Why Every Start-Up and Aspiring Entrepreneur Needs A Virtual Phone System to Compete with Big Businesses

In the past, phone systems have been an unavoidable business cost; however, with the dawn of virtual phone systems, start-ups and aspiring entrepreneurs have a new, less expensive method of getting good phone service.

Rather than investing in a lot of hardware, why not conduct business on an existing landline or cell phone? With virtual phone systems, it is possible to set up an expert phone system in less than one day.

What is a Virtual Phone System?

It is possible to imagine a virtual phone system similar to a hosted website. The website is hosted by a 3rd party, which makes life much easier for you. Rather than setting up a complex phone system, phone calls through a virtual phone system are going to get directly forwarded to your choice of a phone line. For instance, a lot of start-ups and entrepreneurs choose to directly route calls to their cell phones. That’s an excellent solution for the ones who are on the run or who don’t have any traditional office space.

Essentially, a virtual phone system is a remote server for any incoming calls that are hosted by a service provider that is similar to how a website gets hosted. Callers into the system are going to walk through a phone tree that includes messages recorded and sent to a service provider. The easiest systems are going to forward a toll-free, professional-sounding number to your personal smartphone while also providing you the choice to set up several extensions for departments, as well as employees.

What levels of service are there?

Like other models of phone services, it is possible to start small and then work your way up. Unlike phone services in the past, virtual providers seldom require that you sign up for multiple-year contracts and the majority of plans are based upon the number of minutes that are used. Even though it is possible to customize services to your preferences and needs, there are three broad service categories:

  • Call forwarding will take a phone number and then forward the call to your smartphone. All small business owners find that to be very helpful because forwarding to a smartphone will keep them mobile, and virtual 800 numbers will make them look like a larger business.
  • Call scheduling will work in a couple of different ways. With call scheduling, you will program the forwarding to reach various numbers at various times of the day, or forward through a sequence of numbers until someone answers. Both are great for businesses that have several employees, particularly if they spend a ton of time off-site.
  • Custom greetings or caller menus sound like an advanced phone tree. First, a caller reaches a message which provides them options depending upon their unique needs. Even if all of the options lead to the exact same phone number, this may begin each caller’s experience with your business off on a more professional footing.

How does a virtual phone system help start-ups and entrepreneurs?

A virtual phone system is an ideal option for new and expanding companies. Those systems are made for startups and entrepreneurs, who prioritize low costs and ease of use.

You ought to think about using a virtual phone system:

If you work on the run

Entrepreneurship provides much more freedom than a 9 to 5 job, yet this means you may not be in an office chair all day long. If you discover yourself on the run, you are the ideal candidate for a virtual phone system. Because calls easily can be forwarded to a smartphone, it is possible to answer calls from your office, your home, your car, or even when you are on the water slide at your local amusement park.

If you are a coworking space member

Coworking spaces are a great solution for aspiring entrepreneurs. They offer office space and resources, yet they do not offer phone systems. If you work in a coworking space, a virtual phone system that forwards calls to your smartphone is an excellent solution. You will have the ability to answer phone calls while you are at a coworking space, and also while you are in your home.

If you do not have separate personal and business lines

Many budding entrepreneurs resign themselves to just go ahead and use their personal number for business, or even worse, an additional smartphone. It is simple to separate personal from business with the use of virtual phone systems. It is possible to use a single device to manage professional and personal calls.

When Google Voice isn’t enough

Google Voice provides easy call forwarding; however, it isn’t robust enough for an expanding business. A virtual phone system allows you to add voicemail transcription, several departments, as well as other features which may assist a growing company in scaling.

If there is a remote team that’s spread out

If everyone is within a single office, traditional phone systems are sufficient, yet as soon as staff members are spread across a state, country, or city, virtual phone systems become invaluable tools. Each team member can have their own extension which is able to forward over to their personal line. All members of the staff will have the ability to be united underneath a single phone number yet answer calls on their smartphones. It is going to save costs, as well as make it much easier for employees and customers alike.

Extra features of the system

A lot of virtual phone systems are available with a multitude of features. These features include:

  • Mobile App
  • Fax on Demand
  • Music on Hold
  • Name Directory
  • Conference Calling
  • Call Screening
  • Voice Studio for professional greetings
  • Read Your Voicemail
  • Toll-Free and Local Numbers
  • Call Forwarding

A Low Cost, Scalable Solution

Not all new companies need an advanced phone system from the first day. Virtual phone systems are low-cost, scalable options that are able to give your business the professional communication infrastructure it should have while you are still starting.

Adam Hansen

Adam is a part time journalist, entrepreneur, investor and father.