{"id":19821,"date":"2021-03-04T12:19:46","date_gmt":"2021-03-04T11:19:46","guid":{"rendered":"https:\/\/sendapp.live\/?p=19821"},"modified":"2021-03-04T12:19:46","modified_gmt":"2021-03-04T11:19:46","slug":"virtual-phone-system-what-is-it-how-does-it-work-sendapp","status":"publish","type":"post","link":"https:\/\/sendapp.live\/it\/2021\/03\/04\/virtual-phone-system-what-is-it-how-does-it-work-sendapp\/","title":{"rendered":"Virtual Phone System: What Is It & How Does It Work?"},"content":{"rendered":"

As employers move to embrace remote work, one of the biggest obstacles is their business phone system. A virtual phone system gives you much more functionality compared to landlines.<\/p>\n

Old-fashioned phone systems are incompatible with this new normal. Team members aren\u2019t in the office to take calls, nor do they necessarily have access to a desk phone.<\/p>\n

The shift to remote and distributed work means that businesses need a\u00a0virtual phone system<\/strong>.<\/p>\n

So, can you run your business from a cloud-based phone system? Is it too difficult to set up? What features should I look for? We\u2019ll cover all these and more in this comprehensive guide.<\/p>\n

What is a virtual phone system?<\/strong><\/h2>\n

A virtual phone system is a communications platform that handles your business calls through an internet connection. It lets users accept incoming and place outgoing calls on a desktop app, mobile phone, or desk phone.<\/p>\n

Unlike traditional phone systems that only work in one location, you can use your\u00a0existing hardware<\/strong>\u00a0to work anywhere. If you have an internet connection, you can make and receive phone calls.<\/p>\n

The biggest reason why companies move their phone system to the cloud is to take advantage of the advanced features that only a virtual phone system can provide. It enables companies of all sizes to enhance productivity and grow their team.<\/p>\n

Virtual phone system providers maintain a scalable communications infrastructure for users. These providers maintain a scalable communications infrastructure for users. In addition to the VoIP phone service itself, they implement advanced features like SMS text messaging, business phone numbers, and voicemail transcription.<\/p>\n

\"Virtual
A virtual phone system works across many different devices.<\/em><\/figcaption><\/figure>\n

Simply put, a virtual phone system is a cost-effective way to keep your entire team connected. New research suggests that nearly\u00a040% of companies<\/strong>\u00a0have team members that work remotely. You\u2019ll need a phone system that works in and out of the office.<\/p>\n

How does a virtual phone system work?<\/strong><\/h2>\n

A virtual phone system connects calls between toll-free and\u00a0local phone numbers<\/strong><\/a>\u00a0and users.\u00a0<\/strong>Before your phone rings, there\u2019s a lot of technological magic that happens.<\/p>\n

These cloud phone services work by managing all the telecom infrastructure and relationships with the Public-Switched Telephone Network, better known as PSTN. That\u2019s just for connectivity.<\/p>\n

Voice over Internet Protocol (VoIP<\/strong>) exists at the core of a virtual phone system. Phone extensions exist virtually and not as physical lines. You can use any existing business phone numbers, even vanity numbers. From there, it converts your phone calls from analog sound with\u00a0VoIP codecs<\/strong><\/a>\u00a0to achieve superior call quality.<\/p>\n

For optimal performance, VoIP providers set up a redundant network of data centers. In the event of severe weather, communications automatically failover to other servers without missing a beat.<\/p>\n

local phone numbers<\/strong><\/h4>\n

Likewise, a virtual phone system doesn\u2019t terminate at your building. It exists on the internet. You can forward calls from your office phone to your cell phone with ease. If you\u2019re taking time off, you can direct calls to another colleague.<\/p>\n

On the front-end, users get a ton of new capabilities to work and collaborate effectively. From the moment an inbound call arrives, you can route them to an auto-attendant, which is sometimes called a phone tree. They can also exchange text messages with customers from the same platform as their business phone service.<\/p>\n

\"Typical
Employees can access the cloud-based phone system from their home network.<\/em><\/figcaption><\/figure>\n

Landlines work much differently. You\u2019re confined to wherever the telephone company installs it. Connectivity can only be established over wired connections. You also can\u2019t ignore the increasing tolls and monthly fees. VoIP lets you place calls anywhere you have internet access \u2014 it works well with a strong Wi-Fi signal.<\/p>\n

Virtual phone systems let you and your team take advantage of increased reliability, better call quality, and a wealth of advanced features to work better.<\/p>\n

Differences between a PBX and a virtual phone system<\/strong><\/h2>\n

If you\u2019re not already using a VoIP phone service, you might be using a Private Branch Exchange (PBX) setup. It\u2019s not fancy, but it works. Below is a breakdown of the key differences between a virtual phone system and a PBX.<\/p>\n

\n\n\n\n\n<\/colgroup>\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n
Function<\/th>\nPrivate Branch Exchange<\/th>\nVirtual Phone System<\/th>\n<\/tr>\n<\/thead>\n
Interoffice calling<\/td>\n\"\u2714\"<\/td>\n\"\u2714\"<\/td>\n<\/tr>\n
PSTN calling<\/td>\n\"\u2714\"<\/td>\n\"\u2714\"<\/td>\n<\/tr>\n
Hardware requirements<\/td>\n\"\u2714\"<\/td>\n<\/td>\n<\/tr>\n
Ongoing maintenance<\/td>\n\"\u2714\"<\/td>\n<\/td>\n<\/tr>\n
Transport<\/td>\nAnalog, ISDN, or PRI<\/td>\nInternet (100kbps per line)<\/td>\n<\/tr>\n
Work-from-home ready<\/td>\n<\/td>\n\"\u2714\"<\/td>\n<\/tr>\n
Ease of setup<\/td>\n\u2605<\/td>\n\u2605\u2605\u2605\u2605\u2605<\/td>\n<\/tr>\n
Voicemail transcription<\/td>\n<\/td>\n\"\u2714\"<\/td>\n<\/tr>\n
Text messaging<\/td>\n<\/td>\n\"\u2714\"<\/td>\n<\/tr>\n
Scalability<\/td>\n\u2605\u2605<\/td>\n\u2605\u2605\u2605\u2605\u2605<\/td>\n<\/tr>\n
Reliability<\/td>\n\u2605\u2605\u2605<\/td>\n\u2605\u2605\u2605\u2605\u2605<\/td>\n<\/tr>\n
Cost per user<\/td>\n$$$<\/td>\n$$<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n

Benefits of using a virtual phone system<\/strong><\/h2>\n

Not all business phone systems are made equal. You need more than standard phone service. Here\u2019s why a virtual phone system is the preferred option for small businesses and enterprises.<\/p>\n

1. Easy setup<\/strong><\/h3>\n

One of the top advantages of a virtual phone system is that it\u2019s easy to set up and use.<\/p>\n

Traditional phone systems are difficult to configure. You need to wait for an installer to run wires and cut holes all around the office. During this time, your team won\u2019t be able to make or receive phone calls. Can you afford to halt business?<\/p>\n

A virtual phone system works wherever you have a high-speed internet connection. Since phone hardware is optional, you can get started right away. And when you get your VoIP phones, all you need to do is plug them in. That\u2019s it.<\/p>\n

Nextiva\u2019s\u00a0VoIP phone service<\/strong>\u00a0is ideal for remote employees and in the office. You can set it up yourself without the need for IT \u2014 it\u2019s that easy.<\/p>\n

2. Lower costs<\/strong><\/h3>\n

All too often, businesses pay for solutions and don\u2019t use them to the fullest. This results in a lot of waste. A virtual phone system lets you select the right combination of features and lines that work for you.<\/p>\n

Whether you need a complete\u00a0office phone system<\/strong>\u00a0or a\u00a0small business phone plan<\/strong>, you get the most value by going virtual.<\/p>\n

Nextiva\u2019s virtual phone system provides a direct replacement for several business apps from day one. Don\u2019t forget that you\u2019ll save up to 65% compared to traditional phone systems. Built-in features save you even more. You will lower your costs with these premium features included:<\/p>\n