We can virtualize all sorts of devices and services that used to require physical hardware on-site, and phones are perhaps the best example from a business perspective.
So, what difference does it make to have a virtual phone rather than a traditional handset attached to an analogue landline service?
Five of the Most Noteworthy Points to Consider
Here are five of the most noteworthy selling points to consider.
Simplicity Is Key
Prior to the emergence of VoIP technology which underpins virtual phone services, getting a new number and setting up a connection at your premises was complex and inconvenient.
You’d need things like a PBX to accommodate the needs of comparatively small offices, and there’d be the added issues of needing to maintain such a setup to avoid unplanned outages.
With a virtual phone, everything is handled in software, and so none of the same infrastructural intricacies stand between you and the ideal calling configuration.
Costs Are Kept to a Minimum
As you won’t need to procure extensive hardware for in-house use, and will also avoid maintenance requirements, the cost of running a virtual phone as opposed to a physical system is much lower.
This isn’t the only way to make savings, of course, because you’ll also have the advantage of cheaper rates for voice calls themselves.
Even long-distance calling, and calls to international numbers, will be cheaper with VoIP onboard.
This also applies to customers getting in contact with you, which increases the likelihood that you’ll get fresh prospects on the phone without having to pursue them proactively.
Portability Is Part of the Appeal
As explained in this guide from OpenPhone to getting a virtual phone number, once you have a point of contact set up, it’s possible to share access to the number and effectively make all team members reachable via the same conduit.
This enables portability in a few ways, the first of which is that you can literally have calls come through to mobile devices rather than only having them reach a fixed line desk phone.
There’s also the portability of the number for when you want to move offices, or open a new location elsewhere in the country or the world.
Cross-Compatibility Is Incredible
Virtual phones can be integrated with all sorts of other services, depending on the needs of your organization and the current software setup you’re using to keep customers happy.
The most common of the bunch is to combine a virtual phone with a CRM system, allowing call info to be captured and stored alongside other customer data points, in turn empowering you to serve people more effectively.
It’s even possible to combine virtual phone calls with email and instant messaging, allowing for voicemail transcripts to be sent if a call isn’t answered.
Harnessing voice calls in a digital context unlocks all of these opportunities and many more besides.
Scalability Is Innate
The unwieldy nature of old-school telephone systems for businesses became even more apparent when organizations grew and found that they needed to expand their setup to enable more team members and phone numbers to be included.
A virtual phone is able to scale as needed, whether that means adding more numbers, supporting more agents simultaneously, or carrying out any other type of change that’s necessitated over time.
This scalability also comes in handy during seasonal shifts in demand, so that it’s possible to accommodate the needs of a temporarily large influx of customers without this being a financial burden throughout the rest of the year when call volumes are lower.
Final thoughts on Why You Might Need a Virtual Phone
There’s little question that the average business will be better off with a virtual phone number and VoIP calling package than if it instead stuck with a traditional setup.
The same is true for consumers as well, since VoIP calls are cheaper and more convenient, whether you’re communicating with friends and family or getting in touch with companies.
The market for virtual phones is large, which makes it easier to ensure that you’re getting a good deal. Even so, you’ll have to take comparison seriously and weigh up lots of options so that the one you choose is suitable.
About the Author
Sarilaya Cada is a freelance content writer. She is interested in a wide range of fields, from project management, to education, to engineering.