Guide for Optimizing Business Communication With Advanced Phone System Features – Technologist

The way a business handles phone communication can make or break the customer experience and employee productivity. Old-school phone systems with basic call routing no longer cut it in today’s work environment, where teams are dispersed, and customers expect seamless service. The good news is that modern cloud-based and VoIP phone services come equipped with advanced features that, when fully utilized, can significantly optimize communication. Here’s how:

Intelligent Call Routing

One of the biggest advantages of upgraded business phone systems tech is the ability to implement smart call routing. Rather than relying on a customer guessing extensions or sitting through endless transfers, call routing uses rules and schedules to get callers to the correct department or agent. For example, calls can be routed to specific teams depending on the time of day or answers callers provide to interactive voice responses. Routing can also factor in real-time conditions like employee availability, active queues, and volume to ensure an optimal connection. 

Setting up customized routing protocols enables transactions to flow smoothly while decreasing annoyances like ringing phones that go unanswered. Additional controls allow priority calls from VIP clients to cut to the front of the queue. Overall, intelligent call routing dramatically improves customer satisfaction by fast-tracking callers to solutions. It also frees up employees from constantly fielding and transferring misdirected calls.

User-friendly Voice Menus

The intricacies of call routing happen behind the scenes through auto attendants that replace the need for live operators. Auto attendants are the voice menus callers hear when they first reach a business phone number. Instead of relying on a real person to sort incoming calls, auto attendant technology allows customers to self-direct based on touch-tone or verbal responses.

Well-designed attendants have intuitive prompts, quick transfer speeds, and options to repeat menus. Some advanced systems even implement natural language processing (NLP) and machine learning to understand complex customer requests and pull data to personalize routing. When crafted strategically, IVRs curtail hold times, redirect common inquiries like store hours, and enable “zero wait, zero transfer” experiences.

Backup Call Catchers

Despite best efforts to streamline routing, businesses can’t afford to miss high-priority calls due to logjams or unavailable personnel. Backup call-catching features like simultaneous ring, sequential ring, and unconditional call forwarding make sure VIP customers and urgent matters breakthrough. Simultaneous ring dials multiple devices at one time, while sequential ringing creates a cascading chain that ultimately ends in a voicemail safety net. 

Unconditional call forwarding automatically diverts calls after certain ringing or waiting conditions are met. If the sales manager is in a meeting, his calls might be forwarded to an assistant after 20 seconds to avoid losing hot leads. These fail-safes provide employees the flexibility to step away without missing must-answer conversations. Customers who need immediate assistance reach a friendly voice rather than getting lost in the shuffle.

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Location-based Call Handling 

Call forwarding and simultaneous ringing not only provide contingencies for unanswered calls but also make location-based call handling possible. Known as “find me, follow me features,” these options allow calls to registered devices to follow employees no matter where they are physically working from. For remote and hybrid teams, find me follow me functions are essential for keeping everyone in the communication loop. 

Whether an account manager is making sales calls from a mobile phone or a claims agent is handling case work from home, seamless call redirection means no worrying about what phone line to give out. System intelligence recognizes users and rings their devices appropriately without customers noticing a difference. As the modern workforce becomes increasingly dispersed, location-based call handling preserves responsiveness, percentage connectivity, and flexibility.

Skill-based Routing

During high-volume call times, callers may be placed into a waiting queue, and the last thing businesses want is for them to bail out of frustration. This customer abandonment is preventable through skill-based routing that keeps the flow moving by distributing calls to matched agents. When callers enter a queue, the system assigns them priority based on various factors like VIP status or loyalty program level. Virtual hold stations update ETAs so customers know how long to expect. 

Once ready to take the next call, automated distribution tools pop the longest holding or highest priority customer to an appropriately skilled representative. This balances the load efficiently while limiting wait fatigue. If a certain agent or department happens to handle certain complex issues faster, the system tracks these performance metrics and assigns more of these calls accordingly. Just as intelligent routing gets callers to the right first point, skill-based queues with real-time optimization keep them progressing smoothly to resolution.

Read Also: Customer Service Automation- How to Get it Right

Voicemail Transcriptions

Voicemail may feel outdated, but it can still serve a purpose if integrated properly using modern features. One of the biggest weaknesses of traditional voicemail is the time required to manually dial in, listen through messages, and transcribe notes. New phone systems solve this through voicemail-to-email (and text) transcription. 

Rather than relying on speakers or headphones, voicemails get converted to text transcripts that are sent to inboxes immediately after recording. Employees can scan through messages like emails to get key details in seconds rather than waste minutes listening. Transcriptions are never 100% perfect due to speech intricacies, but the time saved is significant. Bonus features like a voicemail analyzer provide at-a-glance reports to help spot issues and opportunities.

Unified Communication Channels

Omnichannel customer engagement is proven to provide a competitive advantage. By unifying systems, businesses enable seamless transitions between communication modalities. For example, click-to-call integrations connect inbound emails to immediate phone assistance. Screen pops display relevant customer data the moment a call reaches representatives.

Shared contacts, integrated histories across channels, and single sign-on conveniences all lend to unified experiences. Intelligent call handling then overlays this by using channel preferences, previous interactions, and programmatic rules to route inquiries over the most suitable medium automatically. Removing channel silos leads to natural conversations, productive connections, and differentiating services.

Analytics and Reporting

Last but certainly not least, don’t leave the wealth of call metadata generated each day unexamined. Modern phone solutions record extensive details, including volumes, traffic sources, durations, locations, routing paths, abandon rates, missed calls, engagement metrics, surveys, and more. While monitoring in real-time is essential for queue management, long-term analysis is equally important. 

Look for trends, set performance goals, identify process weak points, spot trouble departments, and guide resource allocation through historical reports. Some systems even prescribe actions like adding agents or re-recording prompts based on data science. Just remember analytics are only useful when consistently reviewed and acted upon. Regular reporting cadences ensure tracking translates into meaningful communication optimization.

Built-in Conferencing

Keeping distributed teams and remote workers connected goes beyond call routing to their personal devices. It’s also important to provide conferencing solutions that enable real-time collaboration, screen sharing, document co-editing, webinars, instant messaging and more. Native communication apps that allow video meetings, chat, file sharing, and simultaneous screen views can significantly improve internal coordination. 

Dedicated conference bridges take this a step further by providing assigned “rooms” where various members can dial in using phone numbers, access codes or embedded integrations. Bridges support advanced functions like multi-party calls, call delegation controls, real-time participant lists, lecture modes and virtual breakout spaces. Users can leverage computer or phone-based audio while viewing content and screen shares. 

The key advantages of embedded bridges are speed, convenience and reduced platform switching. With everything housed under one system, employees hold productive meetings on the fly rather than losing momentum by scheduling separate apps. When evaluating options, look for high-quality audio, automatic lecture switching, strong security, calendar integration, and global access. Dispersed teams function better through centralized, purpose-built conferencing tools.

Conclusion

Communication drives business success. Modern phone systems deliver advanced features to connect calls seamlessly, provide backup redundancy, unify engagement channels, embed collaboration, and furnish data insights to improve over time. Companies still using outdated tools are at a severe disadvantage and losing revenue because of lackluster engagement and poor experiences. 

Upgrading to intelligent systems is the first step. Continually optimizing and refining is required to maximize communication ROI. With the right approach, advanced phone tech delivers one of the most consistent, sustainable strategic advantages.