Virtual Phone System: What Is It & How Does It Work?

As employers move to embrace distant work, one of the biggest obstacles is their occupation earphone system. antique telephone systems are discrepant with this newfangled normal. team members aren ’ thymine in the function to take calls, nor do they necessarily have access to a desk earphone .
The shift to remote and distributed solve means that businesses need a virtual phone system so they aren ’ deoxythymidine monophosphate bound by a physical land line
so, can you run your business from a virtual telephone system ? Is it excessively difficult to set up ? What features should I look for ? We ‘ll cover all these and more in this comprehensive guide .

What is a virtual phone system?

A virtual telephone system is a communication platform that allows you to make and receive calls through the internet and the obscure, quite than through a physical landline.. A virtual call system lets users make and receive calls on a desktop app, mobile phone, or desk call, all from a single business earphone issue.

The biggest reason why companies move their phone system to the cloud is to take advantage of the advance features that entirely a virtual telephone system can provide. It enables companies of all sizes to enhance productiveness and grow their team .
Virtual telephone arrangement providers maintain a scalable communications infrastructure for users. These providers maintain a scalable communications infrastructure for users. In addition to the VoIP earphone service itself, they implement advanced features like SMS textbook messaging, clientele call numbers, and voice mail transcription .
Simply put, a virtual earphone system is a cost-efficient direction to keep your stallion team connected. New inquiry suggests that about 40% of companies have team members that work remotely. You ‘ll need a call organization that works in and out of the position .

How does a virtual phone system work?

Virtual Phone Systems work on IP phones, computers, and smartphones.
A virtual phone system connects calls between toll-free and local phone numbers and users . Before your phone rings, there ‘s a lot of technological magic that happens. But the most important thing to remember is that your party doesn ’ thyroxine have to maintain the lines or switchboard — the virtual phone system supplier does that for you !
These virtual phone systems knead by managing all the telecommunication infrastructure and relationships with the Public-Switched Telephone Network, good known as PSTN. That ‘s just for connectivity .
Your virtual phone system works using Voice over Internet Protocol ( VoIP ), meaning the call connection happens over the internet connection, preferably than hard-wired earphone lines. It converts your earphone calls from analogue voice with VoIP codecs to achieve superior birdcall quality.exists at the core of a virtual phone system — no matter what type of phone you are calling since .
For optimum performance, VoIP providers set up a excess net of data centers. In the event of hard weather, communications automatically failover to other servers without missing a beat .
alike, a virtual earphone system does n’t terminate at your construction. It exists on the internet. You can forward calls from your position earphone to your cell call with ease. You can work from a coffee bean shop and take calls on your computer. If you ‘re taking clock off, you can direct calls to another colleague or even receive your voicemails in an e-mail .
On the front-end, users get a long ton of new capabilities to work and collaborate effectively. From the moment an inbound predict arrives, you can route them to an auto-attendant, which is sometimes called a telephone tree. They can besides exchange text messages with customers from the lapp platform as their business phone service .
Typical VoIP phone system setup for an employee working from home. (Network Diagram)
Landlines sour much differently. You ‘re confined to wherever the call company installs it. connectivity can lone be established over wired connections. You besides ca n’t ignore the increasing tolls and monthly fees. VoIP lets you place calls anywhere you have internet access — it works well with a potent Wi-Fi bespeak .
virtual phone systems let you and your team take advantage of increased dependability, better call choice, and a wealth of advanced features to work better .

What is the difference between a virtual phone system and a PBX?

If you ‘re not already using a virtual phone system, you might be using a Private Branch Exchange ( PBX ) frame-up. It ‘s not fancy, but it works .
A Private Branch Exchange ( PBX ) is a traditional phone system that uses analogue signals. Virtual telephone systems convert analogue signals into digital and transmit them through the internet. They both provide phone functionality, but in different ways .

Function Private Branch Exchange Virtual Phone System
Interoffice calling
PSTN calling
hardware requirements
Ongoing alimony
transport Analog, ISDN, or PRI Internet ( 100kbps per line )
Work-from-home ready
ease of frame-up ★★★★★
Voicemail transcription
text message
scalability ★★ ★★★★★
dependability ★★★ ★★★★★
cost per exploiter $ $ $ $ $

Benefits of using a virtual phone system

not all business phone systems are made equal. You need more than standard phone overhaul. here ’ mho why a virtual call system is the preferable option for modest businesses and enterprises .

1. Easy setup

One of the top advantages of a virtual telephone system is that it ’ south easy to set up and consumption .
traditional earphone systems are unmanageable to configure. You need to wait for an installer to run wires and cut holes all around the position. During this clock time, your team wo n’t be able to make or receive earphone calls. Can you afford to halt business ?
A virtual call arrangement works wherever you have a high-speed internet connection. Since telephone hardware is optional, you can get started right field away. And when you get your VoIP phones, all you need to do is plug them in. That ’ s it .
Nextiva ‘s VoIP phone service is ideal for outside employees and in the function. You can set it up yourself without the need for IT — it ‘s that easy .

2. Lower costs

All excessively much, businesses pay for solutions and don ’ thyroxine use them to the fullest. This results in a draw of waste. A virtual telephone system lets you select the right combination of features and lines that work for you .
Whether you need a arrant office phone system or a small business phone plan, you get the most value by going virtual .
Nextiva ‘s virtual telephone system provides a conduct substitute for several business apps from day one. Do n’t forget that you ‘ll save up to 65 % compared to traditional call systems. built-in features save you even more. You will lower your costs with these agio features included :

  • Auto-attendants and custom greetings
  • Hold music and comfort messages
  • Automatic call routing based on business hours
  • Call forwarding to different phone extensions and locations
  • Detailed call logs inbound and outbound call trends
  • Managed caller ID to keep your cell number private
  • Call recording for staff training
  • Affordable international calling

All of these features make a virtual call arrangement a brilliant option for every business. It ’ s a budget-friendly choice for minor businesses. Plus, it contains every calling feature that enterprises have enjoyed for years.

Related: 9 VoIP Alternatives for Businesses to Try

3. On-demand phone numbers

If you have a distant team, it ‘s likely their call numbers all have different area codes and discrepant prefixes, making communication a hurdle. If it ‘s a challenge for you, precisely imagine how it is for your customers .
virtual call systems give your team a master identity to level up their conversations. You have the option of using a toll-free number, picking out a local numeral, or even no direct-dial numbers wholly. It ‘s all up to you .
If you need to set up regionally focus telephone numbers, you can. It ‘s a big way to make your calling campaigns more successful .
No matter the use-case, your team can always use the favored telephone issue. The advance call spread-eagle can direct calls to their fluid device, voice mail, or another person if desired .
privacy is central to a virtual phone system. Your employees can conceal their caller ID to make and receive occupation calls without revealing cell phone numbers. Plus, it encrypts earphone calls for utmost VoIP security .

4. Flexible device options

Wired phone systems require your team to take calls through a desk phone. That ‘s it. With Voice over IP, your team can communicate from a diverseness of devices .
virtual earphone systems assume open, cosmopolitan standards. This interoperability means you can take calls from any IP-based device, rather than only a desk call. exercise devices include :

  • Desktop or laptop softphones
  • iPads and Tablets
  • Conference phones
  • Android or iOS apps
  • Wireless VoIP phones

These standards let you mix and match the right hardware for your individual. An administrator has unlike needs than a support rep. These devices rely on the Session Initiation Protocol ( SIP ) for authentic business calling .
The best function ? Our research has shown that 59 % of business professionals already use at least three devices while at work. You don ’ t need to purchase any extra equipment. It works with the communications devices you already use .
Stat: 59% of professionals use at least three devices at work.

5. Intelligent call routing

Handle incoming phone calls with still and direct them to the right people. If your team is only accessible by cell phone, you already know how frustrating it is to transfer calls. Virtual call service providers eliminate this hassle .
first, you can direct business telephone calls to your main total through an car attendant. This function lets callers choose the department or person they wish to reach. Every business should have this set up .
second, you can set up automatic call forwarding based on occupation hours. If you have an suffice service, you can adjust this on your schedule from a friendly and aboveboard interface .
Third, your team is in control of their handiness. Users can adjust their forward or commit callers to voicemail. This powdered control over phone service increases customer satisfaction and sales .
For steeper business needs, look no further than a cloud-based call center. It lets you leverage advance features like skills-based rout, artificial intelligence, call line up, and interactional voice answer ( IVR ) to handle any name volume. It ‘s all virtual, excessively !
Read more: Telecommuting Technology: The Essential Toolkit for Remote Work

6. Robust analytics and reporting

What days of the workweek are the busiest ? What does call bulk spirit like over the holidays ? Do we need to hire more agents ? These questions can only be answered with real-time call analytics and report .
These dashboards can help you manage the bulk of calls and tie them to business results. Historically, merely enterprise-sized organizations had these capabilities. now, small businesses can use analytics to scale .
virtual call systems make this data easy and accessible. It ‘s implemental if you ’ re managing call kernel agents. You can enhance the team ’ s one-on-one performance reviews. You don ’ t need to manually keep traverse of their time nor micromanage their time on the phones .
And, the best part : You can view real-time reports and cry analytics through an internet connection on any device. You and your team will be on the lapp page .
Related: Call Center Technology and Trends Every Business Leader Must Know in 2020

7. Increased team collaboration

This is where the rubber eraser meets the road for distant teams. Your distant team needs to answer questions promptly. You can ’ deoxythymidine monophosphate let projects be held up due to communication breakdowns .
alternatively of juggling multiple message and communication apps, you have one. rather of dialing a colleague, you can send them a agile text message. It ’ south less conventional than an electronic mail and fast, besides. Plus, it doesn ’ metric ton ping everyone else in your project management app .
Audio and video conferencing is a raw material of any virtual phone arrangement. You can bring your team together in one suction stop and provide the dial-in for those without a solid VoIP connection. For further productivity gains, you can centralize your projects and team collaboration within Cospace .
It ’ second not just for your internal team. You can set up a give conference line for your clients so they can get the hands-on date they need. These virtual workspaces promote a collaborative access to commercial enterprise communication .
Communication and collaboration topped the list of challenged while working from home. (Buffer)

Buyer’s checklist for your next virtual phone system

It can be a spot overpower to think about upgrading your telephone arrangement. It ‘s easier than you think. here are our recommendations to help select the right earphone system .

  • Accreditation – Does the business phone system meet industry standards? PCI, HIPAA, and SOC 2 are examples of trusted accreditations.
  • Reliability – Any recent downtime in the last year or two? Check their status page as well as Downdetector for guidance on real-world uptime. Look for 99.999% uptime or better.
  • Functionality – This is the big one. Identify which features you need versus want. There are hundreds of VoIP features available. Anticipate your needs over the next couple of years.
  • Setup – Determine if you can set up your phone service on your own or will you need an installer? Can you get up and running with no impact on routine operations?
  • Support – What the availability and additional cost of support. How can you get help (phone, email, chat)?
  • Reputation – Check out their online reviews. GetVoIP and G2 are good sources to check. Do most users enjoy their virtual phone service?
  • Cost – Cost is almost always a factor, so get clear on the monthly fees, one-time charges, and add-ons. Consider the cost savings from getting rid of your on-premise PBX, too.
  • Hardware – Can you select ready-to-use VoIP phones and have them shipped to your team? Is it from a reputable manufacturer?

To save you some clock time, get a personalize quote for business phone service from Nextiva. This detail price quote helps you be informed to make the right choice .
We already know that a virtual system offers more benefits than landlines. By following this checklist, you can focus on serving customers wherever your team works .

Virtual phone system FAQs

We ’ ve answered the most common questions about virtual telephone systems below. Of class, if you have more particular questions, let us know !

What is the best virtual phone system?

Out of nine virtual phone systems, U.S. News & World Report rated Nextiva # 1. Nextiva scored the highest in performance, dependability, image of features, and customer support. besides, Nextiva is the best-rated phone arrangement listed on GetVoIP from over 1,600 customer reviews .
Check out more reviews about Nextiva. It ’ south no surprise it was rated the best .

How do I set up a virtual phone system?

You can set up a virtual earphone system in just four steps :

  1. Choose a business phone plan.
  2. Assign your phone numbers.
  3. Record your phone greetings.
  4. Begin placing and answering calls.

For more information, read our guide to set up your virtual phone service .

Which phone numbers can I use on a virtual phone system?

A virtual earphone organization supports any assign phone numbers you own. To use your existing business call number, you will need to transfer it through a summons known as porting. It takes approximately 1-4 weeks, depending on your stream call service supplier .
You can besides pick out a virtual phone number when adding or changing call extensions. Likewise, you can use or drop these call numbers if you no longer want them .
You can besides use toll-free numbers with a virtual earphone system, but transferring them takes a little act longer. Check with your VoIP supplier for port requirements .

How much does a virtual phone system cost?

A virtual phone system ’ s cost ranges from $ 17 to $ 80 monthly per user, depending on the features. VoIP desk phones price between $ 75 and $ 350 each based on their capabilities .
Unlike traditional phone systems, there are no service contracts, IT costs, weather outages, and disused hardware to maintain. Companies can save up to 65 % on their business communication costs .

What are the top features of a virtual phone system?

There are hundreds of features in a virtual phone system, but hera are the top features for business users :

  1. Mobile and desktop apps
  2. Advanced call management
  3. Dynamic call routing
  4. Anonymous Call Rejection
  5. Auto attendant
  6. Text messaging
  7. Call analytics
  8. Call forwarding
  9. One-click conferencing
  10. E911 fidelity

Check out the list of 40+ VoIP features that you should know .

Can a virtual phone system be used at home?

A virtual call system can be used from home and in the office without any hardware to set up. All you need is an internet joining to make and receive phone calls from your clientele occupation. Almost all cable and DSL connections can support the needs of a modern VoIP earphone system .
virtual earphone systems give distant employees the freedom to work anywhere using only their laptop, mobile device, or desk telephone. Customers and coworkers won ’ t comment a deviation. Pair it with your CRM for an add hike to your productivity and work flow .
Follow our handy guidebook on how to set up VoIP to see how easy it can be .

Can startups use a virtual phone system?

Early-stage companies stand to benefit the most from a virtual earphone arrangement. As you add sales and overhaul roles, you need to make certain your team is accessible and available for team huddles. Startups can add and adjust features to fit their occupation needs such as call forward, call trailing, and call recording .
curious about how many phone lines you need ? It ’ s more than you might think .

The best virtual phone system is here

Communicate with customers, leads, and co-workers with a virtual phone system.
The way we work has changed. even when everyone gets back to the office, will you actually want to go back to a circumscribed, disused telephone system ? not likely .
Your team is ready for you to select a call system made for distant employees. You don ’ t have time for games or sharing GIFs. You need it to handle incoming calls with the extreme dependability. It besides needs to be dead-simple for everyone to use .
Nextiva has been ahead of the curl since 2008. It ‘s why U.S. News rated us the # 1 call serve countrywide. We provide companies with an all-in-one communications platform that grows with them .
Virtual telephone system pricing is within achieve for much every business, starting at $ 17.95. You can now get up and running with a full-featured mobile app. The best virtual earphone arrangement is here — it ’ sulfur Nextiva .

Alina Benny Alina is the Sr. Content SEO Lead at Nextiva. Her B2B commercialize career has taken her all over the rate — from branding and copywriting to intersection marketing, SEO, and SaaS contented marketing. She besides uses her keen eye for big copy, action bias, and search discoverability as a mentor with First Round Capital and 500 Startups .

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Category : News


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