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How to Setup a Virtual Phone Number for your Enterprise?

January 5, 2022
Virtual Phone Number

It takes precision and exertion to sustain a successful business enterprise. Irrespective of the sector, specific business parameters need to be catalogued for better outcomes and overall development. Communication is the crucial parameter required for the smooth operation of any business venture. Business communication cannot function without a proper phone system, as most of the transfer of information among the various departments inside the organization and customer service interactions are done through a trusted phone system. As so much depends on the business telephone system, it is imperative to embed a dependable and functional communication system to expand the enterprise. This is the reason why most successful corporations have adopted cloud telephony solutions that offer various significant aspects like IVRs, virtual numbers, auto-dialers, etc.

In the post-pandemic era, the virtual phone number has shined out all the other cloud telephony services the most due to its flexibility to both the employees and the customers. In contrast to a traditional phone number, a virtual number does not need telephone lines or wirings to provide the service. An active internet connection is enough for setting up a virtual phone number and, in the future, with your work from anywhere. A virtual number can be a very cost-effective way of communication. Not only does it eliminate the calling charges incurred while using local numbers to call other locations but it also helps choose a toll-free number delivering assurance to the customers to dial your company free of charge.

Virtual phone numbers are great for customer service as they can be routed to Interactive Voice Responses (IVRs), wherefore the caller can be formally greeted and rerouted to the correct person for solving their problems. Another great feature of virtual phone numbers is the call forwarding facility, where an employee can forward the business calls to his personal or mobile number to serve the customers even when he is away from his work desk. A traditional phone system cannot compare with such sophistication, for which customer experience does not reach its full potential in case you are not using cloud telephony services.

Virtual numbers can account for numerous benefits, but it is also crucial to understand how simple it is to set up a virtual phone number for your enterprise. All you need to do is take care of certain stages in the connection process, and you have access to an effortless and economical business phone number.

We have mentioned below the easiest way to set up a virtual phone number for your enterprise.

1. Choosing the Correct Phone Plan Provider :– 

Before choosing the right virtual number, you need to decide which cloud telephony service provider best suits your business. Deciding on the right phone plan provider can be both tricky and problematic. It would be best if you remembered that a business number is a constant attribute of your company. It can hamper sales and marketing to change your business number. So, it is only logical to choose cloud telephony service providers such as MCUBE, who understand the customer’s requisites and remain available to troubleshoot or serve the clients’ needs concerning call management.

2. Selecting a Suitable Business Virtual phone Number :– 

After picking the best service provider, it is essential to fathom the appropriate number. It is not advisable to randomly choose a number and assign it to your company’s number. Studying the local mindset of the people and analyzing your corporation’s growth requirements should be mandatory before selecting the number. For example, if the targeted audience is Indian, then taking a toll-free number in India would be much more sensible as Indian people love to save money on calls and would likely prefer to call generic toll-free numbers rather than some local numbers resulting in suspicion of incurring extra charges.

3. Adding Devices for Appropriate Extensions :– 

As a virtual number does not need any telephonic lines, it can be assigned to a mobile device, landline, or any device with a mic and an internet connection. The only apprehension remaining for the enterprise is which extension to connect to the number so that the calls are always answered. Adding the extension becomes even simpler if you have engaged MCUBE as your service provider. It is possible even to create unique toll-free numbers for different platforms and systematically route calls to the specified departments and their extensions as part of your marketing strategy and analytics.

4. Customizing Business Greetings and Calls :– 

A simple greeting can go a long way while dealing with customers. A start-up or market giant can benefit from customizing a business greeting while routing the calls from a virtual phone number to one of the extensions. For example, a country as diverse as India consists of people with various languages and cultures, and most of them have strong notions regarding outside companies. This notion can easily be changed by personalizing the helplines or customer service lines with a greeting in a local language which provides a sense of acceptability. So, along with a toll-free number that is free to call, they also get the perception of trust.

5. Configuring Virtual Number to CRM System :– 

Configuring your virtual number to your Customer Relationship Management (CRM) platform is the last part of the process, contributing to monitoring and calling customers directly through the CRM system. This configuration helps make outbound calls through virtual numbers and receive inbound calls from the customer. Apart from outbound call facilities, the CRM system also assists in recognizing and saving new numbers to the CRM as contacts, automatically recording and adding phone conversations to communication history, and queueing incoming calls to respective departments.

 

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