With technological advancement, the demands and needs of the business world to streamline their business communication are changing. Hence, as a flexible and affordable approach, they now rely on virtual phone numbers, saying goodbye to their traditional phone lines.
So, what are virtual phone numbers? They’re cloud-based phone numbers that aren’t tied down to a place or a device. They operate through the internet and allow businesses to make and receive calls from any place and any device.
Cloud-based numbers bring a bundle of benefits for companies; it doesn’t matter how big the company is or what type it is.
If you want to know the benefits of using a virtual phone number and how to use one for your business to get maximum benefits, continue reading this blog.
Table of Contents
Features of Virtual Phone Numbers
Virtual phone numbers have a wide range of features that contribute to streamlining business communication and processes.
Some of the most common features that are available in the virtual phone numbers include:
1. Interactive Voice Response (IVR)
IVR is a self-service option for callers. It allows a caller to interact with the automated/ computerized phone system using keys on a phone pad or voice commands and get their call transferred to the correct department and person. It’s a great tool for getting answers without needing to speak to a live agent.
2. Call Forwarding
Another cool feature of virtual phone numbers is call forwarding. It helps transfer incoming phone calls to another line or gadget. Thus, you won’t miss a call again. This feature also ensures that customer calls are transferred to the right hands.
3. Unified Callbox
This feature provides a unified view of call, message, and voicemail history on a single dashboard, making it easier to manage all communications.
4. Call Analytics
This feature gives insights into different call aspects like volumes, statuses, and missed and received calls. This information assists businesses in understanding their call patterns and planning ways to advance their communication.
5. Call Management
Features like call blocking, call screening, call routing, and call queuing are included in most virtual numbers. These help users control their outgoing and incoming calls smoothly.
6. Automatic Call Distribution (ACD)
ACD distributes incoming calls to the most suitable agent or department based on criteria like agent availability and skills. ACD boosts efficient call management and enhances customer service.
7. Call Monitoring
Call monitoring enables supervisors or administrators to listen in on live calls between agents and customers with or without them knowing. This helps supervisors provide personalized training to their staff and feedback on the areas that need improvement. This feature is particularly useful in customer service or call center environments.
8. Voicemail to email
This feature converts voice messages into email attachments and sends them directly to designated email addresses. Thus, users can easily access voicemail messages through their email inboxes.
9. Integration with other Business Tools
You can integrate virtual phone numbers with other existing business communication tools, such as CRM systems, email, and collaboration platforms. This helps businesses streamline their communication processes.
Benefits of Using The Virtual Phone Number for Your Business
Virtual phone numbers offer several benefits for your business, which are as follows:
1. Cost-effective compared to traditional phone systems
Cloud-based virtual numbers are relatively cheaper than traditional phone systems. They operate through VoIP (Voice over Internet Protocol), reducing the need for expensive hardware and other equipment.
Moreover, making an international or long-distance call through a virtual number is much cheaper than calling through traditional telephone lines. Plus, the subscription package for the virtual phone system is affordable.
2. Enhances professionalism with toll-free, vanity, and local numbers
You can get a US virtual phone number from KrispCall. Besides this, you can get vanity, toll-free, and local virtual numbers, which help create your business’s professional image. You can customize your vanity number by including your brand name in the number, for instance, 1-800-DOMINOS, making it easier for customers to remember.
Likewise, getting a toll-free number allows your prospects to call your business for free without worrying about paying call charges. This creates an impression among customers that you give much importance to custom support and are willing to listen to their problems and queries, creating a professional image.
Similarly, you can get a local number with an area code if your customers are geographically dispersed. Customers will feel more at ease when calling a local number because they believe they are dealing with a local business.
3. Improves accessibility for international customers
Virtual phone numbers play a pivotal role in establishing trust, familiarity, and effective communication with an international customer base. A local virtual number helps create a local presence in a certain area, encouraging customers to contact a business. Also, a toll-free number enables customers to call you without paying the call charges.
Besides this, the 24/7 availability of virtual phone systems ensures that customers can contact a business anytime they want. Virtual numbers have features like forwarding calls to any location and multilanguage support. These contribute to a smooth and better customer experience.
4. Provides 24/7 connectivity with clients
Businesses can get in touch with their customers 24/7 through a virtual phone system. Virtual phone numbers can be accessed from anywhere in the world once you have an internet connection. Hence, it does not matter where you are; you will always be there for your customers around the clock. Also, features like call forwarding and voicemail ensure that important calls or messages are never missed, even after business hours.
5. Maintains your business life as well as personal life
One of the advantages of phone numbers is that they help maintain a clear line between personal and business communication. Having a dedicated business number separate from your personal number allows you to manage work-related calls independently, striking a balance between your professional and personal life.
6. Work from anywhere with wifi.
Virtual phone numbers allow employees to work online from anywhere, eradicating the need to be tied to one specific location. It ensures that employees remain connected even when not physically present at the office. This flexibility is beneficial for companies that have employees geographically dispersed.
How to use virtual phone numbers for your business?
Virtual phone numbers are beneficial for your business as they provide a number of benefits ranging from cost savings to remote work flexibility. However, to fully leverage its benefits, businesses need to take into account several strategic considerations.
Here are some tips on how to use virtual phone numbers for your business for different business objectives:
1. Establish a professional appearance in Businesses
You should use a virtual phone number to establish a professional business image in different geographical regions. For this, you need to get a local virtual phone number with an area code or a toll-free number.
A local phone number helps create a local presence for your company, even if your business isn’t physically located there. At the same time, a toll-free number presents your company as a reliable and established one.
2. Target specific regions without a physical presence
As discussed already, a local phone number helps create a local presence for your company in a specific region, even if your business doesn’t have a physical location there. It is beneficial for businesses that are planning to target international markets and customers.
3. Manage a high volume of calls.
Virtual phone systems consist of features like automatic call distribution (ACD), interactive voice response (IVR), call routing, etc., that help manage a high volume of phone calls efficiently without human intervention. Hence, fully utilize these features in your daily business hours.
4. Save the cost of telephony.
Virtual phone numbers are an excellent tool to save telephony costs. Firstly, they operate through an internet connection, eliminating spending a lot of money on telephone wires and cables. Secondly, VoIP service providers allow you to customize pricing plans based on your business needs and budget. And lastly, making an international call with a virtual number is cheaper than traditional landlines. In most cases, making an international call with a virtual number is free.
5. Make flexibility on Work Call Tracking and analyze
Virtual phone systems offer comprehensive call tracking and analysis tools that provide insights into call volumes, customer interactions, and team performance. By leveraging this information, businesses can optimize their call-handling strategies, enhance customer service relationships, and identify areas for growth.
6. Scalability and Expansion
As your business expands, virtual phone systems seamlessly adapt to meet your evolving needs. You can easily remove numbers, adjust call forwarding rules, and modify your plan to accommodate new team members or additional offices. This flexibility ensures that your phone system remains scalable for growth.
7. Integration with CRM
You can integrate your virtual phone numbers with your existing CRM (Customer Relationship Management) software like HubSpot, Pipedrive, Salesforce, Microsoft Dynamics, etc. This allows you to manage and view all customer interactions and past histories from a single dashboard without having to switch between apps and systems.
In conclusion, virtual phone numbers offer benefits for businesses. They help establish a professional image with a large customer base, efficiently manage high call volumes, reduce costs, and enable employees to work from anywhere using any device.
However, to maximize the advantages of numbers effectively, it is crucial to consider key strategies. For instance, using a local number can create a local presence in a specific area and target customers from those locations. Similarly, utilizing a toll number allows customers to contact you without incurring any calling charges.
- Can virtual numbers be tracked?
Yes, virtual numbers can be tracked. Although virtual numbers are independent of specific physical addresses and devices, they can be traced by some individuals and technologies, such as law enforcement agencies and Open-Source Intelligence (OSINT) investigations.
- How do I get a virtual number for WhatsApp?
To get a virtual number for WhatsApp from KrispCall, follow these steps:
● Create an account if you are new to the platform.
● Login with the correct credentials.
● Choose the country and phone number from the list.
● Choose a pricing plan and make payment.
● Submit documents if required.
- How do you know if it is a virtual number?
There are several characteristics of a virtual number that will help you to distinguish a virtual number from a traditional number. Some of those characteristics are as follows:
● There is no need to insert a SIM card on your device.
● Virtual numbers operate via an internet connection.
● You can operate it from anywhere as long as your device is connected to the internet.
● They are independent of physical address and device.
- Why use a virtual number?
You should use a virtual number because there are several benefits of using virtual numbers, such as cost savings, building a professional image, targeting specific regions, improving customer service, the flexibility to work from anywhere, 24/7 connectivity, scalability, and more.
- Who uses virtual numbers?
Businesses of all sizes and types and even individuals use virtual numbers.