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A virtual phone system is a great way to get the best of both worlds. You have the convenience and flexibility of being able to work from anywhere, while still having an office line that you can receive calls on. Here is all you should know about Virtual Phone Systems and the 7 steps for installing and using your virtual phone system so that you are up and running in no time!
Virtual Phone System
A virtual phone system is like having multiple extensions without the need for multiple physical phones, allowing you to have all employees on one single VPS account with unique phone numbers.
How it Works?
Virtual phone services work using VoIP (Voice over Internet Protocol). This means that the calls are routed through your internet connection, whether it is a cable modem/DSL or corporate LAN.
There are two main types of virtual numbers: Toll-Free and DID Number. Each has different use cases for companies depending on their needs. A toll-free number is great for businesses that want to provide their customers with a free way to call them, while DID numbers are perfect for businesses that want to have a local presence in multiple cities or countries.
Why You Need a Virtual Phone System?
It’s now time to ditch your traditional telephone system because VPS comes with some efficient advantages including:
Separate Business and Personal Calls
Typically, you would have to share one phone with your business and personal calls. This can be inconvenient because it makes business hours difficult to manage. With VPS, you don’t need to worry about this anymore! Now you will have a separate phone number for work-related matters, which allows you more freedom over when people can contact you.
No More Missed Calls
If you are always on the go, then you know that missing a call can be detrimental to your business. However, with VPS, this will no longer be an issue because calls will divert to voicemail and/or another number that you set up depending on your settings. You can also choose to have calls go straight to voicemail as well.
No More Voicemails
Having a virtual phone system will allow you to avoid having multiple people leave messages on various phones, resulting in confusion and slow response times. With VPS, the process is simplified because all of your employees are under one account. Allowing them access to relevant information and a direct line to you.
Easily Connect with Clients
With VPS, it is much easier to connect with clients. Because they will have your business number and extension saved in their phone directory. In addition, if you give out multiple cards or pass along information that contains all of your contact numbers. Then this can be easily forwarded to your clients.
Professional Answering Service
If you are unavailable or don’t want to answer the phone. Then you can always rely on your virtual receptionist service. Which will answer all of your calls politely and professionally. You also have the option to choose between different accents for added personalization.
Now that you know how VPS can benefit you, let’s find out how you can set up your system in seven easy steps!
Select the Phone System You Need
The first step to installing your Virtual Phone System is selecting which system you will need based on what type of business or company it is that you run. There are different types of systems available depending on how many lines and features you would like, so there should be at least one that meets your specific needs.
Choose a Service Provider
The next step is finding a reputable service provider for your Virtual Phone System. Do some research on the best providers and what their pricing plans include. Once you have found a provider, you can sign up and receive your account information. Which will allow you to begin setting up your phone system.
Your choice of a VPS service provider could make or break your virtual phone system experience. Make sure to do your homework and read reviews before settling on a provider. Use website reviews or ask around to find out what will work best for you as you install your VPS network.
Add the Phone System to Your Network
This is where you will need a little networking know-how, as this step requires some router port forwarding and firewall configurations. If you are not sure how to do this or would like help setting up these components of your Virtual Phone System. Then contact the service provider and they should be more than happy to assist you.
Set Up Your Voicemail
For your callers to leave a voicemail message when you are unavailable, you will need to set up your voicemail box. This is usually done through the service provider’s website and can be completed in a few minutes.
Add Your Employees to the System
Now it’s time for your employees to get their Virtual Phone Numbers. This is done through a simple signup process that will allow them to add different numbers and configure their voicemail boxes as well. You can either set up each employee individually or add groups of employees at once if you have a lot of employees.
Configure Your Call Flow
You will need to think of how you want your calls routed to get them answered by the right person or department. This usually involves adding some new extensions on different phones. But it is up to you and what works best for your business needs. After you have decided how you want your calls routed, then just add the extensions and configure the routing.
Set Your Employees Up on Phones or Softphones
Now that everything is set up in your Virtual Phone System. It’s time to get each employee their phone or softphone. This can be done through a service provider or the system. Having set up everything on your Virtual Phone System. It’s time to test things out by making some calls with different employees answering them. If anything doesn’t sound right or if there are any issues, be sure to contact support for assistance as they are more than happy to help. After testing your system and ensuring that everything is working fine. You can take a deep breath and enjoy your new Virtual Phone System.
Now that you know all about VPS installation and use, streamline your business calls today!