Why Are On Hold Messages So Significant for Modern-Day Businesses?

Good communication is the bedrock of any business or any strong relationship. Strong communication ensures that the information is shared well between individuals and companies, and this information sharing maintains long-lasting loyalty. In some odd industries, it is not possible to provide information instantly to customers and clients, and some industries also experience high call volumes. In this situation, the customer care executives have to keep the caller on hold and to make sure that the caller does not disconnect the call, they have to rely too much on on hold messages.

Benefits on hold messages customer connected

These messages can be of different types, like simple music, or verbal advertisements and much more. All of them aim to boost sales and keep the customer connected. These on hold messages come with several benefits, and we have covered them in this post here.

Stop Callers From Disconnecting The Call

No business wants any consumer to go away, but this is very quickly possible if the caller is made to hold the call for too long. In this situation, on hold messages can be very useful, as they will keep the caller interested and diverted from hanging up the call. Complete silence gives the impression that there is no one to reply to their call, and a repetitive on hold message easily frustrates anyone. But this can be prevented very easily by using on hold messages and verbal phone messages or music, etc. These messages give an impression that the company is still connected to you and responds to your query after relevant research.

Prevented very easily by using on hold messages – Ariatech

Market Your Business Easily

On hold messages and phone messages are very very powerful tools for businesses in their marketing and promotional efforts. They can be assumed as “word of mouth” promotion, as the caller will constantly hear your advertisement about your products and services. Since, they will hear the promotional message again and again, it will be recalled very easily at the right time.

Business to seek some crucial information

On Hold Messages Help In Providing Useful Information

Some callers reach out to a company to seek some crucial information and these phone messages can be very instrumental in this. They will help in sharing the relevant information without involving any human or customer care professional. All the questions related to the services or products offered by you can be answered simply through on hold messages, phone messages and through interactive voice response or IVR. You just have to ensure that the option of contacting the customer care department is present on every step of contacting through IVR or on hold messages. This will improve customer satisfaction and reduce valuable human hours.

KSU, PBX and VoIP – Which Office Phone System Is Best For You?

Businesses can choose from different business phone solutions based on their requirements, budget and preferences. There are so many options ranging from KSU to PBX and VoIP. However, the most advanced is VoIP, which offers advanced functionality with all the features present in Key Service Utility systems and Private Branch Exchange systems. VoIP is a cloud-based solution, and this feature makes it more powerful, economical and versatile.

Determining The Best Office Phone Systems

KSU, PBX, and VoIP are all the most powerful telephone systems for small businesses. People have no clue which one to choose, as they all come with power-packed features for small businesses. It is recommended to research all the options and choose the most versatile, modern options that are full of features. Let us briefly understand these three options in this blog post.

Power-packed features for small businesses

Ksu Or Key Service Utility System

Key service utility system is the most straightforward phone system available for offices and businesses. It is a landline-based solution to handle a limited number of phone lines. These systems have basic features like call hold, speakerphone, intercom and paging. The drawback is that it is an expensive option and has minimal features for offices and small businesses.

Minimal features for offices and small businesses – Ariatech

Pbx Or Private Branch Exchange

Another very versatile option for business phone solutions is PBX or on-premise private branch exchange. It has more advanced features and functionalities than its previous contender, KSU, and hence, it is more popular than the former. The top features to expect in PBX office phone systems are conferencing, auto-attendant, music on hold, dial by name, directory, etc. A major advancement compared to KSU systems is that one PBX line can handle several business locations and regulate more lines. It comes with the facility to make and receive calls, and other top features include call routing, call queuing, conference calling, auto attendant, music on hold, etc.

PBX office phone systems – Ariatech

The drawback is that it is more expensive than KSU due to the physical hardware requirements. Moreover, a fully dedicated IT team is needed to control, maintain, and handle your office’s PBX system.

Voip Or Voice Over Internet Protocol

Voice over Internet Protocol technology is also called hosted or cloud-based PBX. It has some out-of-the-box benefits like being very easy to use, improved privacy, automatic call routing, and, most importantly, it is less expensive and a more modern system than KSU and PBX. VoIP phone systems offer several features, and businesses can take advantage of them based on their requirements and preferences. A detailed list of more than 40 features of VoIP phone systems is present below.

• Advanced Call Management
• Call Routing
• Anonymous Call Rejection
• Auto Attendant
• Business Text Messaging
• Call Analytics
• Call Forwarding
• Call Notify
• Call Park
• Call Presence
• Call Pulling
• Call Queues
• Call Recording and Rating
• Call Screening
• Call Transfer
• Conference Bridge
• Custom Music on Hold
• Custom Ringback
• DND
• Extension Dialling (number change)
• Find Me/Follow Me
• Free Local Phone Number
• Hot Desking
• Instant Messaging
• IVR
• Mobile App
• Number Porting (keep existing phone numbers)
• Online Fax
• Priority Alerts
• Push to Talk
• SIP Trunking
• Softphone
• Speed Dial
• Three-way Calling
• Toll-Free Number
• Upgrade Options
• Voice Calls
• Voicemail
• Voicemail Forwarding
• Voicemail Greetings
• Voicemail to Email
• Voicemail to Text
• VoIP Caller ID
• Video Conferencing
• VoIP Switchboard

What Office Telephone Systems Are Available For Aussie Businesses?

Smarter gadgets and cool software are insufficient to run a business successfully and communicate with clients, contractors and service providers. You will require business phone services, and in their absence, you will surely struggle to compete with your competitors. Business phones are of different types, and a major challenge is of picking the best one for your business. Here is a guide with information on phone system types, their features, pros, cons, etc.

Business phones are of different types – Ariatech

What Types Of Phone Systems Are Available For Business Owners?

Businesses can rely upon six different types of office phone systems for day-to-day usage.

•          Landline Phone Systems

•          Mobile Networks

•          Virtual Phone Services

•          Self-Hosted VoIP

•          Cloud-Based VoIP

•          Hybrid Phone Systems

Let us get a brief overview below.

What Are Landline Telephone Systems?

This is a tried and tested option and has been in use for decades. This version of telephone systems is ideal if this is just the early stage of your business. The top features are quality and reliability, but the problem is that there are no such features like document sharing, image sharing, large data file sharing and so on.

Business Phone top features and quality – Ariatech

How Are Mobile Networks Used In Business Phone Services?

This is one level above traditional cable-based landline telephone systems and uses smartphones and similar mobile devices. According to the vendors of business phone services, this system is also ideal for smaller enterprises where the number of employees is not too high. It involves getting a cellular service provider subscription, and the charges are applicable for international calls, long-distance calls, data plans, international roaming and so on.

What Are Virtual Phone Services?

This version of office phone systems is hugely popular among small and micro-sized enterprises. With the concept of virtual business phone services, the existing landlines can be diverted to designated phone numbers, and this extends business phones available to remote and mobile workers as well. They can be connected to the designated office site, and based on your requirements, some service providers can also provide virtual receptionist services.

Concept of virtual business phone services – Ariatech

What Is Self-Hosted Voip?

VOIP stands for voice over Internet protocol, and it is a telecommunication technology based on digital data transfer. It allows for easier integration of desk-based and mobile phone equipment. These software-based telephone systems are considerably more cost-effective than those discussed above. The concept of self-hosted VOIP involves having an IP-PBX system installed at the office. An experienced IT department will be needed to handle installation, maintenance, upgrading, etc.

What Is Cloud-Based Voip?

According to the vendors of business phone services, this is the most advanced and popular version of office phone systems. This VOIP system is hosted and managed by third-party service providers, and the biggest benefit is the reduction in expenses. You will not have to install hardware or all other services, and maintenance-related costs will also get eliminated. Depending on the business’s requirements, systems can be scaled up and down easily and just like the VOIP system, this one is also a very cost-effective deal.

Advanced and popular version of office phone systems

How VoIP and CRM Integration Helps Generate Better Business Revenue?

The growth of a business comes with a multitude of challenges and responsibilities. One of these challenges is simplifying a business’s internal and external communication using high-profile business phone services. To cut down the expenses, there is an option of relying upon VoIP or voice-over-internet protocol. In recent years, VoIP-CRM integration has helped businesses streamline business processes and achieve improved communication at the same time. 

This integration has other benefits as well, like smoother data collection and faster information sharing. In this article, we discuss what VoIP-CRM integration is and how it becomes advantageous for any business belonging to any industry.

Smoother data collection and faster information

What Is Voip-Crm Integration?

VoIP-CRM integration ensures that businesses have a powerful tool in hand to use for boosting business’s efficiency. They can also reduce spending on office phone systems by integrating these two technologies. CRM was created as a database to monitor customers and their behaviour and habits, but it has now evolved into a mobile tool that collects a wide range of data and information about the customer. Then, there is VoIP, which stands for Voice over Internet Protocol, and it is a cloud-based phone system. A remarkable feature is that there is no need for any additional hardware, and just with a high-speed Internet connection and a phone handset, anyone can receive and make calls efficiently.

Created as a database to monitor customers – Aria Technologies

Integrating these two technologies works wonders, such as shorter lead response time, improved customer retention and, most importantly, boosted business sales. These telephone systems can become a synergy for businesses and allow them to retrieve customer data before every call. This makes business owners handle calls with particular attention to deliver better customer satisfaction. The data related to the interactions made using office phone systems is recorded in this CRM, and this includes phone calls, SMSs and even voice recordings.

What Are The Benefits Of Voip-Crm Integration?

According to those offering business phone services, the integration of these two technologies comes with so many benefits and the best ones are discussed below.

Real-Time Call Data

As mentioned above, VoIP-CRM integration eliminates the need to enter customer data into the CRM database. A good amount of time is saved that staff can use to boost their efficiency and productivity. This integration also provides a streamlined way to manage customer data.

Streamlined way to manage customer data – Aria Technologies

Better Customer Satisfaction

VoIP feature working in sync with CRM technology provides personalised experiences to the customers and ensures higher customer satisfaction. This integration allows businesses to create better rapport and build better customer relationships to increase customer retention rates. Finally, the lower usage cost makes CRM and VoIP integration a highly demanded technology in different industries and businesses.

Different Business Phone Systems and Their Unique Features

If you own a business, it would be mandatory for you to invest in reasonable quality business phone solutions. These phones are more than just a necessity to allow you to communicate internally and with clients and other people from any part of the globe. Several factors are there to consider when choosing the right phone system for your business. The most important of them all is the types available in the markets. There are several of them, and they have unique prepositions, characteristics and features. Before you decide on the correct type of phone, let us quickly review the most popular styles that people consider for their businesses.

Virtual phone system

This office phone system is ideal for small businesses where staff is mostly off-site. It allows companies to stay connected with remote workers via mobiles or home phones. It has an extensive call-forwarding feature where all incoming calls can be transferred to the employee’s cell phone or home phone. The biggest pro of this phone system is that it allows remote workers access to telephone system features regardless of where they are.

Traditional Landline System

This version of business phone solutions is ideal for bigger corporations that have adequate budgets to invest in these systems. Apart from the fund, an entire IT team is also needed to maintain these landline systems. They are supported by local or regional phone companies. It runs on traditional copper wiring, and private branch exchange is used to create multiple extensions and provide some essential features like call forwarding and call directories.

It has been a time-tested and highly reliable solution that businesses have been using for decades.

Voip Phone System

VoIP or voice-over-Internet protocol telephone systems are practical for smaller companies that need highly advanced business phone solutions at very affordable rates. This technology has evolved enormously, and currently, it is also ideal for business, where remote employees have to be contacted every now and then. They run on Internet connections, and there are no copper wires involved. It has some advanced features like automated attendance and secure cloud computer integration, and most importantly, it is significantly cheaper as compared to other telephone systems discussed here.

On-Premise Voip System

This system is highly functional, and you can control your business communication system completely. It is better suited for businesses with regulatory requirements. The IT staff at your office would be responsible for its maintenance, repairs, updates and efficient operations.