In today’s fast-moving business world, communication lies at the heart of every transaction. A sound and feature-rich phone system will make all the difference in how efficiently your company operates and serves customers. The capabilities of business phone systems keep changing with evolving technology. Here are five must-have features of every modern business phone system to keep your organization competitive and connected.What is a Business Phone System?In the first instance, it would be appropriate to determine what a business phone system is and the difference it makes from normal residential phone lines. A business phone system is a multiline telephone system commonly used in office environments. It can range from just a few phones to thousands of phones spread across multiple locations.These systems are designed to handle many more calls at any given time and for more advanced feature sets than your typical residential setting. Many other capabilities may involve call routing, voicemail-to-email features, conference calls, and business software integration, to name a few.Why is Having the Right Features Important?The right phone system features can make a great difference in the way one conducts business. They can enhance customer service, enhance employee productivity, and even reduce costs. With the right set of features that cater to your business needs, communication processes can be well-organized, thus creating a more effective work environment.Moreover, with the sudden rise in work-from-home arrangements, a telephone system that can adequately support working-at-home employees while not sacrificing convenience in communication is a must. Some of the key features, essential in this modern age of flexi-work schedules, are explored below.What Are the Business Phone System Features That You Can’t Live Without?1. Auto AttendantAn auto attendant is pretty much like a virtual receptionist for your phone system; it’s one that answers calls and routes them to the right departments or extensions within an organization without the need for human interaction. In such regards, this feature is critical to any business enterprise in terms of managing call volume and ensuring calls get to where they need to be quickly.Key benefits of an auto attendant include:
24/7 call handlingReduced workload for receptionistsProfessional first impression for callersCustom greetings and menu options
2. Call Forwarding and RoutingCall forwarding and call routing capabilities are very crucial in maintaining accessibility and ascertaining that important calls will never get missed. This feature enables calls to be forwarded to different phone numbers or devices according to predetermined rules or schedules.By using Call Forwarding and Routing, one can:
Direct calls to mobiles of personnel who are not present within the officeCall forwarding through group ring which calls everybody’s extensions or others sequentially/all at one timeDo Time of Day Routing regarding business hours for before/afternoon/end
3. Voicemail-to-Email TranscriptionVoicemail-to-email transcription has been a game-changer for busy professionals. This feature automatically converts voice messages into text and sends them to the recipient’s email inbox. It enables employees to scan and prioritize voicemails without necessarily having to listen to each of them.Some benefits that come with voicemail-to-email transcription include: enhanced efficiency in message management, allowing reading of voicemails in noisy environments, and offering easy archiving and searching of voice messages. It improves accessibility for hearing-impaired employees.4. Conference Calling and Video ConferencingIn today’s global business world, holding virtual meetings with more than two people is the rule rather than the exception. With powerful conference calling and video conferencing capability, teams can engage in powerful collaboration—whether they’re across the hall or on another continent.Look for a system that provides:
High-quality audio and videoScreen sharingRecord and playbackIntegration with the most commonly used calendar and scheduling applications
5. CRM IntegrationPowerful integrations, like CRM, can enhance your customer service and sales process to a whole new level. Integrating your phone system with your CRM software allows for instant access to customer information when receiving a call, thus providing more personalized and efficient interactions.Some key benefits of CRM integration include:
Automatic logging of calls and interactionsFast access to customer history and preferencesBetter lead tracking and follow-upMore advanced reporting and analytics
How Do These Features Improve Business Operations?Implementation of these five identified key features in a business phone system can bring about several operational improvements. First, they can significantly enhance customer satisfaction by ensuring calls are promptly answered and routed to the right person quickly. The auto attendant and call routing features play a crucial role in this aspect.The second reason is that such features would enhance employee productivity. In fact, with voicemail-to-email transcription and CRM integrations, employees can manage communications more efficiently and instantly draw upon relevant customer information to inform their work. This saves time and frees them up to be more focused and productive.Third, conference calling and video conferencing enable great team collaboration, especially when some teams are working from other locations or working remotely. That may well translate into better decision-making and faster completion of projects.Lastly, these advanced features can help reduce costs. Because the system can automate some of the processes and eliminate the need for receptionist staff, a business can allocate more resources. Integration with other business software can also minimize operations and reduce duplication of work.What Should You Consider When Choosing a Business Phone System?When choosing such a business phone system, here are some things you should consider:
Scalability: It should be able to grow with your business through easy accommodation of new users or locations.Reliability: Providers with a strong history of uptimes and customer service are desirable.Cost: One should consider the upfront costs and ongoing costs for maintenance and upgrades.Ease of use: The system should be user-friendly, both for administrators and end-users.Integrative functions: Make sure that it integrates with all your other business tools and software.Mobile access: As people work from almost anywhere these days, make sure the system you invest in comes with a decent mobile experience.Security: Find one with very robust security features that keep your business communication secure.Personalization options: Get yourself a system that allows you to personalize some of the features according to your business needs.
Upgrade Your Business Communication NowHaving a feature-rich phone system is no longer a luxury in today’s competitive business world. The five features we discussed above can significantly enhance your business operation, improve customer service, and increase employee productivity: auto-attendant, call forwarding and routing, voicemail to email transcription, conference calling and video conferencing, and CRM integration.At Unbound Digital, we understand how necessary smooth communication is to keep businesses running. Whether basic or the latest and greatest, our team is ready to sift through the available options for your business phone systems and find you the perfect match. Whether your business is ready to upgrade to something entirely new or move forward with an entirely new business phone system altogether, we’re there to help thanks to our vast knowledge.Don’t let outdated communication technology hold your business hostage. Contact us today to find out more about how we can help you leverage the power of these must-have phone system features. Let’s get your business communication to the next level and unlock your company’s full potential.
