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Thursday, July 25, 2024

Office Phone Systems

Business phones are among those technologies which are becoming very popular among businesses. We are living in a global village where communication is considered an integral part of the business. According to a Gallup survey, United States employer loses a staggering 550$ annually due to bad communication; this survey highlights the necessity of good communication between customers and businesses.

Business phone system features are crucial in this regard because there are many business phone system that offers multiple features, but you need to identify your needs first to take maximum benefits from its integration with your business. In this article, we are going to analyze different features of this system so that it could become convenient for you to take the decision.

Business Phone System

First of all, you need to understand what this system is. A business telephone is a system of multiple interconnected telephones enabling operators to perform numerous functions like call handling, transferring, conference calling, and many more. Also, you can prefer the Business Phone Systems that make your business to the next level.


Following are the foremost types of office phone systems

  • Legacy Public Switched Telephone Network (PSTN): As the name suggests, this system refers to the primitive telephone system of the late 1800s. They function on underground copper wires used to link the telephones. They are also known as landlines.
  • Private Branch Exchange (PBX): This system enables the operator to switch between various landings; therefore, this system is considered
  • cost-efficient as compared to PSTN because you do not need individual lines for each operator
  • Voice over Internet Protocol (VoIP): This is the latest technology. It does not involve wires; rather, the data is transmitted over the internet resultantly; it creates a virtual phone system.

The first two systems are primitive and expensive. These systems are becoming obsolete, and new technologies are replacing them, which are without a doubt cheaper, faster, and more efficient than their old cousins. VoIP is one of the examples of these modern techs working on the internet. You do not need hardware for this setup. Only computers and an internet connection would be required to start work. Many companies provide software for these systems. However, you need to pay them monthly or annually, according to the pricing plan you feel comfortable with.

Features of Business Phone System

1. Greetings

This is an automated script encompassing a few greeting sentences. This would be the greeting your client will hear while his or her call will remain in the queue, rather than some annoying ringtone. Typically, the greeting is 15 seconds long, but it is customizable. You can make it entertaining for your customers while they are on hold.

2. Auto Attendant

This feature directs the customers to the concerned department after the greeting. When someone calls, the auto-attendant directs them to their concerned department by asking them to press the corresponding key on their mobile phone. You would be surprised to know that this process does not require any human intervention since it is completely automatic.

After the customer has reached the concerned department, he or she can discuss his issue with the operator.

3. Call Forwarding

This feature comes in handy when you are working remotely. VoIP automatically diverts the incoming calls on your old number to your new device, which can be your mobile or personal computer. Also, you can make calls anywhere while using this VoIP number, recognizable by your contacts. There is the hassle of changing contact details; it is just seamless and swift.

4. Call Parking

The operator can put the calls of customers into a number-based call parking bay; another operator can pick up the call from the bay while the customer is on hold, listing to music you might have selected for him. It can offer great convenience when you have a large office, and every operator cannot remember the extension of others. Furthermore, you can also pick up the call remotely.

5. Call Logs

Call logs are simply the data of incoming and outgoing calls. The data may include date and time, duration, caller ID, and Status (accepted or sent to voicemail). This feature can offer significant ease in tracking sales progress, customer engagement time, the efficiency of your team, and many more other ways.

6. Call Queues 

If you have more calls than you can handle, this business phone system feature can be very obliging for you. When a customer calls, they would be automatically queued, and the customer would be told how many calls are reaming ahead. It essentially tells your customer when to expect a response; this may help to make the customer wail more patiently.

7. Call recording

Not all virtual phone systems offer this feature. All the recordings are saved in the cloud, so whenever an operator needs them, they can fetch them out conveniently. Call recording can be used to train new operators. It is always advisable to go keep a record of the conversation with your customer; these recordings can help you to make your brand and service better.

8. Conference Calls

A phone system having this system is critical nowadays. For instance, if you might need to conduct a meeting with your employees while you are travelling, you can utilize this feature. After the COVID 19 pandemic, this would be the most feature as no one was able to go office. This feature offer voice as well as video rooms. Furthermore, this feature can be used to deliver presentations as well.

9. International Calling

If you are doing business internationally, then you may find this function handy. You can make an international call via your VoIP device even though the receiver is located in the world, and you also can receive calls from anywhere around the world.

International VoIP calls are charged based on the destination countries. Many VoIP service providers provide services at a very nominal charge for both individuals and small businesses.

Concluding Thoughts

There are numerous business phone system features available as these systems are becoming inevitable for businesses. If you want to be competitive must realize the importance of these technologies. Otherwise, your business will be outdated soon.

This is Robert William, the content contributor on blogili.com. Working with different sites as a content writer.

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