Let’s face it, the word “love” isn’t typically the first word you hear people use to describe their business’ phone system, but with the advanced functionality that cloud-based systems can deliver, it should be. The quality and efficiency of your communications with your customers and your team is key to your business’ productivity, reputation and success.
Here are 7 must-have phone features that are sure to make you fall in love with your business phone system.
1. Mobile Twinning
Mobile twinning is one of the most convenient phone features, especially for those who are in and out of the office frequently. Twinning ensures that you never miss a call, no matter where you are. This eliminates the need to give out multiple phone numbers or worse, have to lug a work and personal cell phone around with you. When mobile twinning is enabled, your office phone and cell phone, or any phone number of your choice, ring simultaneously. It’s perfect if you’re not sure where you are going to be. Plus, it offers the ability to switch back and forth from each device, without the caller every knowing the difference. This is ideal for anyone who ever works outside of the office.
2. Voicemail Transcription
Listening to voicemail has become almost obsolete, but in business, we don’t have the luxury of not listening to our voicemail messages. Or, do we? With voicemail transcription, you can read your messages instead of listening to them. Genius! Messages are transcribed for your convenience and sent right to your email inbox. While they may not be 100 percent accurate, you can see who called and get the gist of what they needed to determine if you need to call them back or not. This is a huge time-saver, but also extremely convenient if you are in a noisy area, or in a meeting and listening isn’t an option. And, if you ever do want to listen to the message, the recording is also sent to you as a wav file attachment. This feature will forever change the way you feel about voicemail.
Softphones are perfect for anyone who travels or works remotely. They offer the same functionality of your business phone on-the-go, like caller ID, contacts, using company minutes and extension dialing. Softphones are typically available for PCs, Macs and mobile devices. This will literally turn your desired device into your actual business phone so you don’t have to worry about disclosing your personal cell phone number and can communicate seamlessly internally with your team through your office extension.
4. Auto Attendants
A huge advantage with cloud-based phone systems are Auto Attendants or Digital Receptionists, which ensure your incoming calls are all answered and directed to the appropriate place, no matter who is physically available. Project a professional image and save on having a designated employee available to answer every single incoming call. The most frequent calls are for hours of operation, business location and directions. Using an Auto Attendant will reduce the number of routine calls that have to be answered by 25% and will ensure that callers are directed to right person and information every time
5. Forwarding Calls
If you are not using mobile twinning or softphones, another alternative for flexibility with your calls are advanced forwarding options. The most common of these are to forward calls to your cell phone or to another coworker. If you know you are going to be out of the office and want your calls directed to another phone number or to another team member, all you need to do is program a button on your phone and press the button before you leave to activate it. Then, every call will ring to that phone number instead of your phone in the office. This will ensure your calls will not be missed while you are out.
6. On-Hold Options
On-hold greetings and music options can make a big difference in how your company is portrayed and how your customer’s experience your business. While customers are waiting on-hold, take advantage of this feature and advertise specials you are running, your website or promote upcoming events to boost attendance. Be sure to also select music callers will actually enjoy and that is relevant to your business or target market to make their on-hold experience as enjoyable as possible.
Hot-desking is a unique and incredibly useful feature. It allows your employees to turn any phone, at any of your other locations or rooms into their own. Whether you are working from a different office location, in a conference room, or at another employee’s desk, by simply logging in to that phone with your passcode, you can turn any desk phone into your phone with all of your settings, contacts, voicemail and speed dials readily available. No longer move phones around offices or try to take phones with you, every phone within your organization can be used by any employee whenever needed; this is a huge convenience and cost-savings.
Cloud-based business phone systems have come a long way and provide the advanced mobility and functionality that modern businesses need to stay competitive. When investing in your next business phone system, be sure that it provides you with these must-have features.