Many cloud phone systems have several tools and capabilities that boost team collaboration. This includes features like text messaging, video calls, and document sharing.
These systems also have faxing capabilities that send and receive documents via data networks. They integrate with CRMs and help desk software to ensure information is updated on both platforms.
Unlike traditional analog systems, many cloud phone systems are designed to scale as your business grows. Adding new users to a cloud phone system is as simple as granting them access to your account and can often be done without incurring additional hardware costs.
Employees can also manage business communication with each other and customers through a central hub or platform that includes voice, video, chat, fax, and text messages.
Virtual receptionists help with call routing and allow for unlimited simultaneous calls. Plus, contact notes provide teammates with important information from previous client interactions so they can personalize each customer call.
A cloud phone is one of those systems that provide convenience, allowing users to work from anywhere with an internet connection, with no hardware required. It’s ideal for businesses that often need to change locations or employees, which could make a traditional landline difficult and expensive to manage.
For example, if a team member needs to leave for an appointment or has switched shifts, the call can be transferred instantly without losing the conversation. Some systems also allow you to adjust your availability, so colleagues have clarity about when you’re available and can transfer calls to you if needed.
Many modern cloud phone systems have additional collaboration tools, including instant messaging and video meetings, to help teams work together effectively.
Unlike a traditional phone system, cloud phones allow you to integrate various tools to streamline business processes. This eliminates the need to shift between different tools, saving time for your team and freeing up resources that can be redirected to other tasks.
Unlike legacy phone systems with one number associated with each desk phone, cloud phones provide a unique user ID for each employee. This enables each team member to use the same phone features without compromising their security.
Some small business owners need help blurring the line between work and personal life. Having clients or customers reach them on their mobile phones can be off-putting. Cloud telephony can help them avoid this problem by providing a dedicated business phone number and an intuitive mobile application.
Adding a virtual receptionist who manages caller queries and schedules appointments ensures each client is connected to the right person. Moreover, the ability to adjust availability at both the phone number and user level allows team members to transfer calls to another teammate when busy.
A cloud phone system can increase productivity and give team members a more effective way to communicate with customers and clients. For instance, with auto-replies, incoming calls are immediately routed to the appropriate team member even when employees aren’t at their desks. With features like auto-logging, teams have clear visibility into customer messages and calls.
Another helpful feature is call sharing, where calls are redirected to all devices sharing the same number. This helps businesses maintain a consistent presence for their clients. And with snippets, a simple feature that lets users send repetitive text messages, team members can save time and focus on essential tasks.