10 things you didn’t know your telephone system could do
The improvements offered by VoIP telephone systems are more technologically advanced, and make business calls so much easier. We’ve rounded up 10 of the best features of modern phone systems that you might not even be aware of, and how they can improve your business calling experience.
1. CALL RECORDING
The ability to record calls can be essential for those important business conversations. Information and ideas shared in previous conversations can be recalled and verified from your own archives, putting an end to scruffy notes and any potential misunderstandings. For new employees using the phones, recording conversations can also be useful for educational or training purposes. Any call can be recorded at the push of a button.
2. ONE NUMBER RINGS ALL
No more different numbers for different offices and departments. This feature allows you to promote your business with just a single number. Customers can call one number and all of your receivers can ring simultaneously, making sure that no call will go unanswered. All of your outbound calls come from the same number too. If your recipient has a caller ID display, they can instantly know who they can expect to speak to before picking up.
3. INTELLIGENT CALL ROUTING
Using automated routing software, your system can detect caller information in an attempt to direct the call to the best person for the job. For example, if an incoming call appears to be sales-related, the call can be automatically directed to your sales or marketing team. If a regular customer is calling from a familiar number, the software can check previous call records to determine which colleague may be best suited for speaking to them.
4. CALLS TO MOBILES
If your team is often on the move; get calls to the office number forwarded to mobiles. Also known as mobile twinning, this feature makes sure you never miss an important call, whether you’re at work, on the train, in the car or at home. You can also set it up so that specific numbers can be instantly re-directed to your mobile, which is ideal for calls coming from regular customers or business partners.
5. SAME NETWORK OVER MULTI-SITE OFFICES
All of your business’ phones can be linked to one system via the internet; you can make free internal calls to colleagues, wherever they are. Physical location doesn’t matter anymore; colleagues can be reached in the same building, in a branch across the country or working from home.
High bandwidth allows some telephone systems to make video calls over the phone. Remote meetings and conference calls can incorporate video for a more face-to-face experience with your customers. Specific video phones are available as well as the option to communicate through a PC with a webcam. With high-speed data connections becoming more common every day, video is one of the fastest growing features.
7. INTEGRATED COMMUNICATIONS
Integrated software on your computer allows you to dial out and answer calls straight from your desktop. The telephone system can also combine with other communication software, allowing you to import contacts from an address book, create automated reports and integrate with fax and email. Vital applications like CRM systems can also be integrated for a vastly improved customer service over the phone.
8. CALL REPORTING
Tracking call data is undoubtedly important for a lot of businesses; it offers an excellent insight into where your time and effort would be best placed. Some systems can compile reports on all in and out bound calls to your business, giving you a detailed breakdown of your call history. This picks up on information like call duration, place of origin and cost on calls you’ve made and received. You can also check up on any missed calls at particular times to manage your phone staff more effectively.
9. PRESENCE AND AVAILABILITY
Need to get in touch with a specific colleague, either to pass on an office memo or to transfer a call? You can quickly and easily check if they’re available, currently taking another call or simply out to lunch. A computer display or dedicated lights on your handset can indicate your colleagues’ availability. These statuses update automatically, in real time, allowing you to see whether or not they’ll be able to take your call at any given moment.
10. VOICEMAILS SENT THROUGH EMAIL
It can be tricky trying to make sure you note down all the important details left in a voicemail, especially if the caller speaks a little too quickly. So why not take your time and read through those messages instead? Your voicemails can be transcribed to text and sent straight to your email inbox. Receiving missed messages this way also allows you to archive, categorize and search through a catalogue of your voicemail messages in a way you’ve never been able to before.
Cloud Phone Systems
What do you get with a Cloud Phone System from Cavendish?
- A choice from the top three Cloud Phone Systems on the market.
- A communication system that the modern employee expects.
- Enhanced productivity and Innovation.
- Collaboration enabling information sharing.
- Connection across multiple devices providing presence and availability.
- Great customer service and support.