Twelve things you can do with a VoIP phone system
Twelve things you can do with a VoIP phone system: from lower hardware costs to mobility, auto attendants and integrations with your business software.
VoIP stands for “Voice over Internet Protocol”: telephony that runs over the internet instead of traditional phone lines. If you have never used it, the switch can sound complicated. In practice you have probably already used a VoIP service without realizing it. The technology has been around for years and has matured into a full communication platform.
So what can a VoIP phone system actually do for your business? Here are twelve capabilities and benefits, all available with the EagleMercury cloud phone system.
1. Cut costs and forget the hardware
A traditional PBX means equipment to buy, install and maintain. With a cloud phone system the infrastructure is hosted by the provider and you pay for the services you use. There is no exchange to upgrade in your office, which usually means lower upfront costs and simpler management over time.
2. Manage everything from a single panel
Adding a user, assigning a number or changing call routing does not require a technician on site. One admin panel brings together users, numbers and services, with virtual extensions and shared resources. If your business is seasonal or your headcount changes often, you can adjust the system in a few steps.
3. Work from anywhere
Your business number is not tied to a desk. Each user can have up to 5 desk phones plus the desktop and mobile apps, and can move a call in progress from one device to another without interruption. In the office, at home or on the road, the team has the same tools and the same number.
4. Use the numbers you need and keep the ones you have
You can activate local and toll-free numbers in Italy and other European countries, which is handy for serving different markets with a local presence. Your existing numbers can be ported to the new system, so the contact details already printed on business cards and documents stay valid. Anyone answering from a smartphone does so with the company number, without exposing a personal one.
5. Get voicemail where it suits you
You cannot always pick up, and callers do not always want to leave a long message. Personal, group and company voicemail boxes forward messages by email, where you can listen to or read them. With voicemail transcription, a quick glance tells you whether a request is urgent.
6. Greet callers with an auto attendant
A well-built IVR routes calls to the right people without tying up your switchboard. You can create multiple multi-level IVRs, even in several languages, and set day and night profiles with office hours, holidays and public holidays. Callers outside working hours hear the right message instead of silence.
7. Organize queues and ring groups
When calls arrive together, waiting queues tell callers their position and expected wait, with custom hold music in the meantime. Ring groups can ring every phone at once or in rotation. Forwarding, transfer, call parking and pickup for absent colleagues cover the rest of the daily routine.
8. Send and receive faxes without a dedicated line
Some customers, professional firms and public bodies still use fax. With the web fax line you need neither a machine nor an extra phone line: you handle documents from your browser, without losing touch with partners who work the traditional way.
9. Record and archive conversations
Recording calls, meetings, chats and SMS helps you meet the compliance requirements of your industry and builds an archive that is useful for training new colleagues and checking service quality. 30 days of retention are included and it can extend up to 7 years as an option, with fast search across the content. Learn more about security and archiving.
10. Analyze calls with artificial intelligence
Recordings should not be a pile you listen to by hand. The AI features transcribe and analyze recorded calls by topic and sentiment, and summarize meetings with key points and action items. You get the content and tone of a conversation at a glance.
11. Connect your phone to your business software
Switching between programs to log call details wastes time and introduces errors. EagleMercury integrates with Microsoft 365, Outlook, Google Workspace, Slack and the main CRMs, including Salesforce, Dynamics 365, Zoho CRM, SugarCRM, NetSuite and Zendesk. You can click to call from the browser or the CRM, and the APIs allow custom integrations.
12. Combine voice, video, chat and SMS on one platform
The phone is only one channel. The same platform gives you video meetings with up to 200 HD participants, encrypted individual and group chats, channels, and SMS sent from your business number. History stays in sync between computer and smartphone, and everything is protected by encryption, two-factor authentication and data centers monitored around the clock, with a 99.999% availability SLA.
In short
A VoIP phone system is not just for making calls: it reduces hardware, makes your team mobile, automates the way you greet customers and connects to the software you use every day. The best way to see what would change in your company is to see it running. Contact us for a consultation and a demo.
