3 Essential Cloud Phone System Features Small Businesses Can't Afford to Miss

Many small businesses who use outdated phone systems experience common issues like lines cutting out, finding that transferring a call to a team member working from home takes centuries, or voicemails getting lost because they don't come through to email.

As a small business owner, you probably already know that all your operations require effective communication. This is why cloud phone systems are vital modern solutions for the above-mentioned issues.

At Integrity Computers, we've seen how these systems can help small businesses scale up. Let's discuss five key features that make cloud phone systems efficient for small companies.

What Is a Cloud Phone System?

A cloud phone system is a phone service that runs over the internet instead of traditional phone lines. It is also known as VoIP (Voice over Internet Protocol). Check out how cloud phone systems stack up against traditional setups:

Traditional phone system:

• High setup cost
• Limited scalability
• Limited remote work
• Regular, on-site maintenance
• Limited and costly advanced features

Cloud phone system:

• Low setup cost
• High scalability
• Built for remote work
• Minimal, remote maintenance
• Extensive and included advanced features

For example, one of our professional services clients recently saved hundreds per month as they were able to get rid of expensive legacy lines and old hardware while GAINING lots of new features and ability to work from anywhere! Sounds great, right?

Let's delve deeper into the features of cloud phone systems.

Mobility and Remote Work Support: Work from Anywhere

58% of Americans have the option to work remotely. Cloud phone systems shine in this instance, as they offer:

• Mobile apps for your smartphone
• Software phone options for your computer
• Seamless switching between devices

In practice, you can answer your client's calls on your phone using your office number with a cloud phone system. Your clients won't know the difference and you won't miss any potential sales or support opportunities. The benefits are clear:

• Increased productivity, as you can handle urgent matters outside office hours without giving out your personal number
• Work-life balance, as you can allow your team to work flexible hours without the need for in-office equipment
• Diverse talent, as you can hire the best people from any part of the world.

Advanced Call Routing and Auto Attendant: Never Miss a Call

With the advanced call routing and auto attendant features of cloud phone systems, you will never miss a call and never lose an opportunity. Instead, your clients will reach the right person, every time. Key features include:

• Time-based routing
• Load-based routing
• Call Queues
• IVR (Interactive Voice Response)
• Custom greetings

Again, let's discuss it with a real example. A local medical clinic implemented cloud phone systems' advanced call routing to manage their high call volumes. Emergency calls are directed to on-call staff, routine inquiries are handled by the front desk, and after-hour calls are sent to an answering service.

The benefits are:

• Better customer service, as after-hours calls are also handled
• Efficient call management
• Improved customer satisfaction, as you can greet callers with a custom message for different departments

DIY Tip: Creating an effective call flow

• Map out your business hours and staff availability
• Identify common types of calls you receive
• Create a flowchart of how different calls should be routed
• Set up your IVR menu to reflect this flow
• Record clear, professional greetings for each option

Analytics and Reporting: Data-Driven Decision Making

You can't improve what you don't measure, and cloud phone systems offer analytics and reporting features that can give you valuable insights. Key metrics include:

• Call volume trends
• Peak calling hours
• Average call duration
• First call resolution rates

First, you will know when your call volume peaks, and then you can adjust to that schedule and improve response times. Benefits are:

• Data-driven decision making: Adjust business hours or staffing based on actual call patterns.
• Improved resource allocation: Schedule more staff during identified peak hours.
• Enhanced customer service quality: Identify training needs based on call metrics.

Choosing the Right Cloud Phone System Provider

With all these features in mind, how do you choose the right provider? Here's a quick checklist:

• Local presence and support
• Scalability options
• Integration capabilities
• Robust security measures
• Positive customer reviews and case studies

At Integrity Computers, we pride ourselves on ticking all these boxes. We're not just a provider; we're your local partner in communication solutions.

With our cloud phone systems, small businesses can communicate more effectively, serve customers better, and operate more efficiently.

We invite you to book a no-obligation consultation with our team at Integrity Computers. We'll provide a free demo of our cloud phone system features, tailored to your small business needs. To schedule your consultation or if you have any questions, click here.