Since the world-changing events of 2020, we can all agree that business has changed forever. As a business owner, you now need to be more nimble than ever before. You need to be able to move and change at the drop of a pin. This also involves being able to allow you and your employees to work remotely, if needed. But what is the best way to find a “work-from-home” phone system?
There are several things you want to look for to make sure that a work-from-home phone system is right for you. Here are seven tips that will help you to wade through the muddy waters of business phone systems in the modern world.
1. No Hardware Requirement
A comprehensive business phone system that will give you the greatest flexibility and control over your work phone calls is also one that does not require you to purchase any specific hardware. Yes, I understand that it is hard to come away from the idea that you need a desk phone to make phone calls. But, you will find that to have the flexibility to allow you to work remotely effectively and not be tied to a specific location, it is also imperative not to be tied to the hardware that ties you to a desk.
With a Work-From-Home Business Phone Solution, there is no need for on-site hardware
In this regard, having a work-from-home business phone solution that can be easily downloaded to your computer or mobile phone as an application will give you the greatest flexibility. At most, all you will need is a headset and an internet connection to make sure you have excellent audio quality. And, when using the application from your mobile phone, you won’t even need that.
2. Phone Number Masking
There are some who insist that having a work-from-home business phone system is not important and that they can do just as good of a job on their mobile phone as when using a genuine business phone solution. But, if this is you, there are some factors that you may not be considering. The first is, when you call your customer, what number do they see? If they are seeing your personal cell phone number, this does not give off the “professional” image that many customers desire and trust.
Show your business caller ID when calling your customer through your Work-From-Home phone system
We all know that we live in a day and age of working remotely. However, it’s important to still represent your business as professional as possible. This means that when you call your customers, they are able to see your work phone number, not your personal cell phone. This creates a trusted branding environment for your customers and also tells your customers that you care enough about your business to represent it professionally.
The last reason why phone number masking is so important really has to do with your own well-being. You might be surprised at the time of day that some people decide it is a good time to call your business. While you likely want to spend time with your family, take time for yourself, or even satisfy such basic needs as sleep, if your customers are calling your personal cell phone number, they may not realize that there are certain boundaries that they may be crossing. In reality though, it’s less their fault, and more our fault for not having a proper business phone solution, which does not allow them to have our personal cell phone number in the first place.
This leads us to the next important part of a work-from-home business phone solution…
3. Time Frames and Do Not Disturb
You are dedicated to your business, and that is commendable! However, we all need some time away from work. You may actually not be working altogether, or you may need to simply redirect calls to someone else so that the call is not missed while you are busy with another project. This means that your business phone solution has to encompass behaviors that make sure that your customer is always taken care of while still ensuring that you have a life outside of the office.
Just because you work from home, doesn’t mean you always have to be available
The PC softphone or mobile app that you use with your work-from-home business phone system must have the options to put your phone extension into a “Do Not Disturb” mode, allowing you to have personal time. If not, you may find that it becomes more of a nuisance than a benefit. It should also be able to redirect calls to other places at certain times when you know that you will not be available. For instance, after business hours or during scheduled meetings. This will ensure that your customer’s call is never missed.
4. Access To A Company Directory
While this may not be important for all businesses, there are certain businesses that definitely benefit from having access to a company directory. This allows them to lookup their colleagues internally and also lookup customer information as well. That way, even though you will be working outside of the office, you will still have access to all the contacts that you will need to do your job well. Part of the idea of working remotely is that you are able to do everything outside of the office as though you were actually there. Having access to a company directory ensures that you can do this.
5. Business SMS Text Messages
Like it or not, we live in an age when SMS text messaging is becoming more and more important. We all like being able to communicate with the companies that we interact with in the way that is most comfortable for us. In light of this, being able to send SMS text messages from your business phone number is crucial to allow your customer to stay connected with you in the best way for them.
Now text from your office business number using a mobile phone
Therefore, being able to let customers know that they can call or text you at the same business number gives them the flexibility to reach out to you in the way that makes the most sense for them. This method of communication should also allow you the ability to:
send and receive picture messages
schedule text messages for the future
send out a blast to all, or a portion, of your customers as a group
and even send text messaging drip campaigns to customers to let them know about special offers and upcoming events.
6. Call Recording
Although not all businesses will use it, call recording and can be an extremely powerful tool which allows you to give better customer service and even helped to train others in your organization as well. Depending on the state that you live in though, you will need to ensure that you have the proper notifications in place in case both parties need to be aware that they are being recorded.
By using a call recording tool with your work-from-home business phone system, you can go back and listen to the phone calls you’ve made to verify orders that your customer requested and make sure that all within the organization are representing your business the way that you feel is best.
7. Easy Access To Voicemail
What comprehensive work from home business phone solution would be complete without easy access to voicemail? And I don’t just mean being able to call in to a voicemail system when you’re not at work. A modern business phone system will allow you to receive notifications to your email when you get a voicemail. It can even transcribe your voicemail so that you can quickly scan it without having to take the time to call in to the voicemail system.
___________
Being able to work remotely is more than just having a change in location. It means that you are able to stay connected to your customers in the same way that you have always done while also being able to wear slippers and see your kids off to school. Following the seven easy tips mentioned in this article will ensure that you can do just that.
These are great tips!!
Thanks Regina! Glad you found them beneficial. Feel free to share the article with others!
Pingback: Should I switch to VoIP? - One Stop Telecom