A virtual business phone system is a personal telephone system which is specifically used by an organization for internal purposes only. It allows employees to make private calls on their line, while still providing the company with a direct telephone number. Virtual business telephone systems are typically used for customer service lines as well as for other internal business lines, however it can be used to provide internal telephone and voice-mail services as well. While a traditional office phone system has many advantages, there are some differences between a virtual phone system and a traditional telephone system.
One of the main advantages of a virtual phone system is the ability to cut costs by using a single telephone number for all internal and external calls. Unlike a traditional telephone system, where different call extensions need to be reserved, or if the same phone number has to be called several times to reach several departments, with a virtual phone system, only one phone extension can be used, and then forwarded through to a designated extension for each individual call.
Virtual business telephone systems usually provide a number of features to make communication easy. For example, many virtual phone systems allow the user to configure the amount of time that a call is left on the line. This means that a business can determine how much to charge its customers in order to cover their monthly calls. Additionally, some phone systems allow the call to be recorded as long as necessary, so that employees can call back if needed.
Another feature that a virtual phone system usually has is caller ID. This feature allows users to enter an address, name, or phone number of a caller directly into the virtual telephone number, allowing the call to be routed directly to a specific line. In addition, caller ID is available in most virtual phone systems, so that a company does not need to maintain a list of every phone number for call forwarding, which takes up valuable space. The caller ID feature is also useful in cases when the number of people calling is large, since a call can be forwarded for each number in turn, and calls that are busy will not get returned.
Another feature that a virtual phone system usually has is a call forwarding feature. This feature lets users receive a call from a different address, even if they are not in the same room or even the same state. Call forwarding allows users to be directed to another extension and allows them to pick up the call and proceed to speak on the other end. Call forwarding can also be configured to be automatic or by the user, so that only the number being called will be forwarded.
Virtual phone systems are often customizable, such that employees can add or remove extensions to their virtual telephone lines at will, making it easy for them to set up their own telephone number. If an employee is traveling, they can use an extension that is available for a local toll-free number in order to receive calls. In addition, they can set up and use a virtual extension to use for a business trip, or even to work remotely, allowing calls to be forwarded to a toll-free number. Many virtual phone systems can be used to manage voicemail, allowing users to send messages and answer calls right from their virtual numbers.
While many virtual phone systems are integrated with the Internet and a local phone service, some virtual systems are web-based, meaning that the call can be forwarded through a local telephone network, saving the user a lot of money on long distance charges. The quality of the virtual phone system can vary greatly, depending on the type of hardware used, and the availability of a wide range of hardware and software. Other features, such as caller id, are available with some virtual phone systems, however, as can call forwarding and voicemail.
Virtual business phone systems have been increasing in popularity for several years, due to their versatility, ease of use, and cost-effectiveness. There are many providers of virtual phone systems and the prices charged for these services will vary according to how advanced or basic the virtual system is.