With the availability of the internet to do business, there is definitely a growing need for 24 hour service, seven days week. With the Virtual PBX phone system, the availability of call handling and customer service is available 24/7 for little monthly cost and no additional manpower. The various features of the Virtual PBX phone system help to run your operation, even after hours and on weekends.
The after-hours mode allows for all incoming calls to be answered no matter what time it is or what day it is. All callers will be greeted with your personalized messages or announcements. Callers will be informed when they are reaching out after regular business hours, during a holiday, or a weekend. Your professional greeting can also inform callers of any other pertinent information you deem necessary, such as upcoming sales events, discount specials, or any other business you wish to convey to callers.
From there, callers can be directed to individual extensions of their choosing or they can simply access the dial by name directory to reach specific staff or departments within the company. The voicemail system enables callers to leave a message for staff, which the employees can then retrieve from any phone line, or email. These messages can be stored safely for retrieval during regular business hours or staff can respond immediately to emergencies.
Callers, regardless of their location, can always count on your company to be available to meet their needs at all times. Customer service dependent companies will find tremendous benefits from utilizing the automated Virtual PBX phone system. There will always be a voice on the other line at your company, even when no one is on the clock. The company can save a large sum of money by not having to have a backup staff available for after-hours business. The company can essentially continue making money on the weekends and holidays, and even in the event of an emergency situation that causes the office to be closed.
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After-Hours Business, Business Communications, CAll Handling, Virtual Interactive Technology, Virtual PBX, Virtual PBX Features 
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One of the interesting features of the Virtual PBX phone system is the Call Broadcast feature. As any busy business environment can attest, having the ability to catch up to and connect with all of the staff on the same level at the same time is next to impossible. There are so many different situations that arise in a day and so many variations of a daily work life for staff members and management alike, it can be very difficult to gather everyone together for a traditional meeting. This is especially true with the ever-increasing number of satellite offices, branch locations and traveling employees on the go.
With the Call Broadcast feature of the Virtual PBX phone system, companies can eliminate the need for in-person get-togethers each time an important detail comes up. Management teams and employees alike can use the Call Broadcast feature to record the important details that need to be shared with other staff members. The recorded message is stored in the system before the broadcast. Designated extension holders who are to hear the message will be alerted by a prompt at their extension, alerting staff of the Call Broadcast message. Staff can easily access the broadcast from their own phones, at their own desks, regardless of their location. The Call Broadcast will be heard by all parties at the same time.
For staff unavailable at the time of the scheduled broadcast, messages can be retrieved at any time so all employees can be up to speed with the latest announcements and information without traveling unnecessarily or interrupting other important business. Call Broadcast messages can also be a convenient way to reduce miscommunications and mixed messages.
Plus, the Virtual PBX phone system’s Call Broadcasts can be designated to go to only certain extensions at any one time. For instance, if the sales department management team has an important announcement only for the sales team, they can program in the extensions to only the relevant employees. This way other staff members are not disrupted for meetings that provide information that has nothing to do with them.
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Business Communications, Call Broadcast, Large Business, Mid-Sized Business, Virtual PBX, Virtual PBX Features
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It is not uncommon to hear people make jokes or show irritation about having to be placed on hold for extended periods of time when calling a large corporation. Customer service can often suffer in quality because of such long wait times. With the technology of the Virtual PBX phone system, callers are able to reach their intended contacted with ease and speed due to the Dial-by-Name directory feature.
The Dial-by-Name directory allows each extension holder’s name to be linked to individual extensions. Callers who already know the extension number of their party can bypass all of the information as directed by the automated attendant and reach their party immediately, without the hassle or long wait time. Callers who do not know the name of their intended party have the option of accessing a complete staff directory by simply pressing a single button or using a simple voice command. Departments and individual staff members can be listed by extension on the dial-by-name directory. If a caller knows with whom they want to speak but does not have the direct extension number, the caller can retrieve the specific extension number by entering the first few letters of the staff’s name in order to be directly connected to their extension.
All of the call prompts on the Virtual PBX phone system are handled by the automated attendant and directed automatically, without additional intervention from staff members. Any call prompts left unanswered will be picked up by the auto attendant until the proper extension can be determined. On a busy day in a call center or at the office in general, the call traffic, even when heavy, never interrupts the work time and productivity of staff but will always handle all calls with professionalism and speed.
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Business Communications, CAll Handling, Time Savers, Virtual PBX, dial by name directory
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Home offices often are a convenient means of starting up a business. There is usually low overhead and it is easy for a busy entrepreneur to stay on top of things without having to leave the comforts of their own homes. One of the more difficult parts of a start up operation is securing all of the necessary equipment to successfully operate a business. Oftentimes, business owners overlook an important piece of equipment until the time when they actually need to use it. One such piece of equipment is a fax machine.
Installing a fax machine at a home office location can be a bit costly. Having to employ a separate phone line, purchase the actual piece of equipment and securing a phone number for the fax line can get costly. However, utilizing the Virtual PBX phone system, users have access to the virtual fax features that are not only cost-effective but easy to use as well. The convenience of having fax service at your fingertips for only a small cost each month can help entrepreneurs stay productive and on the go.
The Virtual PBX phone system’s fax feature allows the user to receive and send documents directly from their PC using the user-friendly web interface. A dedicated toll free phone number is assigned to be used specifically for all fax information. Customers and clients alike will find it more convenient to send faxes. The incoming faxes are received via email and can be retrieved and saved for future retrieval at any time. All faxed documents are converted to PDF format for easy review.
Employees no longer have to leave their desks to send a fax. All documents are created right on their individual computers and can be sent at any time right from their desks. This saves time and money for both the company and the staff. Plus, with the ease of online fax retrieval, there are also reduced costs when it comes to paper, toner, and other supplies usually necessary for operating a fax machine. Another efficient quality of the virtual fax feature is the accurate distribution process that helps to prevent lost or mismanaged fax information.
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Business Communications, Virtual Fax, Virtual PBX, Virtual PBX Features
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Ring Groups, a feature of the Virtual PBX phone system, can definitely improve the efficiency of calls around the office. Ring Groups allow for incoming calls to be redirected to different extensions as specified using the user-friendly web interface.
There are several ways a Ring Group configuration can work to a company’s advantage. Imagine a busy call center scenario, where many calls come in during a given hour. A Ring Group can be established to have all of the extensions in a particular Ring Group ring at the same time, so the operators have a choice of who gets to answer each call. Agents can pick up the calls based on their own availability. Busy call center operators can work at their own pace when dealing with customers, but all available agents are alerted to the incoming calls.
Another way a Ring Group can be established is through the Sequential Hunting option, where one extension is used as the designated contact. If that extension is busy or does not get answered, the call with then go to the next assigned extension, and so on down the line until the call has been answered. All of the calls are handled promptly and callers have no idea of the route system being used.
The final option for a Ring Group is the Rotary Hunting feature. Whenever a new call comes into the company, a certain extension will be rung first. When the next call comes in, a different extension will ring. Employees will be able to use the time between designated calls to accomplish other tasks and they will not have to answer every single call coming into the company, which can cause a lot of stress and mistakes from being rushed.
Regardless of how the Ring Groups are set on the Virtual PBX phone system, callers will not be aware of the call handling side of the communication process. They will only hear the back ground music or promotional message that have been chosen by the company and be pleased with the fact their phone call will be received and handled promptly.
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Answering Rules, Business Communications, CAll Handling, Time Savers, Virtual PBX, Virtual PBX Features
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July 17, 2008 |
After-Hours Business, Business Communications, CAll Handling, Virtual Interactive Technology, Virtual PBX, Virtual PBX Features | 
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