Virtual Switchboard Service

Why should you consider using a virtual switchboard for your business?

Virtual switchboards are an increasingly adopted feature of businesses looking to improve their customer service delivery. Powered by voice over internet protocol (VoIP) technology – basically a multimedia system that allows telephone calls to be handled via the internet – these handy switchboards offer businesses a string of benefits, including:

• Easy expansion: Virtual switchboard users can easily update their contact centre by adding callers and giving them different access levels. This makes it easy to add new employees to your system.
• Easy access: Virtual switchboards are incredibly useful tools for businesses that have multiple locations. This is because they allow businesses to easily connect with each other via the internet without having to worry about setting up a physical device at each location. 
• Reduced costs: Virtual switchboards allow businesses to reduce costs and increase efficiency because they don’t have to pay for dedicated equipment at each site.
• Enhanced reliability: Traditional telephone systems are notoriously unreliable because they’re subject to outages caused by bad weather or other factors beyond your control, such as issues with the broadband provider. 
• Email transcription capabilities: Virtual switchboards have a voicemail to email function, which means you don’t have to check your voicemail every time someone calls and leaves a message (you can also send the recording to whoever needs to know about it).

How does a virtual switchboard work, and how easy is it to set up?

How does a virtual switchboard work, and how easy is it to set up?
As opposed to the traditional phone, a virtual switchboard can be set up in a matter of minutes – it can take around a month for a traditional phone line to be installed. 

Many modern businesses use a virtual office model. This is a growing mode of working that enables employees to work from anywhere in a systematic way. Virtual switchboards are an essential component of the virtual office. They offer the same functions as a physical switchboard, but with the benefit of being able to connect different employees wherever they may be. These days, it’s easy to set up your own fail-safe virtual switchboard; all you need is the right team behind you and you can get started.

Setting up a virtual switchboard

1. Once you have selected a system that best suits your business needs, ensure you have a safe, secure and reliable internet connection. This is the first and most important step to ensuring all calls are fluid and clear.

2. To get your system up and running, it’s essential that you first select your phone number. It can be useful to choose sequences that are memorable – an example of this could be 5555 or 4321.

3. You can set up the menu for the switchboard with your preferences. For example, if you want all incoming calls to go directly to an operator who can take messages from callers, then you can set it up this way. If you prefer to have callers choose from a number of options before being connected, then you can also set it up like this.

4. Add extensions (users). For every employee that should have a designated landline number, create an extension for them. You can choose from the following methods when it comes to taking calls:
– Call forwarding – This option enables employees to have all their calls diverted to an existing number (virtual extension).
– Full extension – This option gives users access to an even greater range of features. Physical phones can be used, as well as softphones and mobile apps.

5. Configure any features that are available on your phone system. This will ensure that all rerouted calls are dealt with in the fastest and most efficient way possible.

Once you have customised your switchboard in a way that best suits your business and average call volume, you’re good to go!