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Why Talkroute Is a Necessity for Small Business Success

As per the 2019 report by Global Market Insights, Inc., the global VoIP market is projected to witness significant growth, increasing from $20 billion in 2018 to $55 billion by 2025. This surge is attributed to the anticipated expansion of internet penetration during this period.

Talkroute small business success Given this substantial growth in internet-based and cloud-based services, organizations are proactively embracing change by transitioning from traditional wired phone systems to cloud-based phone systems. According to Statista, businesses in the United States alone integrated 35 million VoIP lines over an eight-year period from 2010 to 2018.

The virtual phone system, alternatively known as an 'Off-site Phone System,' 'Cloud-based Phone System,' 'Hosted Phone System,' and 'Hosted PBX,' presents a compelling solution for small businesses looking to adapt to this transformative landscape. If your small business has yet to explore this service, this piece aims to provide comprehensive insights. Please continue reading for more information.

What is a Virtual Phone System, and how does it work?

A Virtual Phone System is a method by which a business manages its calls using the internet and a virtual phone number.

Unlike traditional phone systems that require hardware installation and operate through wired connections and desk phones, the virtual phone system eliminates the need for such setups. Calls are made and received through the internet connection, also known as VoIP (Voice over Internet Protocol).

This system utilizes a cloud server for data storage and operations, operating in conjunction with a chosen toll-free number for your business.

The process is straightforward: a customer initiates a call to the virtual phone number -> the virtual server directs the call to any connected devices -> if you are unavailable, you can redirect the call to a colleague or allow the customer to leave a message through voicemail.

When is it necessary?

The optimal time to consider adopting a Virtual Phone System is ideally sooner rather than later. However, if your business aligns with any or all of the following criteria, it is prudent to make the transition promptly.

Consider implementing a Virtual Phone System if:

- Your business engages in a significant volume of calls, whether incoming or outgoing.

- You have employees who work remotely.

- Your employees travel outside the office but may need to attend business calls.

- Your work environment is a home office, co-working space, or a similar arrangement.

- You use your personal phone for business purposes and seek to maintain the privacy of your number.

- Your business operates a customer service call center.

- You are frequently on the move but do not want to miss important business calls.

- You currently incur high infrastructure bills for a complete phone system, even if you do not utilize all its features.

- Your customer base extends beyond your local location, involving international clientele.

- You use platforms such as Whatsapp, Google Voice, or Google Hangouts for handling business calls.

Talkroute small business success Advantages of Opting for a Virtual Phone System:

Ease of Set-up:

The ease of set-up distinguishes the Virtual Phone System from traditional landline setups. Unlike wired systems, it eliminates the need for cables, wires, desk phones, and a dedicated hardware system. It effortlessly integrates with existing devices such as mobile phones, laptops, tablets, etc., requiring only an internet connection and a subscription for a cloud-based server.

Cost-Efficiency:

Say goodbye to exorbitant bills associated with traditional wired phone systems. The virtual phone system for small businesses eliminates costs related to hardware infrastructure and maintenance. Moreover, the virtual phone system packages generally offer more budget-friendly options, allowing monthly savings that can be strategically invested in business growth. For businesses with international teams or remote employees, the virtual system helps mitigate roaming charges on calls.

Additionally, it provides essential features such as Call Forwarding, Call Stacking, Voicemail & Extension, Text messaging, custom greetings, and Caller ID. Based on data comparing the pricing of the top six cloud-based phone systems, the estimated cost ranges between $20 and $30 per user per month. According to Ballpark's estimates, this results in savings ranging from 30% to 50%.

Talkroute small business success Enhances Professional Image:

The inclusion of a business number not only instills trust in the brand among customers but also projects a professional image. Tailored greetings for incoming calls and automated messages for customers on hold contribute to an elevated customer experience, fostering increased brand loyalty.

Universal Accessibility:

In contrast to traditional setups that confined call attendance to a desk phone within the office premises, a virtual phone system empowers users to respond to calls from any device, be it a mobile phone, laptop, tablet, or any other connected device.

The traditional model presented similar challenges for remote employees and mobile sales teams who were frequently on the move. They lacked access to an office desk phone, leading to the risk of missing crucial calls. Even if an office mobile phone was provided, the associated roaming charges and call expenses were often exorbitant.
Moreover, remote or sales employees faced uncertainties regarding network strength in remote locations. The virtual phone system effectively addresses these challenges for remote and sales teams. Employees can obtain a business number at a minimal cost to the company, requiring only a reliable internet connection to remain accessible for calls, even in remote locations.

Enhances Productivity:

The capability to answer business calls from any device and location significantly reduces the likelihood of missed calls, particularly for team members who are on the move or working remotely. The virtual phone system facilitates seamless attendance to customer and sales calls, ensuring that team members can effectively engage with such communication. In the event of a missed call, voicemails are seamlessly forwarded to email in the form of audio files, ensuring no communication is overlooked.

Facilitates Collaborative Work:

Utilizing the Call Forwarding feature, team members can efficiently manage incoming calls. If an individual is occupied, calls can be redirected to an available team member, fostering improved customer service and encouraging a collaborative team environment.

Enables Team Meetings:

Virtual numbers contribute to effective team meetings through conference capabilities, a feature that might be challenging with traditional landline-based systems, especially if not included in the package. This promotes seamless communication and collaboration within the team.

Access Local Numbers in Other Countries:

For businesses catering to a diverse clientele in specific regions or countries, acquiring a local number from that particular location proves advantageous. This not only serves to delight existing customers but also attracts new clientele, offering a localized touch. A local number enhances brand recognition, as customers are more likely to remember and trust a number with a familiar local prefix. Calls made to the local number can seamlessly be routed to your main business line.

Flexibility and Portability:

The virtual phone system ensures flexibility both in terms of usage and subscription plans. For instance, if your business operates online and experiences a surge in call volume during holidays but maintains a moderate call frequency throughout the rest of the year, you have the option to adjust the number of virtual numbers you own accordingly. Additionally, you can subscribe to plans tailored to your specific needs based on usage and desired features.

In contrast, traditional desk phone-based systems present challenges when relocating to a new place. The hassle of relocating the entire infrastructure or the risk of losing a well-established business number arises. The virtual phone system offers complete portability, requiring no in-office infrastructure setup, making it seamlessly adaptable to new locations.

Preserves the Privacy of Your Personal Number:

Virtual phone systems play a crucial role in safeguarding the privacy of your personal number, even when using the same mobile device. Incoming calls are presented to customers displaying your business number, allowing for clear differentiation between business and personal calls. This segregation ensures the confidentiality of your personal number, providing an added layer of privacy.

Talkroute small business success What is Talkroute?

Talkroute, established in 2013, stands as one of the premier Virtual Phone System providers in the USA and Canada. Catering to the needs of small businesses, online ventures, startups, and established companies alike, Talkroute offers an indispensable solution for businesses seeking efficient communication tools.

With a robust track record and a multitude of satisfied users, Talkroute's services have been embraced by thousands. The detailed list of features provided by Talkroute makes it a compelling choice for businesses, leaving no room for hesitation in opting for their services.

Features of Talkroute

Phone Numbers:

- Local Numbers: Obtain local numbers for any region in the USA or Canada, providing a multi-city ambiance for small businesses or a local presence for larger enterprises.

- Toll-Free Numbers: Access toll-free numbers starting with 800, 888, 877, 866, 855, 844, and 833, offering versatile options for businesses.

- Vanity Numbers: Choose a number that spells out your company name or resonates with your callers, adding a personalized touch. For example, a Chess Institute could opt for a number with 'Chess' in it.

- Keep Existing Numbers: Effortlessly port your existing business or toll-free numbers to Talkroute, ensuring continuity of your established communication channels.

- Take Your Numbers With You: In the event of discontinuing Talkroute services, your numbers remain under your ownership, providing flexibility and control.

- Add/Remove Numbers Anytime: Enjoy the convenience of adding or removing local or toll-free numbers from your account at any time to align with your business needs.

Talkroute small business success Call Forwarding & Routing:

- Forward to a Single Phone: Opt to have all calls forwarded to a single designated number of your choice.

- Forward to Multiple Phones: Alternatively, redirect calls to multiple numbers (team members) by adding them to the plan.

- Ring Phones in Sequence: Customize the call routing process by selecting whether you prefer phones to ring sequentially.

- Ring All Phones at Once: Opt for simultaneous ringing on all phones, allowing any available team member to answer the call.

- Scheduled Call Forwarding: Set specific dates and times when you want to be available for calls. This ensures that your phones will only ring during the designated periods.

- Works with Any Phone: Talkroute seamlessly integrates with all phones and service providers based in the USA or Canada, providing compatibility and versatility.

Text Messaging:

- Send Text Messages: Utilize the capability to send text messages directly from your business number to engage with your customers effectively.

- Reply to Incoming Messages: Respond promptly to incoming messages from customers, maintaining seamless communication through your business number.

- Text-to-Email: Receive timely notifications for any text messages you receive, ensuring you stay informed and responsive.

Talkroute Call Menu:

- Create Departments: Establish distinct departments by utilizing the interactive menu feature, allowing callers to navigate through options such as "Press #1 for... Press #2 for... Press #3 for..."

- Calls to Team Members: Set up a company directory on the platform, enabling callers to connect with the appropriate team member efficiently.

- Add Submenus: Enhance the Call Menu's functionality by incorporating multiple levels of menu options, providing callers with expanded choices.

- Company Directory: Organize and display extension numbers for departments or individuals within the menu, streamlining the calling process.

- Play Custom Messages: Record and store custom messages containing essential information that can be played to callers, ensuring effective communication.

- Send Callers to Voicemail: Configure settings to seamlessly direct callers to voicemail in instances where you are unavailable, optimizing call management.

Extensions:

- Single Digit Extensions: Configure single-digit extensions to direct callers to specific departments, such as sales or support.

- Multi-Digit Extensions: Assign 3-4 digit extensions to team members, enabling callers to reach them directly.

Voicemail & Mailboxes:

- Voicemail-to-Email: Talkroute seamlessly sends voicemail messages to your designated email ID.

- Access Your Messages Online: Retrieve your complete voicemail message history by logging into your Talkroute account.

- Voicemail Boxes: Allocate separate voicemail boxes to any Phone Number, Extension, or Menu Option.

- Receive Voicemail Locally: Enable or disable voicemail for specific phones as needed.

Desktop & Mobile Apps:

- Available for iOS & Android: Operate your Talkroute business number on your mobile device through the app.

- Show Your Talkroute Caller ID: Call customers from your business number using your smartphone while keeping your personal number private.

- Manage Business Voicemail: Check voicemail boxes and respond to calls as necessary.

Live Call Transfer:

- Easy to Use Transfer Codes: Transfer live calls effortlessly by dialing the unique Transfer Code.

- Blind & Attended Transfer: Choose between an immediate transfer or speaking to the person before completing the transfer.

- Transfer to Individuals or a Department: Direct calls to a team member or the relevant department.

- Transfer to Voicemail: Dial the transfer code to send the call to the appropriate voicemail box.

Call Stacking:

- Receive Multiple Calls at Once: Call Stacking enables simultaneous handling of multiple calls, keeping callers on hold.

- Music on Hold: Enhance the on-hold experience by adding music for callers.

- Add a Custom Message: Include a personalized message for callers on hold.

- Establish a Maximum Hold Time: Set a defined maximum hold duration, with options to redirect calls if the limit is exceeded, such as to a voicemail.

Talkroute small business success Call Greetings:

- Audio Library: Access Talkroute's comprehensive audio library for a variety of prompts and music to set up your account.

- Record Your Own Audio: Record audio prompts from your phone, and once recorded, the prompts are available in your audio library.

Hours of Operation:

- Set Hours of Operations: Define the hours during which you wish to receive calls, including specific dates and times.

- Multiple Conditions for Specific Dates: Establish multiple time conditions for the same day as needed.

- Override Hours of Operation Anytime: Adjust operation hours as required.

- Add a Special Closed Message: Inform customers of your closure with a special message during non-operational hours.

Users & Permissions:

- Assign Account Administrators: Create Admin accounts with the authority to add, delete, and edit account settings and features.

- Create Account Users: Grant users access to essential information, such as voicemail messages and call history, with restrictions on making account changes.

- Grant Special Permissions: Provide specific permissions to users for accessing voicemail boxes, text messaging, mobile apps, and more.

Custom CNAM:

Customize Outgoing Caller ID: Personalize the display name (CNAM) for your outgoing Caller ID, enhancing your professional identity.

Reporting:

- Call History: Access detailed information including date & time, duration, Caller ID, and status for all incoming and outgoing calls.

- Detailed Call Paths: Review the complete history of calls, including the different transfer paths they may have taken.

- Advanced Filters: Utilize advanced filter options to refine data according to specific criteria.

- Call Blocking: Block unwanted callers from dialing your virtual phone numbers.- Export Your Data: Once you have generated a desired report, export the results to a CSV file for further analysis.

Conclusion

Having highlighted numerous benefits throughout this piece, we trust that the compelling reasons presented should encourage you to consider implementing a Virtual Phone System for your business. Should you choose to explore this avenue, Talkroute stands out as a highly recommended provider in this domain.

Copyrights © 2024 Inspiration Unlimited eMagazine


Any facts, figures or references stated here are made by the author & don't reflect the endorsement of iU at all times unless otherwise drafted by official staff at iU. This article was first published here on 17th July 2024.


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