Here’s a statistic you may not have expected:
Today, 92% of all customer service conversations happen over office phones!
Translation? If you think all business today is done on the Internet and through email, think again.
Especially when it comes to customer satisfaction and efficient communication both inside and outside of your office, the type of phone system you use matters – and it has a direct impact on your profits.
Don’t believe us?
A recent study showed that over 65% of clients have hung up on a company because they were angry at not being able to speak to a live agent fast enough.
Another study showed that it takes the average worker takes over 45 hours to return or to make a phone call to a lead. Oh, and the number of phone calls they’re making before calling it quits on that lead for good? A tiny average of about 1.3 calls.
Outdated, single line office phones are often to blame for missed opportunities, dropped calls, and lost business.
When was the last time you sat down and really evaluated the office phones your Key West business is using?
We think now is a pretty good time to start.
No matter what your Key West company does, or which industry you work in, you need office phones that are going to help you grow, not hold you back.
In this post, we’re going to lay out some of the most important features that, in 2017, your phone system really needs to have.
Could a bad office phone system be the reason you’re losing clients?
If your office phones don’t have these features, the answer may be yes.
You can’t afford to skip this article.
1. The “Find Me, Follow Me” Feature
Did you know that average American office worker gets over 120 emails every single day?
Part of the reason for this?
Because you’re likely getting your emails sent to you across multiple devices – and even when you’re not at work.
Your emails come up on your smartphone, your tablet, your home computer…pretty much anywhere you are.
Your office phones can make getting a phone call just as convenient and streamlined across all your devices as getting an email.
By selecting office phones that offer the Find Me, Follow Me (FMFM) feature.
Essentially, FMFM lets clients, well, find you and follow you no matter where you go – as long as you have some kind of an Internet connection.
That’s because new phone technology forwards calls from your office line number to all the other devices you choose – in real time.
You don’t have to spend hours sitting at your desk, waiting for that important phone call to come in while life passes you by.
You also don’t have to give out your personal cell phone number to that client who you suspect wants a little more than just business.
You can also set up the order of the devices that get those calls.
AKA, first clients can try the office line, then your home phone line, then your cell phone, and finally, just get sent to voicemail.
We know that, especially if you work on commission, you often have to choose between taking a call and, you know, having a life.
FMFM puts an end to that frustrating choice. It also makes it easier for clients to call you when it works for them!
We like solutions for office phones where everyone wins.
2. Voicemail Texts
This is a huge benefit that modern office phones offer.
We all have a client that rambles on about random topics on your voicemail, or that speaks incredibly slowly.
Sometimes, listening to those voicemails, then listening to them again, in full to write down the important information you need eats up tons of time.
Basically, your office phones send a transcript, or a text, of the voicemail straight to your inbox.
Just in case you do want to listen to those messages, you’ll also often get an attachment of the voicemail in audio form.
Plus, we love the added sense of privacy it gives to both clients and your employees.
3. The Ease of Adding Lines with VoIP Office Phones
We could fill a book with why VoIP phone systems are the future of office communication. (And, if you’re a regular reader of our blog, you know we talk about it a lot.)
But this isn’t just hype.
VoIP office phones save you serious cash.
We’re talking a savings of up to 90% on your phone calls and overall bill.
Especially if your Key West business makes a lot of international or long distance calls, using an Internet-based phone system just makes sense.
But the savings aren’t the only benefits a VoIP phone system offers.
If you’re sick of using a single line or outdated phone system, and are frustrated with the constant maintenance and the high costs associated with adding another extension, listen up.
With traditional phones, you have to add an actual, physical phone line if you need another phone. This isn’t just costly, it’s time-consuming.
With VoIP phones, that’s not the case. Instead, because these phone lines are connected to your computer itself, you’re working within the bandwidth of your network.
That means you can add as many lines as your bandwidth will allow.
4. The Ability to Save Time Screening Your Calls
With a traditional phone system, you have to wait for a caller to leave a voicemail before you can see who is on the other end of the line.
But with VoIP office phones, the beauty of caller ID helps you avoid calls from annoying clients – or annoying family members!
This isn’t just something that saves you time and prevents serious frustration.
It also allows you to actually disconnect certain numbers, without running the risk of hanging up on an important client. So, if it’s that annoying telemarketer that somehow got a hold of your office number, you can avoid them.
If it’s someone you don’t want to hang up on, but simply can’t talk to right now, you can choose another line to have their call redirected to. Then, get back to them on your schedule.
5. Better Conference Calls
If you’re a Key West-based business, you likely do a lot of conference calls with clients and even other businesses within the Florida area.
If so, you know firsthand just how much damage poor office phones can do to a conference call.
Isn’t it time you had a conference call where you actually talked business, instead of wasting half your time making sure everyone was on the line and could be heard?
Today’s VoIP office phones can make that happen.
First of all, many of them will send reminders about an upcoming conference call, so that everyone is actually on time.
Also, your VoIP systems will allow you to mute certain members – whether it’s because they need to step out or because you’ve heard enough from them.
Another huge issue in a conference call? There are a lot of people in the “room” at once – and all of them have ideas they want to be heard.
Your VoIP office phones have what is essentially a “hand raising” system, so you can call on people without losing track of whose turn it is to speak.
Finally, let’s talk video.
If you’re based in Key West, you may have clients from all over the country – maybe even from all over the world!
You know that it can be tough, let alone incredibly expensive, to get everyone together in person for a meeting.
Crystal-clear video conference calls over your VoIP office phones.
When you’re doing business, you know just how important a face-to-face meeting is in establishing trust and even making callers feel more secure.
Many VoIP systems offer color screens and cameras that make this possible.
Ready to Upgrade Your Office Phones?
So, how many of these features do your office phones actually have?
If it’s been a while since you updated your phones, we’re guessing not very many.
We’re here to help you get them.
We care about our customers, and we are willing to do whatever it takes to make sure they get the phone system that’s right for them.
That’s why we make an in-person trip to your Key West (or the surrounding areas!) office to fully assess your needs.
We help you through the entire process of getting your new office phones. We’ll decide together which features you need, the type of phone that will work best for you, and will install the phones ourselves.
But our relationship doesn’t end there. We’ll also provide immediate customer service and help you to solve any issues that arise within your phone system.
Yeah, we’ve got those covered, too.
If you’re tired of losing business, feeling like you’re always playing catch-up, and dealing with dropped calls, it’s time to change things.
Get in touch with us to make a better choice about your office phones.