5 Essential Features of Cloud Phone Systems for Increased Productivity
Unlike traditional business phones, cloud systems work on any mobile device and desktop computer with reliable Internet connections. This allows businesses to save on hardware and infrastructure costs while maintaining flexibility.
Auto-attendant is a top phone system feature, eliminating the need for a live receptionist and speeding up call flow. It also provides key information, such as directions and hours of operation.
Voicemail Transcription turns audio into text, so callers leave a message that’s as easy to read as an email. This makes it faster and easier to manage customer conversations, especially when employees are in meetings or juggling multiple calls.
A transcript also makes it easier for callers to follow up. When a customer calls, the team member who receives the call can quickly skim the transcription and figure out what the caller needs before calling them back.
In addition, transcribed voicemails are searchable and can be added to to-do lists or call history. Plus, they take up less storage space than an audio file would. This saves on server costs and improves collaboration between teams.
With remote and hybrid workplaces rising, technology like cloud phone systems can provide valuable ways to improve productivity. Unlike traditional private branch exchange (PBX) systems, cloud telephony platforms are designed with unified communications in mind to handle business calls, auto-attendants, voicemail, chat and more. You can check online for cloud phone systems for your business needs.
Using the Call Notes feature of your business’s cloud PBX, you can add context to calls during or after the fact. This eliminates the need for a separate note-taking tool and allows teams to communicate with each other more effectively during transfer calls or when planning for follow-up.
You can also mark notes as private so only you or other users with a ‘View Private’ permission setting can see the note. Additionally, you can use Contact Notes to log interactions and activities for individual contacts in the Activity Report.
Unlike traditional hardware, cloud phone systems offer scalability as your business grows. You can add new users through a web-based portal without expensive hardware upgrades. This allows for a seamless transition into a larger team and makes your business more efficient.
Integrated AI is another feature that can make your call center more productive. Some cloud phone service providers include virtual voicemail, transcribing calls and sending them to your employees’ email. This makes it easy for them to access their messages and provides a better customer experience.
Another good integration is click-to-call, enabling customers to reach your staff through a single web link instantly. This improves the user experience, especially for remote workers. The system will also let you know who called your company, which can help with data-driven analysis.
Call recording helps supervisors evaluate calls, ensure quality customer service and provide sales reps with training opportunities. It’s a highly useful feature that businesses should set up to maximize the benefits.
Unlike landlines or traditional PBX systems that are costly to install, cloud phone system providers manage the entire infrastructure remotely. This reduces initial costs and eliminates maintenance requirements for the company.
Moreover, it offers technical flexibility by providing constant access to the phone system for employees regardless of location and device. This is especially helpful for remote workers. Cloud technology also offers countless software integrations, so companies can easily tailor their phone system to meet specific business processes like CRM. This further increases productivity. This flexibility can be attributed to the fact that there is no hardware installation during setup, so a new employee can start working immediately.
A cloud phone system allows businesses to integrate with CRM systems, providing an easy-to-use platform to manage calls. Integrated applications streamline workflows and communication within the business, increasing productivity.
Cloud telephony is hosted off-site and managed by a vendor, freeing IT teams to focus on more pressing issues for the company. Remote workers can also be set up efficiently with the same call quality and features.
With a Cloud Phone System, companies can also choose to have their number ported, which enables them to keep their current phone numbers despite changing telecom providers. This can help ensure continuity of customer service and brand reputation. Businesses can customize their auto-attendant and add on-hold music to create a more personalized experience for their callers.