1. Hosted phone systems
2. On-premises phone systems 

While for many businesses, selecting a hosted phone system is a no-brainer, there are some that still struggle to choose one. We are going to show you why hosted phone systems are the best phone system for small businesses. 

What is the importance of an efficient small business phone service? 

Before delving into the specifics of hosted and on-premises phone systems, you must understand the significance of having an efficient small business phone service. Customers now expect prompt and reliable communication from the businesses they engage with.  An efficient phone service enables businesses to provide excellent customer support, handle inquiries effectively, process orders efficiently, and resolve issues promptly.  

What are the best small business phone systems? 

Let’s dive into the specifics of each: 

Hosted Phone System

A hosted phone system, aka cloud based phone system, hosted PBX, or VoIP phone operates using the internet and is hosted off-site by a third-party provider. VoIP phone system eliminate the need for physical hardware and are managed remotely. One of the primary roles of hosted phone systems in customer communication is to provide a reliable and efficient means of communication between businesses and customers. 

Pros of Hosted Phone System

1. Accessibility: Hosted phone systems for small businesses help them communicate with customers from anywhere with an internet connection. Whether employees are in the office, working remotely, or on the go. They can make and receive calls using one phone system, ensuring consistent communication
2. Professionalism: Hosted phone systems offer features such as auto-attendants, voicemail-to-email, and call forwarding, enhancing professionalism in customer communication. Automated greetings and call routing strategies ensure customers are greeted promptly and directed to the appropriate agent, improving customer experience
3. Scalability: Phone systems for small businesses often experience fluctuations in call volumes and staffing requirements. Hosted phone systems are highly scalable, allowing you to easily manage phone lines and features as your needs evolve. This scalability ensures that your business can adapt its communication infrastructure to meet changing customer demands without significant upfront costs. 
4. Advanced Features: Hosted phone systems come equipped with a wide range of advanced features that empower your small business to deliver exceptional customer services. Features such as call recording, call analytics, and CRM integration let you track and analyze customer interactions, identify trends, and make data-driven decisions. 
5. Reliability: Phone systems for small businesses are often hosted in secure data centers with redundant systems, providing high levels of reliability and uptime. This reliability allows you to maintain consistent communication with customers, even during unforeseen circumstances such as power outages or hardware failures. 

Cons of Hosted Phone System 

1. Dependence on Internet Connection: Hosted phone systems rely on a stable internet connection, making them susceptible to disruptions during internet outages. 
2. Security Concerns: Storing sensitive client data in the cloud raises security concerns, although reputable providers implement robust security measures. 
3. Potential for Downtime: While generally reliable, hosted phone systems for small businesses are not immune to downtime due to technical issues or maintenance activities. 

On-Premises Phone System 

An on-premises phone system, also known as a PBX (Private Branch Exchange) system, is located within the business premises and operates using physical hardware. They can comprise physical wires around the office or IP technology to connect the calling devices to their servers through the internet.  

Explore essential call center phone systems features to choose the right solution for your business.

Pros of On-Premises Phone System 

1. Control: On-premises systems offer businesses full control over hardware, software, and configuration, allowing for customization according to specific needs. 
2. Security: Data and communication remain within the organization’s premises, offering greater security and privacy compared to cloud-based systems. 
3. Reliability: On-premises systems are not dependent on internet connectivity for basic functionality, reducing the risk of downtime during internet outages. 
4. Long-term Cost Savings: While upfront costs are higher, on-premises systems may result in lower long-term costs compared to monthly subscription fees. 

Cons of On-Premises Phone System 

1. Higher Upfront Costs: On-premises phone systems for small businesses require significant upfront investment in hardware, software licenses, and installation. 
2. Maintenance and Upgrades: Small businesses are responsible for maintaining and upgrading their on-premises systems, requiring specialized IT expertise and resources. 
3. Limited Scalability: Adding new phone lines or expanding the system can be complex and expensive compared to hosted phone systems. 
4. Vulnerability to Hardware Failure: On-premises phone systems are susceptible to hardware failure and damage, necessitating backup and disaster recovery measures. 
5. Lack of Mobility: On-premises systems are typically limited to the physical location of the business premises, reducing mobility and flexibility in communication.

Which is the right phone system for your Small Business?

The choice between a hosted and on-premises phone system depends on various factors such as budget, scalability requirements, security concerns, and IT infrastructure. Companies should carefully evaluate the pros and cons of each phone system and choose the most suitable small business phone service. It ensures your communication system aligns with your business requirements. By selecting the right phone system for small business, you set yourself up for success. 

The post Choosing the Right Phone System: Hosted vs On-Premises for Small Businesses appeared first on Blog | Acefone.

Today we unfold the top 5 reasons why small businesses must get a toll free number for their calling operations. Let us begin. 

What Are Toll-Free Numbers? 

Toll-free number are denoted by prefixes like 1800. They enable customers to make free calls to businesses while the business bears the call charges. In India, these numbers hold immense value for businesses, serving as a direct channel for customer engagement, support, and marketing efforts. 

Indian businesses use toll-free numbers for various operations such as customer service helplines, marketing campaigns, and more. Toll free numbers are a versatile asset that can help businesses, especially new ones, streamline and boost their communication operations. They instill credibility and accessibility, allowing them to cater to a broader audience and strengthen their brand image. Performance testing toll-free number systems ensures that businesses have reliable, fast, and responsive communication platforms, which are crucial for customer satisfaction. 

5 Reasons Why Small Businesses Should Get a Toll-Free Number

By embracing toll free business numbers, small Indian businesses can amplify their market presence and strengthen customer relations. Doing so drives sustainable growth in today’s ever-evolving industry.

Professionalism and Credibility 

A toll-free number elevates your business’s professionalism immediately after its implementation. It creates a credible and reliable impression. These factors stand out as the foundational pillars for gaining trust among your target audiences. 

Improved Customer Service and Satisfaction 

Providing prompt and free access to customer support via toll-free numbers skyrockets customer satisfaction levels. Customers appreciate businesses that make it easy to seek assistance. It helps foster loyalty and positive word-of-mouth. 

Enhanced Customer Reach and Accessibility 

By offering a free means of communication, businesses can attract and engage a wider customer base. Accessibility is key in today’s competitive market, and a toll-free number opens doors to a wider audience. 

Cost-Effective Marketing Tool 

Toll-free numbers serve as an excellent marketing tool. They can be utilized in advertising campaigns, leaving a lasting impression on potential customers and building a strong brand recall value. 

Detailed Analytics and Insights 

Many toll-free number services providers offer live analytics and call recording features. That data offers valuable insights into customer behavior, call patterns, and campaign effectiveness, aiding in informed decision-making. 

Takeaway

Getting a toll-free number is a strategic move for small businesses in India. It’s not merely about offering free calls; it’s about establishing strong communication, fostering trust, and boosting brand identity. The competitive edge gained through enhanced customer reach, cost-effective marketing, and improved customer service is invaluable.

Embrace the power of toll-free numbers to propel your business towards success. Get in touch with us today by calling us at 1888-859-0450 . 

Get a toll-free number today and witness the transformative impact on your business!

Toll Free Number FAQs

Q: Are toll-free numbers expensive for small businesses?  

A: With the rise of service providers offering affordable plans, obtaining a toll-free number has become cost-effective, even for startups and small businesses. 

Q: Can I keep my existing number if I get a toll-free number?  

A: Yes, you can keep your existing number while also having a toll-free number. Acefone offers flexible options to integrate both numbers for seamless calling operations. 

Q: How can a toll-free number help my marketing efforts?  

A: Toll-free numbers, especially vanity numbers, can significantly enhance brand recall value through advertising campaigns. 

Q: Are there hidden costs associated with toll-free numbers?  

A: Acefone offers transparent pricing, and our experts share every detail with you to have absolute clarity of our available packages. 

Q: Can I receive calls from international customers on my toll-free number?  

A: Some toll-free number plans include international call forwarding, allowing businesses to cater to a global audience.

The post Top 5 reasons to get a toll free number for small business appeared first on Blog | Acefone.

Your business is your baby. You made it, built it, helped it grow and gave it all your time and effort. Your baby is now an SMB with a sizeable workforce.  

Now you’re looking to scale. While you find markets, managers and investors, we know you’re going to want efficient communication processes in place as the next step in your business’s growth.  

What if we told you that you could kill two birds with one stone: improve your team’s communication system while also improving your customer experience and retention?  

With a Voice over Internet Protocol (VoIP) communication system, you can streamline all your business’ communication needs, give your customers better service and make room for expanding your business. All your communication is done over the Internet via a convenient digital portal supported across devices. 

The technology is timesaving, easy to use, great for a hybrid work system, and customisable to your needs and operations set up. 

According to TechCo, small businesses that secure VoIP phone service save 40% on local calls and 90% on international calls. They also have the added bonus of saving 30% on teleconferencing by integrating VoIP.  

What’s the technology behind VoIP?

VoIP introduces a revolutionary new way of communicating. Instead of using voip standard PSTN lines and bulky hardware, VoIP zooms your voice calls across the Internet. The result is a faster, smoother and much cheaper communication system between towns, cities and even countries.  

The software was so revolutionary, the world decided to do away with PSTNs altogether, something Forbes predicted in 2018, adding that by 2025, it is likely that AI chatbots will do 95% of customer interactions over the phone. According to Gartner, 50% of IT leaders ceased purchasing on-premise communications in 2018.  You can learn more about that and how to prepare for the future here. 

Still confused about the benefits of cloud-based VoIP over PSTN? Then check out the infographic below.

How does it work?

Like its name, Voice-over Internet Protocol, VoIP functions over the Internet. In this system, voice is transmitted using small data packets. These data packets travel between the caller and the VoIP phone provider in the minimum possible time. They are then converted back to audio signals for the agent to listen to.  

To break this down, when one of your customers makes a call, their phone connects to the switch or the router in their Local Area Network (LAN), wherever that may be. When you choose to connect over to a particular number, the request is sent over to your IP provider. Your VoIP provider then establishes the connection between the other party and your number by exchanging data packets. Your VoIP phone then converts these signals into a voice that you can hear. 

Types of VoIP systems

VoIP systems may be broadly classified into two types based on where the equipment is maintained, whether they require staff and how much labour goes into the maintenance of the software. While both are helpful, it is best to read more to determine which system would suit you best. 

On-premise VoIP systems

As the name suggests, on-premise VoIP phone system are those that are maintained within the premises of the workplaces. This includes everything—be it infrastructure or technical equipment. 

On-premise solutions give managers complete control and supervision of data, but this comes with several limitations: 

• As the technology is located on physical servers usually at one place, any loss of data can be catastrophic. 
• Any changes in technology will require a technical team with the right expertise. 
• The possibility of work from home is minimised as the infrastructure is only accessible in office.  

Hosted VoIP systems

Hosted VoIP systems on the other hand, are provided by service providers specialising in this arena. According to Persistence Market Research, there has been an impressive Compound Annual Growth Rate (CAGR) of 7.8% between 2016-2024 in the hosted VoIP market. 

Hosted VoIP systems have the advantage of not requiring much maintenance. You need not worry about the technical or infrastructural setup. All you will need to do is provide your list of requirements to your service provider and sit back.  

Furthermore, the need to maintain a dedicated team for the VoIP systems is also eliminated. All your system upgrades and patch management are completely taken care of by your service provider. 

You can go into detail about the differences between the two systems here. 

Why do you need to invest in a VoIP system?

Investments are big decisions, especially in a growing business. We’ve been there and know how important it is, which is why we’ll begin with this: it is cheaper.

VoIP phone systems offer services for a fraction of the cost of legacy phones. Using the Internet, VoIP has made it cheaper for calls to be made across locations by removing the need for installing and maintaining any form of hardware. Microsoft reports that 82% of businesses have seen cost reductions as a result of moving to cloud-based operations.  

Secondly, VoIP systems can be customised to the last detail and can be made to suit any industry. From connecting to businesses and customers across the globe, to tracking the inbound and outbound calling activities of a call center with in-depth reports, modern phone systems now offer features specifically tailored to businesses of all sizes. You can have a system that caters to both your employees as well as your customers, improving customer experience and retention. 

Security is a top priority in any business and another factor that makes VoIP systems so much better. With widespread movements against phone giants over privacy concerns, a VoIP or business phone system is built for trust and security.  

It comes with multiple data centers across different locations with backups, which means your data is more secure; along with 256-bit encryption, which makes it impossible for hackers and malicious actors to infiltrate your data. 

You also get to have more control over your own security. VoIP portal access can be assigned and limits can be set, so that the right employees only access what they need to. 

Taking advantage of the cloud, service providers offer guaranteed protection to all your communications and regularly update security patches. You can read more about how it works and how we make your data secure here. 

The most obvious reason to choose a VoIP system is that its flexible. Businesses can access their phone system portals on smart devices such as mobile phones, tablets, and laptops from anywhere in the world with just an Internet connection. With most Internet-enabled devices already a part of almost all organisations, businesses don’t need to invest in additional infrastructure.  

Additionally, VoIP provides for scalability. Businesses can add lines to their VoIP phone systems with a click of a button. This allows for easier entry to new markets and lets businesses scale up (or down) on their own time frames.  

Finally, the software is tech-forward, which means that even years after the technology has existed, its digital nature will let it grow and adapt to changing technology and markets.  

We understand that this is a lot of information. If you need further convincing, you can read this. 

When should you consider using a VoIP system?

We know you do your research before making any major changes, which is why we thought we’d start by linking you to a quick guide that will bust some VoIP myths for you. But here are a few points to keep in mind when considering a VoIP system.  

Do you offer work from home to your employees?

The primary advantage of VoIP systems has been connectivity even when working remotely, something COVID-19 forced us to do. Read more about the role of VoIP during the pandemic here. 

According to McKinsey, 58% of Americans work from home at least once a week. So, if you have moved your employees to a remote working ecosystem or a hybrid environment, a VoIP can make your life much easier, staying connected and efficient. Even if your work demands your employees to stay on the field while remaining connected and updated, a VoIP can still help. 

Do you have a global presence?

If you operate across countries, you know as well as we do how important it is to maintain a local presence. Furthermore, your customers are more likely to communicate with someone who is nearer to them. Check if your provider offers local numbers in the regions you operate in. 

What is your budget and does it cover the cost of installation?

Every service provider offers different types of packages. While a few may provide their equipment, others may leave it to you to choose one from a retailer.  

Points to consider are: 

• The monthly charge

How much will you have to pay every month per extension or agent? Does it fit your budget? There are many service providers out there and it is important to do your research to find one your budget can accommodate.   

• Any additional or hidden charges

While you will have to make a basic monthly payment, you may incur additional charges depending on any features you choose and a possible initial installation fee. This is something you must ask about. At Acefone, to avoid such confusion, we provide a detailed breakdown of your charges.  

• Will training be included in the package?

While a VoIP is easy to use, depending on the existing skills of your staff, you may or may not want training included in your package. It is important to evaluate the skills of your staff beforehand so you know exactly what you need.  

• What kind of equipment will be provided?

We have already discussed the different kinds of VoIP systems suitable for Outbound Call Centers. There are a few minor features that you may have to invest in like headsets. Check what comes with the package and what you need to invest in before agreeing to any plan. 

• What features are they offering with plans?

A VoIP system can come with a number of features. Make sure to find out each and every feature your provider offers along with their costs if any, so as to get the full benefit of this technology. 

• Are the plans customisable?

Customisability is the beauty of VoIP. Be sure to find a provider who can customize your system to YOUR needs. There is no point investing in technology unless it makes your workflow that much more efficient, which is why it is important to keep the same in mind for VoIP to ensure that you get the most out of it.

What does the migration process look like?

The typical migration process will include software installation, sourcing of phones, number porting, connecting the phones, and porting the phones. 

Though this migration process should be done with minimal or no downtime, it is best to understand and learn the intricacies of the migration process from your service provider to avoid any inconveniences. 

What does the final list of features contain?

Business VoIP systems come with several features. Consider reviewing them and choosing the ones you will need for your business. Here are some that are perfect for SMBs looking to improve their sales and support processes.

What is your network bandwidth like?

A strong network connection and bandwidth is the base for a seamlessly performing VoIP system. Check if your existing network connectivity will suffice or if you will need to upgrade your bandwidth and Internet connection. 

Some providers even offer HD calls on low bandwidth. Look for providers that offer better communication regardless of your Internet speed. 

Does it come with inbuilt security?

With cyber threats and attacks on the rise, it is pivotal that your telephony system is upgraded and patched regularly. You should discuss with your provider about compliance-related issues and ensure that your system is protected from malicious activity. Look for features like two-factor authentication and end-to-end encryption. We put together a list of dos and don’ts for the same. 

Do they have alternate power plans?

Make sure that your service provider has an alternate power plan in place. This will help in the case of a power outage. They may provide you with a mobile app or any other alternate source of electricity to have your system up and going even during a power shut down. 

Check if they offer 24×7 support

Support is critical when you’re working remotely and checking your providers’ uptime and a support system is imperative. This varies across providers, but it is something that should be emphasized. Acefone for example offers 24×7 support, a SPOC and agents on call.

Acefone’s VoIP plan for you

At Acefone, we offer plans catered to every business requirement. We understand various use cases and priorities, so we’ve built you a table that will help you decide which Acefone plan to go for.

To know more, check out our plans here.

Benefits of VoIP phone systems

Now that you’re convinced about the viability of cloud phone systems, you must wonder—will it really suit my business, with its niche operation style and specific industry? Is it worth all this brouhaha? We’ve already told you that it can help make your business easier to run and efficient, but it can do so much more than that across industries.

Interactive voice response

Cloud phones come with easily-programmable interactive voice response (IVR) menus. These are virtual receptionists that existed even in the traditional telephony era, but can now be easily configured by anyone using an online portal. No technical expertise required. Read here to learn how they can benefit small as well as large businesses. 

Great numbers

You can also customise your number and make it either regional, national or free phone to attract customers and put across whatever message you want to your customers. You no longer need to be located at a particular location for a regional number, but simply let the cloud provider know what area code should prefix your digits.  

These are just a few of the many features a VoIP system can offer you. You can read more about it and how it helps any sort of enterprise. 

Make calls anywhere, anytime, from any device

Cloud telephony frees you from the restrictions of a traditional phone system. Whether you use a mobile, tablet, desktop, laptop or all of these devices; you can switch your calls seamlessly with no interruption to whichever device you need and can take your phone system anywhere. 

Employees can make and take calls on the move, allowing them to freely go where they need to go without losing out on leads or enquiries. This has been especially beneficial for businesses that rely on high levels of logistics like the shipping industry. 

With VoIP phone systems, your business is free to do what you do best, and your phone system will move with you.  

Expand your business worldwide

Businesses in today’s hyper-connected world need to expand beyond their regional boundaries. Cloud-based VoIP systems, combined with essential call center features, make this arduous task as simple as pie. With just a few clicks, organisations can add or remove extensions allowing them to scale up (or down) at their will. As you grow, you can build a local presence, no matter where you are. With a VoIP, you can get numbers local to the markets you cater to from anywhere in the world. For example, you can run a business based out of the UK and cater to customers in the States.  

Monitor staff from anywhere

With Acefone’s easy-to-use online portal, you will have full control over everything on your phone system. The online portal gives you access to detailed analytics on call costs, call time, waiting time, number of calls per agent and much more. With the hybrid work model becoming more of a norm, VoIP systems make it much easier for the workforce to balance work and personal lives while making it easier for managers to monitor them. Here’s how it can help with ed-tech 

This means that you can manage your team if you are not in the same country or even continent. Furthermore, you can use it to gain valuable insights and sync your sales and support teams for better customer experience. 

These tools are invaluable for business owners and can be the key to ensuring you have highly trained, effective staff serving your customers; plus, with conference calling you can ensure the team is on the same page. 

A phone system that grows with you

With lots of extra features at your fingertips and the added flexibility of your phone system, the business is sure to start growing. VoIP phone systems will not hold you back and allow you to add as many extensions as you need to your phone system. 

This gives you the chance to hire as many agents as you need to keep up with customer demand – which is particularly useful in peak sales seasons. This doesn’t only apply to large scale operations. VoIP systems are very helpful for small businesses too! 

Once the rush is over, you can remove these lines easily and can, therefore, take advantage of the ability to hire temporary workers to get you through the rush. Apart from agents, a VoIP system also has a high capacity for data and can be customized to your data requirements. 

A traditional phone system requires a lot of work to add and remove lines. With a VoIP phone system, however, this can be done in a few simple clicks and you can start monitoring the flow of calls through your business immediately through the online portal.  

Ready to enter the world of VoIP? Before taking the plunge, go through this infographic that highlights how to pick the right VoIP provider for your business. 

The Future of VoIP

Like your business, VoIP is also software that is growing and has a long way to go. We have already explained the issues with a PSTN system and why it became unsustainable before being gradually phased out (You can read more about that here). The advantage of VoIP is its minimal hardware and that the software can keep updating, not different from your cellphone. Furthermore, VoIP is multichannel and omnichannel software, customisable to the size of your business. Think of it as a set of building blocks that can be scaled up and down at your convenience.  

A VoIP system will never get old as it continues to update on its own. You won’t have to spend on a completely new communication system a few years down the line. However, you will possibly have to replace your earphones! 

The Acefone guarantee

Most of the above-mentioned issues are often what hold back businesses from adopting cloud technologies. However, with Acefone, we assure that your experience is as seamless as possible.  

Our services use high-end encryption software so you never have to worry about losing your valuable company information. Moreover, with our refined VoIP technology, your business can experience true HD calls as our VoIP systems are multi-channel. Our systems work even on low bandwidth and come with 99.99% uptime along with a 24×7 support system to cater to every small need.  

In conclusion

VoIP has changed the way businesses communicate with their customers and employees. It has eliminated the need for bulky, space-consuming hardware and has turned communication into a seamless process so that you can focus more on running your business and staying connected with your customers.  

You are the focus of a VoIP system. It is built for you and according to the needs of your business and employees, something you can change with your business’ changing needs and with the changing world.  

The post How VoIP can give SMBs an edge over your competitors appeared first on Blog | Acefone.

The hosted IVR system, or Interactive Voice Response system, is an automation tool that helps your small business build relationships with customers using self-service options. It helps them navigate to the right department by themselves on the first call and even increases the retention rate. 

With this article, we highlight some ways your small business can benefit from hosted IVR services. 

Build relationships with hosted IVR services 

Hosted IVR systems can be programmed in ways that customers receive highly personalized experiences with every call. 

This detailed personalization helps you build stronger customer relationships and offer a superior level of VoIP customer service, making you stand out.

For instance, Acefone’s IVR systems for small businesses in India allow you to personalize calls using custom greetings, specific product messages, service updates, and more. You can plan and execute such messages for your customers based on different categories to add a personalized touch to the call. 

Hosted IVR systems can also be programmed to address returning customers by their name and communicate in their preferred language. 

Navigate better with hosted IVR systems 

The beauty of a hosted IVR system is that it gives customers the opportunity to choose which department they need to connect with. 

By installing a hosted IVR system in your business pbx system, you can prepare for every customer enquiry that comes your way. Based on the caller’s inputs, the hosted IVR system informs you of the call’s nature, giving you an upper hand. 

More so, according to Salesforce research, 63% of customers expect businesses to be aware of their needs and expectations. Hosted IVR services enable you to prepare better for every query and get to the bottom of it on the first call itself. 

If you have different departments, the IVR can also direct the caller to the person best placed to answer the query. This means no frustrating call transfers and much less time spent on the phone for both customers and staff. 

Save time & expenses with Hosted IVR services 

Arguably, the most popular benefit of a hosted IVR service is that it saves time. When callers are directly sent to the department related to their query, both agents and the caller end up saving valuable time. 

With customer support being faster than ever, consumers dislike staying on calls for long periods. With the hosted IVR system, customers are fast-tracked to their solutions resulting in a lower amount of dropped calls. 

Additionally, with less time spent on each call, there are more opportunities for agents to convert more leads into customers. 

When agents spend less time looking for the right person to answer a question, they can focus on other tasks such as answering more calls, making your business more profitable. They can deliver quick and superior customer service and improve the brand image. 

Have lesser mistakes with automation 

With agents there is always scope for human error. From missing calls due to unavailability to transferring calls to the wrong destination. 

With the hosted IVR system, mistakes are much less likely to happen. Hosted IVR systems don’t get distracted by other tasks or become overwhelmed by high call volume. IVR solutions can answer each call automatically and place it in a queue during peak times. 

This inbound call center management solution gives your agents room to focus on priority tasks rather than merely answering and diverting calls. Agents may miss calls for several reasons, but a hosted IVR system will ensure no call goes unanswered. 

With more calls answered, your small business is surely to increase conversions. Customers also appreciate being routed to the right person in the first call, rather than waiting and hopping between calls. 

Promoting Self-Services with IVR systems for small business in India 

The modern customer is out for quick resolution to their queries. While human agents provide the most personalized service, there are several instances where their time could be better spent elsewhere.  

For instance, a customer calls a contact center solutions to inquire about outstanding bills. The first connected agent shall transfer the call to the billing department for further processing. The customer will receive the desired information after shifting through several calls only. 

On the contrary, a hosted IVR system takes the caller’s input, directs them to the right department, and then connects with an available agent. This entire process takes less than half the time taken by an agent to resolve the case. 

24/7 availability with Hosted IVR services 

A hosted IVR system can be in operation even when your small business is closed. Acefone’s hosted IVR services enable customers to leave agents voicemails if calling beyond business hours. You can also set personalized messages to inform customers of business hours or address FAQs. 

No matter the time of the day, with a hosted IVR system you can ensure the availability of a communication channel between your small business and customers. Hosted IVR systems for small businesses in India give you access to endless possibilities for customer engagement and call management. 

At Acefone, our experts help you set up your hosted IVR system as per your small business’s requirements and provide a seamless customer experience 24/7. 

Get an IVR system for your small business in India 

From enhancing your customer experience with personalisation to boosting agent productivity and saving money— hosted IVR systems are a simple solution that can have profound effects on your small business. 

To find out more, call on 1800-121-7777 today for a discussion with our friendly team. 

The post Benefits of Hosted IVR system for small business India appeared first on Blog | Acefone.

This accessibility can be attributed to the technological advancements in communication systems. With each successive iteration, these systems are improving performance, decreasing prices, and making communications secure and more reliable than ever before. 

The most recent introduction of cloud communications has changed the game. While many businesses have yet to shift their business operations on the cloud entirely, cloud communications have seen a rapid adoption rate. 

With modern tools like smart Interactive Voice Response software, missed call solutions, and robust automation tools, cloud communications are paving the way for the future of business communications. 

The goal of cloud communications

As the world heads towards more digitization, technological adoption seems to be the way of the future. Business success is now measured not solely on an organisation’s presence in the market but on how well they are reacting and adapting to the changing landscape. 

While cloud communications solution boast of benefits in all spheres—costs, operations, automation—the true goal of the tools of this service is to offer seamless interactions between businesses and customers. 

For this, cloud communications bring to the market a range of features. Since its operations run via the Internet, the technology is more secure, cheaper, and requires little to no hardware knowledge for smooth workings. 

A free phone number is one such service offered within the realm of cloud communications. 

What are free phone numbers?

Free phone numbers are ubiquitous in today’s business communications. They are built on the premise of free calls for customers. Rather than billing the origin or source of calls, the costs for calls made to free phone numbers are borne by businesses. Thus, callers do not have to pay a penny!

There are various kinds of free phone numbers designed to serve the various requirements of a business. The broad categories are: 

• Domestic free phone numbers

These are primarily used by small businesses and startups hoping to expand their reach. Domestic free phone numbers allow calls within the UK or the country of your service provider completely free of charge. 

Callers can identify these numbers in the UK by their distinct 0800 prefixes. All calls made to these numbers within the country are not charged at the origin. 

Free phone numbers are extremely popular with support centers as they serve as post-sales service for customers and enable them to resolve their queries at no cost.

• International free phone numbers

Businesses grow over time. While initial days are spent expanding reach within the native country, gradually, business leaders need to think of moving beyond their territorial borders. 

And in this growth phase, a critical consideration is connecting with customers overseas. More importantly, how do they connect with you should they face any issues. 

This is where International Phone Numbers come into the picture. Built on the same concept as domestic free phone numbers, these allow clients from anywhere in the world to make a call to your business, free of charge. 

Another sub-category of International Phone Numbers is Universal International Free Phone Numbers (UIFN). These have the unique advantage of not being limited to a single country. 

Unlike the other types of free phone numbers that are limited to one country, universal free phone numbers can be located in multiple countries. As long as they are registered in two different countries, businesses can receive calls without paying extra from any part of the world. 

• Vanity free phone numbers:

Have you ever seen a phone number that barely resembles a number? 

You must have seen commercials that end with a person urging you to call wacky numbers like 0800-FLOWERS or 0800-CARS-4-YOU. These unique numbers are known as vanity numbers. 

While they may look alpha-numeric, vanity phone numbers are plain numbers, easily dialled on a number pad. The reason for their form factor is the fact that following an alphanumeric format makes a contact number easy to recognise and remember.

Businesses that provide a particular service, such as a flower shop, can easily opt for a vanity free phone number and have people remember and associate the brand with that number. 

Why your small business needs a free phone number

Going over the basic premise of free phone numbers, frugal business leaders would be clenching their purses. After all, businesses end up bearing the costs for all incoming calls made via these free phone numbers. 

Then that begs the question—why should your small business, running on small capital, burn money on free phone services? 

The answer lies in understanding how free phone numbers are beneficial to your business communications. More importantly, how the consumer perception of your brand changes when you employ one of these numbers. 

Here are ten reasons why free phone numbers are the right investment for your small business: 

• Establish credibility

Businesses, especially enterprises, have a free phone number on retainer. This is done not just to provide free calling services to customers but to build a serious and professional image in the minds of audiences. 

Seeing a free phone number on a website relays the notion to users that the business takes concrete steps to provide good customer service. 

• Improve customer satisfaction and confidence

Imagine a therapist who would not charge you anything to not only listen to your problems but also provide you with quick and accurate solutions. 

This is what are free phone numbers does for your customers. 

It allows them to call your business for any issues they might face. This builds a sense of comfort in the minds of your customers as they feel they can reach out to your business at any time, from any place. 

It also incentivises customers to reach out to your business and improves their satisfaction rates. 

• Be popular

Phone numbers are tough to propagate. Not only can they be tough to memorise, but customers are also less likely to store business numbers on their personal mobile phones. 

By deploying a free phone number, your small business has the advantage of being registered into the national directory of your country. This makes it much easier for customers to look up your number and for you to spread your number across the market. 

• Expands reach

Both domestic and international free phone numbers spread over large distances. This lets you stay in touch with existing customers and enable new customers to reach out to you without any costs. 

As free phone numbers are not limited to an area code, they also present a larger-than-life image of the brand, allowing you to reach previously untapped markets. 

• Affordability

This might seem unreal. However, if you calculate the total costs of incoming calls, you will find that free phone numbers are the more affordable option for your business communications. 

With a trusted telephony provider like Acefone, you can get a free phone number for as little as £5 per user per month. 

These low costs are a result of the cloud. Cloud communications transmit calls over the Internet, allowing you to reduce your calling costs drastically. You don’t even need to invest in bulky hardware or regular maintenance and updates—your service provider does the needful. 

• Grow with your business

The biggest concern small businesses have during their growth phase is staying connected with the influx of new customers. With a free phone number, this concern is a thing of the past. 

Cloud-based free phone numbers allow you to increase or decrease the number of phone lines as and when your business scales up or down. The best part? All of this comes at a very reasonable cost. 

So, you never have to worry about leaving your customers in the dark. 

• Automate processes

Free phone numbers are designed to increase the call inflow to your business. This might seem overwhelming to small businesses. 

However, businesses can automate inbound call processes with modern tools like auto-attendants, virtual receptionists, and intelligent IVR systems. This not only saves time for agents to refer to callers with more serious queries but also ends up saving a lot of money for your business. 

• Portability

Businesses are not static. Companies can change their office spaces or move to a different city or location based on their growth path. 

With traditional phone systems, this move can be tedious. However, as free phone numbers are cloud-based, these problems are not your concern. 

As you move to a new location, your free phone number moves with you. 

• Easy to remember

Vanity free phone numbers, as mentioned above, have a unique alpha-numeric form. This helps businesses highlight their service and helps people remember them when the need arises. 

Even free phone numbers that are not vanity numbers are much simpler and easier to remember. 

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Where can you use your free phone numbers?

While highlighting the benefits of free phone numbers is essential to building a strong case for its deployment, one must also understand where they can be used in business communications. 

• Service 

This use case is one of the most popular and widely used. 

Businesses want to provide their customers with a good experience. While some may think that the duty of a business ends when a customer has made a purchase, it is actually where the relationship starts.

Post-sale services are crucial to maintaining and retaining customers for reselling opportunities. With free phone numbers, you can build this relationship without any strings attached. 

• Information

With a free phone number, callers have an incentive to reach out to you for all sorts of information—product details, price, availability, or even exciting business opportunities. 

Without customers having to spend any money to call your business, they are more inclined just to pick up the phone and contact you. 

• Marketing

Free phone numbers have a role to play in your next marketing campaign. While you can lure interested customers in with the prospect of a free phone number on your marketing collateral, it can also give you insights into the success of your efforts. 

Free phone numbers can create temporary extension lines associated with a particular campaign in a specific location. The number of calls on that extension can provide you with data on the success or failure of your marketing campaign. 

Conclusion

Free phone numbers are one of the most convenient and affordable ways to expand the reach and increase your customer base. Being able to reach out to you at any time of the day, from anywhere in the world, completely free of charge is a privilege they will not forget. 

While small businesses may not see the advantages of free phone numbers right away, the reasons above are sufficient enough to shift your focus to this service. 

However, it is always important to first understand the requirements of your business communications before deploying any service. Other benefits like improved customer satisfaction, while appealing, are additional perks of a free phone number. 

If your small business is looking to add more customers from different parts of your country, or the world, then a free phone number will do the trick. As more and more people reach out to your business by calling you on these numbers, there is a higher chance of more conversions. 

Small businesses may choose to seek out local numbers during their initial days. However, to turn into an enterprise, you need to try your hand at free phone numbers.

The post What are Free Phone Numbers and Why Your Small Business Can’t Live Without One appeared first on Blog | Acefone.

The most important part of establishing your start-up is to strike the right chord with your target audience. Your contact center plays a cardinal role in connecting with customers and reflecting your brand in the right way.

Therefore, you need to maintain a state-of-the-art contact center to have seamless communication with your clientele. A cloud telephony system helps you achieve this effortlessly.

Global cloud telephony has grown by approximately 9% in 2020. In 2021, the forecast is even stronger with an expected growth of another 17.8%.

What is a cloud telephony system?

Cloud technology enables businesses to maintain their communication on the cloud. This messaging and voice service does not need in-house infrastructure or a dedicated team for its maintenance. Unlike traditional telephony, cloud solutions don’t require additional infrastructure as it functions on a virtual setup. 

Moreover, the cloud offers a variety of advantages for start-ups. Here are a few of them: 

• Improved scalability

Growing startups tend to incorporate the latest technologies in order to stand out and flourish in the market. This development demands a shift to updated tools in a timely manner. 

If you’re just beginning your business, you may find it difficult to allocate funds for every technological transition. The shift in requirements would weigh heavy on your budget every time. 

When you change to newer technology or increase resources for a temporary requirement, these resources may remain idle after the requirement is over. Additionally, in-house resources can also lose their worth after updating your environment.

Cloud telephony systems eliminate this wastage of resources. This system is maintained by a third-party provider who is equipped with the latest tools and technologies required for your upgrade. An outdated tool in your system may be reused for some other client, thereby reducing idle resources.

Furthermore, cloud systems may face unexpectedly high call volumes at times. Amazingly, their capacity can be increased or sized down based on the immediate requirements. The flexibility to scale based on temporary and permanent needs makes the cloud telephony system highly preferable for start-ups. 

• Enables centralised access

The COVID-19 pandemic has taken a toll on businesses—and start-ups are no exception. Several companies have begun to work from home in wake of the pandemic. This remote setup demands the need for centralised access to enterprise data.

Cloud based phone system maintain all the data on the cloud, enabling simultaneous editing and file-sharing of documents saved online. When you have a distributed team, all they need is a telephone and a strong Internet connection to execute their daily activities. They are free to connect from anywhere across the world and provide uninterrupted services to customers.

The cloud’s call recording feature makes it easy to obtain the details of productivity and derives intuitive insights from this data to improve Contact center software.

• Cost-effectiveness

An in-house telephony system includes the infrastructure and expertise to install and maintain the entire set-up. This may be costly for a start-up. Furthermore, it needs maintenance from a dedicated technical team that can stay on top of issues.

The cloud, on the other hand, saves you from all this trouble. Your cloud telephony provider takes complete charge of your phone system. This includes the initial infrastructure costs, maintenance, and on-going troubleshooting.

This saves a lot of time and money for your organisation. Your cloud system acts as a one-stop-shop for all your contact center telephony needs. 

• Enhanced security features

You should upgrade system software based on the latest security patches and developments. This is important to steer clear of cyber attackers.

Timely security upgrades ensure that glitches or vulnerabilities in your system are identified promptly and rectified on time. The third-party cloud provider makes sure that your communication ecosystem is equipped with the appropriate antivirus, antispam, and firewalls to safeguard your data completely.

Moreover, cloud service providers can educate your employees about the needs and risks involved in data compromise and mitigating practices. 

For example, they will train your staff about the importance of using strong passwords and changing them periodically. The need to avoid unnecessary downloads and access unknown links from suspicious sources are emphasised. 

Furthermore, cloud providers may implement a multi-factor authentication technique that offers access to sensitive business information only after appropriate authentication. They may also execute a role-based authentication wherein access is provided to employees who need the data in question to accomplish their job responsibilities.

This is how cloud telephony strengthens and secures your system.

• Reduced downtime

Downtime can disrupt the functioning of all your office systems, resulting in wastage of resources and time. It can be caused due to natural disasters, technical glitches, or even due to human error. Whatever the reason, it causes a hiccup in connecting with your customers, thereby negatively impacting your image as a reliable brand.

Essentially, there are two approaches to deal with a crisis. One is to take proactive measures and the other is to address them as and when they happen. Your cloud telephony system is a perfect blend of both these approaches. 

This system saves an automatic backup of all your business data. In the event of a natural disaster or cyberattack resulting in data loss, your cloud provider is able to restore data from the repository in no time. The capability of a cloud phone system to bounce back spontaneously after a data loss reduces the possibility of downtime.

• Better monitoring capabilities

The cloud is capable of recording and monitoring every call. This data can be used to improve the overall productivity and performance of your phone system.

Stakeholders can use this recorded information to review the quality of calls and the performance of representatives. It helps identify weaker performers and find a way to improve their efficacy. So, bottlenecks in contact center processes can be picked out and addressed promptly. 

For example, if a series of call data signifies that a particular type of call has consumed more than the average amount of time to get resolved, you may look into the reason behind it and find an appropriate alternative. 

If the delay in presenting the resolution is due to a lack of sufficient resources to obtain information, you can integrate internal customer data management tools like CRM with your telephony system to expedite processes. This hindsight into the daily processes is effectively provided by your cloud telephony system.

Wrap up

Cloud technology is the need of the hour, especially for growing start-ups. It controls costs and comes with several features that boost the working efficiency of both the contact center solutions and the organisation as a whole. Hopefully, the above-mentioned points will throw light on a few of the advantages of using cloud telephony systems for start-ups.

The post Give Your Start-up a Cloud-Empowered Boost In A Disrupted World Economy appeared first on Blog | Acefone.

With a hosted phone system, you can personalise this system to ensure it is branded and a good representation of what your company can offer.

IVR saves time for both customers and agents as they can go straight through to the correct department and do not need to be passed around from agent to agent to find the solution to their query.

IVR for Larger Businesses

Ordinarily, IVR systems will be heard when calling large enterprises.

Larger businesses tend to have more staff and more departments a customer could potentially want to speak to, so this gives these businesses the opportunity to funnel these customers to the department they need rather than taking up the time of another department trying to figure out where to send them.

Customers have some level of expectation when they call a large company that they will be able to self select the department which is most relevant to their query and in having these IVR systems in place businesses are meeting customer expectations and helping them be more satisfied with the process.

IVR For Small Businesses

As this is the norm for larger enterprises, smaller businesses could follow suit and make use of this exciting feature on their own hosted phone systems.

This is a quick way for small business telecommunications solutions to exceed customer expectations by giving them the option to self-select which department they are put through to.

This also makes a small business appear larger and more established and professional, increasing trust in a potential customer from the minute they dial your number.

A smaller business could personalise this feature so that when a call comes through you already have some idea on what the customer is wanting to talk about, so your agents (or you as a business owner) can be prepared to impress a customer as soon as they come through with your extensive product knowledge.

Inform Your Customers

IVR systems can not only serve to direct customers to the correct department, but they can also be used to give out messages of importance to your customers en masse when they call.

Particularly during the current Coronavirus pandemic, it is useful to manage customer expectations through putting messaging on your IVR system explaining there may be delays in answering your call or even that you are closed for business if your opening hours have changed.

Businesses both small and large should be using this feature to ensure customers are kept informed about your business and are not met with long waits to contact you with no explanation as to why.

Professionalism

There is no reason why a small business cannot make the most of an IVR system in the same way a large business would.

Even if you do not have multiple departments in your business, you can make it appear to customers that you do and just have the calls direct to either yourself or an employee who can field any enquiries on your behalf.

A customer calling a small business will be impressed by this level of professionalism and it will give them more confidence in using your business for whatever it is they need.

As you will come across as much more established with a dedicated business phone system rather than just a mobile phone number on any online listing.

Portability

Calls put through an IVR system can be diverted to mobile so as a small business owner you will not be chained to your desk.

Hosted phone systems are designed to be as portable as you need them to be so not only will customers call a professional line and be able to self select an option based on their enquiry, they will come through to you on any device you choose with no difference to the call quality, sounding as if you are on a landline in an office building.

No matter where you are or where your employees are, you can pick up calls just like you are in the office quickly and professionally.

Curious about software? Check out our Virtual Call Center Software to discover more!

Improved Customer Experience

As well as being able to solve more queries in the first call, increase your professional image and improve customer experience; IVR systems can help smaller businesses get ahead of their competition.

It is unlikely that comparable smaller businesses will have IVR systems set up to improve their customer experience.

So, during a customer’s research phase they may call multiple companies to find out more about their services and if they are greeted by one company who’s professionalism stands out to them – they are of course much more likely to go with the company who comes across as the most established and professional.

An IVR gives a small business many opportunities to win new business and keep existing customers loyal and satisfied with their customer experience.

For larger enterprises, the benefits are obvious by saving employees and customers time when the business does a range of different things and customers may be calling about any one of their services.

But for smaller businesses the benefits can be even greater, taking small businesses professionalism to the next level and ensuring they stand out from competitors and can even rival larger enterprises in their professionalism and customer experience.

Conclusion

If you would like to make your small business appear larger and more established then an IVR system can provide a quick and effective solution, which you can add your own branding and style to, to ensure your branding is consistent from your marketing through to customer contact.

This can be added to your hosted phone system easily and for very little cost, and you can manage everything about your phone system from Acefone’s online portal – making you only a few clicks away from a professional IVR system!

If you would like to find out more about how an IVR system works and how it can benefit your business, small or large, call our team on 1888-859-0450.

The post Why IVR Is Suitable For Small Businesses As Well As Large Enterprises appeared first on Blog | Acefone.

In this article we will go through the top ways small businesses can save money by switching to a cloud telephony system and show you how making this investment could save your business in the long run, leaving you to focus on making a profit and growing your business to its full potential.

Call Costs

Firstly, making calls over your internet connection is highly cost-effective. No matter where in the world you are calling, you will benefit from the same low prices without costly charges.

Depending on your provider, you might have calls factored into the monthly cost, or you may pay as you make calls; either way, compared to a traditional phone system you will find your business saving money daily.

Not only will calls be cheaper, but they will also be clear in quality too so you can save money without compromising on your business’ professionalism.

With Acefone, you can keep an eye on your call costs through our easy-to-use online portal, which gives you access to detailed costings, records of how many minutes you have used and the cost of each call so you can make sure you are getting the best possible return on your investment and that you are continuing to make savings.

Maintenance Costs

Traditional phone systems are extremely costly to keep maintained, with the need for regular work to keep everything working as it should and a lot of fuss to add and remove lines.

This cost is much lower with a hosted phone system as work can often be completed remotely, and many providers offer packages which include any maintenance which might need completing so you can rest assured that any work your phone system might need in future is covered.

With 99% uptime, the need for costly maintenance is lessened, and so you will find your business immediately starting to save money as the system is much more reliable and stable.

In the event of a disaster, cloud telephony systems are hosted away from your business so it can be quickly restored; something which could avoid a costly loss of business too.

Optional Features Can Be Added to Your Phone System

As Business phone solution are built bespoke to your business’ needs, you only need to pay for the features you will use, and you will not need to waste money on phone system features you will never use.

You have the power to pick and choose from fantastic time-saving features; such as voicemail to email, call conferencing, virtual receptionist and more and all small business owners know that time is money – so in saving yourself time, you will save precious profits too!

The features on your phone system will work exclusively for you, so you will not need to worry about throwing money away on anything which will not bring innovative solutions to your small business.

Recruiting Remote Workers

If you are a small business owner, you may work alone or in a very small team of people. Particularly with seasonal businesses, it may become necessary to hire more staff to help ease the workload.

This can be done at no extra cost with a cloud telephone system – as long as the worker has access to the internet on any device, they can connect to your phone system from anywhere in the world.

As calls are made over the internet, this cost-saving feature will not cost you any call quality, each call will be crystal clear as if the caller is in your office with your other staff.

As lines can be added or removed easily, remote workers can become an essential part of your team, and you will not need to hire staff through traditional routes which can become costly if they are only with you for a short time.

You can manage remote agents work using Acefone’s online portal and can communicate with them free of charge through call conferencing; ensuring remote workers and your existing team are on the same page.

No Need for Business Premises with Cloud Telephone Systems

Cloud telephone systems eliminate the need for office premises all together as staff can connect from anywhere with you as a business owner still has all the control you need over their performance.

Office premises are expensive, so eliminating the need for an office saves a large amount of your budget to help grow your business in other areas.

A cloud based phone system will work seamlessly from wherever your staff are based, and you will never miss a call as you can switch from device to device while on the move.

Not only will this save you money, but this could also make you money from more staff being available to call customers and chase up any leads you might have missed if working from an office with a small team.

Without the costs for business premises, you are free to invest your money into marketing or into other avenues to help you continue to run and grow your business effectively.

These innovative solutions a hosted phone system can provide are sure to save your small business plenty of money which can be invested in your business’ growth – if you would like to find out more contact Acefone on 1888-859-0450 .

The post How Cloud Telephony Systems Can Save Small Businesses appeared first on Blog | Acefone.