9 Key Features Required in Modern Business Phone Systems

Posted on by Intratel

9 Fundamental Aspects Today's Business Phone Systems Must Have

With the current telephone infrastructure, changing technology, and evolving systems, companies and organizations need to adapt and change to more advanced telephone systems. Today, our latest technology supports VoIP and mobile, making business processes easy, smooth, and fast.

However, the valuable features of the phone system are essential to realizing the full potential of your business. Below, we list the key features you should consider when switching to an IP PBX system.

1. Call Transfer

Today’s phone systems have a real-time call forward feature that allows colleagues and customers to contact you on your mobile or other available communication devices. This feature allows you to customize settings to connect to all your devices simultaneously or as your choice. If you can’t reach all devices, your phone system will automatically route the caller to your voicemail.

2. Call waiting services

If you’re on the phone, call waiting will secretly notify you in the background that there is an additional incoming call. This feature will allow you to decide what action to take, such as calling, putting the caller on hold, or sending voicemail when your conversation ends.

3. Do not disturb

This feature is self-explanatory- this allows you to stop receiving incoming calls for a specific period, which is especially useful when meeting or doing something fundamental.

4. Conference call

The ability to organize video or audio meetings with multiple employees or clients in different locations is a feature of easy modern management through reliable telephone systems with call conferencing capabilities. That will showcase the company’s professionalism and the flexibility of your business in terms of your operational business matters. You can make these calls through the softphone applications on the computer or through the tabletop IP phone units.

5. Auto-attendant

The auto-attendant is the core of the business phone system. It is part of the call that welcomes callers, provides them with a list of options, and relies on the option entered using the telephone keypad to direct them to the appropriate section or extension. Auto-attendant becomes essential even in small organizations, especially for organizations without dedicated staff for the reception duty.

6. Recording features

Call recording is another essential feature for businesses. When you can record calls, you can improve customer perception and satisfaction. This feature forms an audio file that you can retrieve, archive, share, or review from the system server.

7. Security

Security is essential for all businesses, large or small- This is because potential customers and business partners always face a safe and secure environment, which prevents hackers and malicious people from accessing critical information. In addition, many commercial phone systems today rely on the cloud, which means company data is secure because these systems are equipped with a firewall.

8. Call recording and analysis

Most IP PBX systems provide:

  • Only basic call recording features.
  • Recording all incoming and outgoing calls as well as the date.
  • Time and duration of each call.

However, your PBX system should be able to sort call logs by type and duration and download call logs into Excel spreadsheets for a more detailed logging and reliable design.

9. Active call control

This control feature allows supervisors and managers to listen to calls, instruct employees, especially trainees, and join ongoing calls. In addition, this feature makes it more convenient for administrators to monitor employee performance, making it easier to achieve customer satisfaction.

The real challenge is running the business and ensuring that the company runs smoothly. However, investing in an IP PBX system with specific features should make your job easier and more manageable.

You can get all the services mentioned above at Intratel. Moreover, Intratel provides high-quality Hosted PBX for business, On-premise phone systems, call-centre solutions, VoIP phone lines for business. Call us today!

How Small Businesses Can Benefit From VoIP

Posted on by Intratel
The corporate world at large is moving further away from traditional technology in favor of modern solutions as we move into the 2nd decade of the 21st century. Nowhere is this trend more apparent than the quick switch we’ve seen small businesses around the world make to VoIP solutions. If you dig deeper, you’ll find plenty of legitimate reasons as to why this is the case.A VoIP solution basically refers to cloud-based technology that allows phone calls over the internet instead of traditional landlines. VoIP was a landmark innovation that changed how businesses across the globe communicated. It tore down whatever barriers to communication remained and in its place built a formidable channel that facilitated smooth, uninterrupted conversations.Small businesses, in particular, can benefit immensely from such technology. In fact, with more VoIP providers entering the market, we’ve seen small businesses in large numbers gravitate towards this technology. In this article, we would like to list down all the various reasons why small businesses are switching to VoIP solutions. So without much further ado, let’s get started.

1 – Enhanced Customer Experience

Your business needs a professional phone setup. This includes an automated attendant that can greet your callers with a professional-sounding message. Traditional PBX systems simply aren’t cut out for this anymore. With VoIP solutions, however, even small brick and mortar stores can equip their businesses with a solid full-featured communication system. Small businesses can leverage several key VoIP features to improve customer experience. Aside from professional sounding automated greetings, VoIP can also help with missed call texting, call analytics, and automatic call distribution. Furthermore, VoIP also allows businesses to track call data. As such, you can keep note of all the inbound calls, placed calls, missed calls, answered calls, and important details like the source of the call with the help of a robust VoIP system.

2 – Saving Costs

VoIP has major cost-saving benefits for small businesses. On average, a small business can save up to 30-50% in expenses by simply switching to a VoIP phone system. VoIP allows businesses to save money by lowering long-distance bills and monthly service bills. Businesses can also save a lot as VoIP doesn’t require extensive setup or customization when compared with traditional phone systems. VoIP also involves fewer equipment to install. Suffice to say, VoIP’s cost-saving benefit is a major appealing factor for small businesses.

3 – Fewer Missed Calls

Missed calls can be detrimental to your business. Unless you want to drive your business into the ground, you cannot afford to miss calls that usually come from clients or customers. With VoIP, you reduce your missed call volume considerably. VoIP allows the automatic rerouting of calls to multiple phones. As such, if one member of your staff is missing, someone else can immediately pick up the call in his/her place.

Moreover, VoIP solutions today also come with a feature called ‘missed call texting’. As such, after a missed call, an immediate text message is sent to your caller informing them the reason why you weren’t able to receive the call, what time you will be free and whether you will call them back. VoIP helps you maintain customer text by handling missed calls in a more efficient way.

4 – The Flexibility of Mobile Use

With VoIP solutions in place, staff members can receive official calls via their own personal mobile phones. This is a remarkable feature, especially in a time where work-from-home has almost become a new normal of sorts. Employees can make and receive calls or text messages via a recognized office number through their mobile devices. This way, employees can indulge in official matters while keeping personal information separate from their professional work on their mobile phones.

5 – Highly Scalable

Businesses don’t want to stay in the same position forever. They would scale and expand their operations. As such, you need a communication system that scales with your business as well. This is difficult with traditional landlines but not so much with VoIP. You don’t need to spend extra money to accommodate newly hired employees with a new number.

All VoIP requires you to do is simply log into the VoIP software and make a few adjustments. You can also switch your office space conveniently without having to replace your existing phone system if you are using hosted VoIP solutions.

6 – Seamless Integration with Enterprise Software

VoIP is a cloud-based technology. As such, it can integrate seamlessly with almost any of the enterprise management software used by your business. While not all VoIP solutions possess this feature, the ones that do, make running a business look like a walk in the park. With an integrated solution, you can not only see who is calling but also see their entire record. Staff members who receive calls from clients can instantly refer to detailed information that pops up on their computer screen alongside the call. This makes them better positioned to handle the client.

7 – Low Maintenance

Like we said before, small businesses suffer from limited funds. Therefore, it would help to have a phone system in place that doesn’t require frequent maintenance work. As VoIP solutions require very little equipment and are incredibly easy to set up, there is little to no maintenance required.

Hosted VoIP solutions are even easier to use. You don’t need any technical expertise to run them or fix any issue that may pop up. Small businesses can save oodles of money on maintenance costs alone by switching to VoIP solutions. The Bottom Line

As you can see, there are several legitimate reasons for small businesses to embrace VoIP solutions. They are easy to set up, require little to no maintenance, are highly scalable, and are capable of saving a lot of money for your business. They make the prospect of running a business less stressful and more efficient.

However, simply switching to a VoIP phone system will not yield the desired result. You also need to approach the right vendors to ensure your business is integrated with a reliable VoIP connection. This is where Intratel’s VoIP business phone services come into play.

Intratel arms your business with state-of-the-art VoIP infrastructure that can work seamless with your existing PBX and Intratel provided phone system.

To Learn more, you can get in touch with us or visit our official VoIP service page now.