallHippo, business office phone systems for the real estate business are very affordable and feature-rich. Not just for enterprise-level business, CallHippo offers an office phone system for small businesses too. We offer the flexibility to choose from a wide array of features and pay for the features you actually need. We at CallHippo, do everything in our power to make sure your real estate business climbs up the ladder of growth and enhancement!
Final Thoughts
No matter the size of your organization or the industry you are in, an office phone system can make business communications easier and more efficient. It enables you to stay connected with our customers round the clock (using auto-attendant).
Features like call analytics, call recording, call transfer, and IVR enables you to provide the best possible customer experience and enhance your brand reputation.
Looking for a best small business phone systems? Contact us to learn why CallHippo could be your best investment!
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Frequently Asked Question
What features are included in CallHippo office phone system?
CallHippo provides innovative and advanced functionality through its office phone systems. Some of the best features include PowerDialer, automatic call distribution, IVR, call monitoring, call conference, call routing, call recording, and call analytics.
How long does it take to activate CallHippo office phone system?
As CallHippo is a cloud-based solution it ensures simple and hassle-free implementation. You can set up your office phone system in less than three minutes and start making or receiving calls.
How can we forward a call through CallHippo office phone system?
CallHippo’s smart call forwarding feature enables you to forward calls to any landline, mobile phone number, or satellite phone. You need to enable call forwarding services and add the number where your calls should be routed. It is a great feature that ensures you do not miss even a single business call!
Can I make global phone calls with an office phone system?
Yes, office phone systems can help businesses connect easily with global clients, partners, and vendors. They can help you plan business engagements better with features such as call planner and build a global presence.
What is an office phone system, and why do you need one?
Office phone systems introduce technology into basic communication strategies like a VoIP business phone system. Many top providers like CallHippo offer VoIP or cloud PBX phone systems.
You have to understand a business phone system’s benefits and advantages before deciding which is best for your company. Below are the reasons why your company needs an office phone system –
- Exceptional customer service
- Streamlines workflow
- Reduces costs
- Establish a global presence
How does the office phone system work?
The office phone system facilitates VoIP communications, which breaks up voice audio into smaller packets that travel over the Internet to their destination, where they are reassembled.
In addition, VoIP makes it simple to add new phone numbers and extensions since no physical copper wiring is required. VoIP telephony means mobile calls anywhere with an internet connection.
A VoIP office phone system can create unique features and capabilities for small businesses. So, enjoy excellent customer service and ensure long-term customer satisfaction at all levels, whether you are a small team trying to gain traction in your market or a rapidly growing company.
Numerous cutting-edge features are available on CallHippo’s office phone system, such as call transfer, call recording, on-hold music, IVR answer, and call distribution, among others.
How to use an office phone?
It would be best if you have a few things to install a business phone system, such as a strong Internet connection, router, modem, and other vital VoIP equipment. In addition, you’ll create call flow paths, record IVR systems, and assign agents to extensions and call groups during the setup process.
What are the benefits of a cloud-based office phone system?
The advantages of a cloud-based office phone system are:
- Fully-Integrated Communications System
- Exceptional Business Features
- Mobility and Ease of Use
- Time Management and Efficiency
- Flexibility to Scale Up (and Down)
- Business Continuity
- Enhanced Customer Service