Some people might think that a business phone service isn’t so important today. In the age of the internet, remote work, texting, emailing, messaging, and video calls, you may think that your company doesn’t even need phones! However, the truth is very different.
Your team members need to communicate with one another. Customers must be able to reach you. You need a system that can not only handle your company today, but also accommodate future communication needs.
The right business phone service lets you communicate and collaborate with ease. Thanks to modern technology, a phone service provides more than basic calling. In addition to a traditional telephone service, some features included in modern systems range from video meetings and video conferencing to conference calling to internal live chat options.
Here are five reasons why a phone service remains a vital part of business communications today.
1. Increased Productivity
Phone calls are still one of the fastest ways to communicate and solve complex issues. Rather than spending time trading a series of emails or instant messages back and forth, employees and customers can speak immediately by phone. Not only does this make solving problems easier, but it also improves collaboration across teams as well. It’s much easier to work with someone when you speak to them.
The importance of business communication also includes customers getting in touch with your team as well as your team talking with each other. You don’t want to leave that up to a patchwork of tools and a series of confusing text messages.
2. Faster Service
A business phone system will likely include an automated attendant which makes finding members of your team significantly easier for customers. Rather than needing to speak with a receptionist or look up individual phone numbers online, they can simply dial through the system to find the person they’re trying to reach.
The auto attendant streamlines routing calls to the right department, which eliminates hassle for both customers and your team. Customers won’t end up explaining themselves to someone who cannot help them, and employees won’t have to answer calls that aren’t meant for them.
Of course, if a customer is ever confused or unsure of what they should do, they can always press zero and have their call directed to a real person.
This boosts customer service, helps your company get more done, and improves your reputation, too.
3. Ease of Use
The auto attendant feature is just one way a business phone service makes communication easier. In addition to simplifying things for clients, the system can streamline your business and improve communication for your team, thanks to integration. Modern phone systems do much more than just place and receive calls.
Modern telephony can integrate conference calls, video meetings, call logs, screening, and much more all in one place. You can set up advanced notifications and smart call routing to make sure everyone receives the communication they need without disrupting productivity. Many phone systems also integrate with Microsoft Outlook, Google Workspace, various customer relationship management (CRM) systems, and more. By centralizing communication, you’ll make life easier for everyone.
Your business today likely won’t be the same in a few years. As it grows and changes, your phone system should grow and change. too. Modern voice over internet protocol (VoIP) and cloud-based systems easily scale to meet your company’s growing needs. It’s convenient and affordable to add new lines as required, and you can even scale down the system without hassle, so you don’t pay more than necessary if things get slow.
Adding and removing features such as call routing, conference calling, caller ID, and other services is easy to do as well. Your system will work for you, no matter what stage your business is in.
Your team using their private phones to communicate is a security risk. Not only are there inherent privacy and security problems when using personal phones for business calls, but there’s always the possibility that a personal phone may be lost, stolen, infected with malware, or hacked. When you use a business phone system, personal and private phones can be separated, calls can easily be rerouted if a phone is damaged or lost, and business data can be stored on the company’s system rather than on individual phones. This improves cybersecurity and helps keep your company safe.
Finding the Right Business Phone Service
Choosing the right business phone service for your company is important. When you’re selecting a service, consider your current and future needs. What features does your business need? How many employees do you expect will use the service? What customer support does the provider offer? What does the service cost? Does it make sense for your company?