General Telephony

Transferring Phone Calls: 5 Steps to Good Business Phone Etiquette

Phone EtiquetteThe importance of proper business phone etiquette cannot be stressed enough, as it can leave either a positive or a negative impression on your callers and potential customers. The way you treat callers on the phone reflects directly upon the image your business portrays. Put in the extra effort to be polite and you will ensure that your customer feels valued.

With advanced features from VirtualPBX you can rest assured that your business phone system won’t get in the way of proper phone etiquette and a smooth customer service experience.

Read More About: Dash Business Phone Plans

5 Steps to Professionally Transfer a Phone Call for Good Phone Etiquette

  1. Explain to the caller why their call needs to be transferred.
    Whether they’ve reached the wrong person or department, or you simply do not have the resources or authority to answer their questions; be sure to explain why you must transfer them.
  2. Give the caller your information before transferring the call.
    It’s important that the caller has access to your information in case of a dropped call or disconnection. This will also make the caller feel important knowing that while you couldn’t help them further, you are personally concerned about their situation.
  3. Ask the caller for permission to initiate the transfer.
    Asking a customer for permission to transfer their call gives them the opportunity to ask any additional questions. It also gives them a sense of control over the situation.
  4. Speak to the party whom the caller is being transferred to first.
    Speaking to the next party to relieves the caller from having to re-explain their situation. It will also give the other person time to prepare for the call. Now is also the time to pass any “insider” information that might expedite the situation.
  5. Introduce the caller to the individual or department you are transferring them to.
    First, make the introduction to the new contact. Next, ask if there is anything else you can do to help the caller, and thank them for their patience.

Dash Feature: Advanced Transfers

Treating your customers right over the phone is just as important as how you treat them in person. A simple phone call can make or break a business relationship.

VirtualPBX offers Advanced Transfers to ensure that all the tools you need for successful call transferring are at your fingertips. You can transfer calls to anywhere in the system — whether it’s to another employee, the operator, an outside number, or an ACD queue.

Call VirtualPBX today at 888-825-0800 or visit our Dash Plan Features page to learn more about Call Routing and other options for small businesses to enterprises.

VoIP Phone Service Benefits for Small Businesses

VoIP phone serviceIf you’re running a small business, adopting a VoIP phone service could save you money and improve the consistency of your brand image.

Unlike traditional phone lines that run directly to your storefront or mobile service that only works on your smartphones, you can run a Voice Over IP (VoIP) systems on all the devices your company uses. Options like our Dash Business Phone Plans give you a flexibility and reliability not found on other communications platforms.

For further consideration, here’s a quick breakdown of three primary benefits you can gain from a VoIP phone service.

Cost Savings

Small businesses often run on a shoestring budget. Like others, you may be running extremely lean just to make ends meet. You don’t need your phone system stressing your budget even further.

A VoIP phone service can be an affordable alternative to traditional phone lines because it packs so many features into a single base price.

Starting at $12.99 a month, Dash offers professional features like Conferencing and Call Recording, Voicemail, Auto Attendant, and Follow Me Calling. With all the Dash Features in mind, compare that low price against what you pay for your office phone and cell phone each month, and we’re sure you’ll come out ahead.

Multiple Devices

Speaking of your office phone and cell phone: Do you have multiple numbers associated with your office and personal smartphone? Are your customers unsure about which number to use when they need to reach you?

You can clear the confusion by running a VoIP service on all your devices at once. For the same low cost, you can run the Dash Web Phone on your work desktop, use dedicated VoIP phones in the front lobby and back office, and take calls in the VirtualPBX Softphone mobile app – all from the same number.

Your customers will be pleased to have only one phone number associated with your business. The consistency you provide them with something as simple as contact information will make you look more professional in all respects.

Overall Brand Consistency

Beyond your public-facing phone number, a VoIP phone service can improve your overall brand consistency in the way it interacts with customers. The professional options you receive in Dash afford you a lot of flexibility.

Follow Me Calling: When someone calls your office at midday, it can route your call to the front desk, and your receptionist (even if that’s you, CEO!) will pick up. Or it can ring first to your smartphone or office desktop – it’s your choice. You can even chain your front desk, desktop, and smartphone to ring in that order.

Office Hours: You pick the time of day when your office is open, so why shouldn’t your VoIP phone service know about it? It can use your office hours to determine where to route calls and which options your Auto Attendant offers to callers.

Auto Attendant: Before the customer reaches you, a nice greeting in your phone system can lead them to your personal phone extension or to the front office. You determine what the greeting says and what options the system presents. You can even take advantage of professional recordings for personalized messages and hold music.

Make the VoIP Phone Service Your Own

If you’re not yet convinced that a VoIP phone service is right for you, then give one a spin for free. That’s right; you can try Dash for free for as long as two weeks.

Give our Dash trial a try. We know you’ll be impressed.

VoIP Providers Come in All Shapes and Sizes

VoIP ProvidersDon’t get caught in the trap of thinking that all business phone services are equal. VoIP providers can offer a range of options and add-ons at varying prices.

You want to pick the best service for your business’s needs, so it’s important for you to do your research before you settle on a provider or calling plan.

Today, we’ll look at some of basic options provided in our own Dash Business Phone Plans. Don’t miss the comparison chart below to see how we measure against the competition.

Calling Minutes

The breakdown of your calling minutes from any voice plan provider can be complex. You’ll need to be aware of local calling, toll-free calling, and a distinction known as “VoIP minutes.”

Local

Most VoIP Providers will offer you a set of basic calling minutes to continental U.S. numbers. You may receive minutes that apply to calls within the continental U.S. states and to Canada or Mexico. The exact number of minutes you receive when calling these locations can also fluctuate from one provider to the next.

What can you expect? For basic plans on many providers, it’s reasonable to see 1000 minutes of calling to continental U.S. numbers. Advanced plans begin to change those figures by adding calling to different countries and increasing your allotment of minutes.

Toll-Free

The addition of toll-free minutes comes when you want to offer your customers a free number to call. For each inbound call to your 1-800 number, you accept the charges, so these minutes are usually more expensive to provide.

You will want to consider the differentiation between plans that either group local and toll-free minutes or make a distinction between the two. One isn’t necessarily better than the other, but one could more closely meet your needs as a business.

VoIP Minutes

Providers may also allow customers to complete internal VoIP calls at no extra charge. This way, a business’s employees can call their extensions without using outbound calling minutes. These types of calls don’t reach the public telephone network, so they’re often bundled together as a separate feature.

Again, you’ll want to be aware of how these minutes interact with the Local and Toll-Free sets. Sometimes, VoIP minutes are unlimited; other times, they’re part of another grouping.

Conferencing and Call Recording

Many businesses now embrace remote work. Their connection with work-from-home or contract employees is essential, so they often look to conferencing to keep everyone in the business on the same page.

Conferencing is often found as an add-on (a feature with an added charge) from VoIP providers. Even though it’s essential to the operations of many startups and enterprises alike, conferencing may take a secondary position behind basic calling minutes and low prices.

Likewise, Call Recording is becoming a staple of operations for companies across the globe. Yet you may also find it sitting behind other “essential” features in a VoIP plan.

Stand-out companies may include conferencing and call recording in their plans, like VirtualPBX now does with Dash Basic, Pro, and Unlimited. You just have to keep an eye out for those features while you’re considering the overall price.

Price

While price isn’t necessarily a feature of VoIP any more than it’s a feature of any other product, this can be the most important factor in your decision when comparing VoIP providers.

Price is a direct reflection of the other features you’re offered in a business phone plan.

If you notice that your plan starts at the surprisingly low price of $5 per user, you may want to ask yourself what other features you’re not receiving. Does this cheap plan give you thousands of calling minutes and VoIP minutes at no extra cost? Or does it cut your minutes and charge you for any internal calls?

In contrast, does the upgraded plan of $30 per user give you everything you expect and more? This plan should include some extra features like conferencing and unlimited calling between plan users.

A Quick Comparison of VoIP Providers

We’ve assembled a brief chart that shows where our mid-range Dash Pro plan lines up with similar plans from RingCentral and Grasshopper.

  • Local Minutes
  • Toll-Free Minutes
  • VoIP Minutes Between Users
  • Local/Toll-Free
    Numbers Included
  • Mobile Softphone
  • Email to Fax
  • Call Recording
  • Conferencing
  • Salesforce CRM Integration
  • Grasshopper
    Solo

  • $26.00

    /user per month
    with annual payment

  • Unlimited
  • Unlimited
  • Unlimited
  • 1
  • BEST VALUEVirtualPBX
    Dash Pro

  • $23.99

    /user per month
    with annual payment

  • 2,500
  • Plan Minutes
  • Unlimited
  • 2
  • RingCentral Standard

  • $24.99

    /user per month
    with annual payment

  • Unlimited
  • 1,000
  • Plan Minutes
  • 1

It’s easy to see that the prices and options for each plan fluctuate along the multiple features available from each provider.

All that left is for you to decide which plan best meets your business’s needs and capabilities. If you’re still undecided and want to learn more about VirtualPBX’s business phone plans, email our excellent sales representatives or start an online chat today.

Record Phone Calls to Broker Better Business Deals

Record Phone CallsWhether you’re involved in a family-owned shop or a multi-national corporation, the communications your business has with its customers and partners can prove extremely important to your success. Some businesses have begun to record phone calls to aid recall of their conversations, and you might want to consider following their lead.

According to recent analysis at Software Advice, call centers involved with call recording showed a strong preference for web-based software like our Dash Business Phone Plans. The call centers emphasized their desire for features like call recording and conferencing, but you don’t have to run a call center to take advantage of those same features. You can reap the benefits of cloud-based software regardless of what style operation you run.

Let’s examine a few ways that call recording can make a positive impact on your business relations.

Keep it Personal

No business could function well without solid performances from its individual employees.

Take journalism, for example, where reporters are charged with interviewing all manner of people to piece together stories. Both facts and personal quotations come from one-on-one interviews between reporters and community members. Sometimes interviews take place over the phone, and in those cases, the conversations could be recorded for better recall.

Although journalists may strive to keep their facts straight and their quotes accurate, even their best efforts won’t always create 100 percent accuracy on the printed page. They could improve the accuracy of their stories by simply allowing a cloud-based system to record their phone calls.

In most cases, replay of a call is as simple as accessing the online system – like signing in to our Call Recording Manager to play or download an important conversation. This makes it easy to fact-check notes scrawled on a notepad or quotes hastily typed. From there, the newspaper benefits by printing highly accurate pieces, and the public benefits from a strong display of community events.

For the Good of the Company

Stepping up the ladder of responsibility, it may also be necessary for a multinational CEO to record phone calls for an event as pivotal as a merger.

Say a deal between your company and your biggest competitor was set to merge your operations. That may happen once in your lifetime. But it won’t proceed without a sign-off from your board of directors.

Unlike the one-on-one between a journalist and town resident, a conversation between CEO and shareholders is a group event. This means that, as CEO, you would be responsible for recall of a deal subject to the opinion of perhaps dozens of other people.

Recording your conference with the board would leave nothing to chance. Changes to the agreement would be captured. A final vote would be etched silicon. In any case, a weighty recording such as this could not only approve a huge business deal, it could serve as legal backing for the deal as it moves forward.

Analyze an Ongoing Deal

What if you aren’t yet successful with your personal interview or business merger? Sometimes a sure thing doesn’t always proceed as you desire.

Inc’s analysis of deals gone wrong ask the hypotheticals “What could I have done better?” and “How could I have handled the situation better?” A call recorder can help illuminate the problems that caused the floor to fall from under you.

Don’t let every missed opportunity ruin your future attempts at negotiation. Instead, learn from the bad deals by playing back the conversations that led to the unsavory outcome. When you learn about what you did well, what went wrong, and why, you can do better in future interactions and secure the next big deal that comes your way.

Record Phone Calls for Perspective

When you record phone calls, you give yourself an outside perspective on situations you helped create. You look at your own actions from the outside in a way that wouldn’t be possible otherwise.

No matter the scope of your conversations, there’s always something you can learn from an unedited replay of your interactions with another individual or group. Why not give it a try?

Capture your next recording with a Yealink CP960 won in our Conference Phone Giveaway. Click the banner below and enter before the Oct. 2 deadline for a chance to win!


Yealink CP960 Conference Phone Giveaway

What’s the Best Conference Call Service for You?

Best Conference Call ServiceSelecting the best conference call service for your business can feel daunting. It doesn’t have to be.

Today, we’ll try to make that task a little easier by breaking down three important factors you should take into consideration before choosing a conference calling provider.

Keep in mind the size of your business, your meeting schedule, and the current setup of your phone system as we walk through this issue.

Your Business’s Size and Meeting Schedule

Conference calling isn’t just for large organizations. Although big companies have many opportunities to connect more than two people in a meeting, startups with only a CEO and CTO conduct their fair share of conferences as well.

Either of those style companies could hold meetings several times a week or only once a month. Moreover, such meetings, no matter how frequent, could contain as few as three or potentially hundreds of employees or business officials.

Your own company will probably fall in between those extremes with regard to size and meeting frequency. What your unique situation reveals is the type of load you’ll place on a conferencing system.

When you want to determine the best conference call service for your business, you need to be specific about the load your company, large or small, will demand of its conferencing hardware and software.

Does Your Current Phone System Include Conferencing?

Like the size and meeting frequency of your business, the possibilities here reach beyond a simple binary answer. “Yes, but…” or “No, but…” probably come to mind when you think about the conferencing services you use and your motivations for finding a new service. For simplicity, let’s break it down into three broad possibilities:

  • We pay an additional provider for conferencing.
  • Our provider charges an extra fee for conferencing.
  • We don’t currently have conferencing.

In all cases, you will want to ask yourself: “What is the way forward from here?” Our Dash Business Phone System can address the struggles you may have with your current situation and give you an affordable, quick-to-set-up path forward.

If you pay another provider for conferencing, your business is probably spending more than it should. With Dash, it isn’t necessary to use two providers for basic phone service and conferencing. We bundle all our core phone plan features with Conferencing for a low standard fee.

With any Dash plan, Conferencing is free. We don’t charge you extra for this essential feature.

Whether your small businesses or enterprise wants to switch providers or begin your first-ever hosted voice contract, we’re standing by. You can easily gain all the benefits listed above and learn more about our offering by visiting the Dash Signup Page, emailing our sales team, or starting an online chat with a sales representative.

Picture the Best Conference Call Service for You

You should now be more aware of your business’s basic requirements for a conferencing phone system. The size of your outfit informs your meeting schedule, which ultimately has created your current situation regarding how your employees handle calls.

If possible, try to work within your situation by choosing a service provider that can fit your budget and offer key features such as call recording, a mobile app, and of course conferencing. VirtualPBX will work with your business to give you the calling features you need at a price that won’t make you faint. We hope you’ll choose us when considering a new conference call provider.

Want to have your current phone system include a Yealink CP960 Conference Phone? Enter our Conference Phone Giveaway before the Oct. 2 deadline to win!


Yealink CP960 Conference Phone Giveaway

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