CloudPhone Blog

usinesses need phone systems, so why stick to a traditional phone service when you could have a virtual PBX? Virtual PBX combines traditional telephone service with the Internet “cloud” to offer more features, greater flexibility, and significant costs savings. Companies using a virtual PBX service can reap significant savings on their monthly phone bill and forego investment in new phone equipment -- one of the biggest perks of virtual PBX. Greater capabilities and freedom, coupled with major cost savings, sounds like a deal you and your business can’t refuse. Here's how all those saved dollars add up:

Low Cost Calling

Small businesses that switch from a traditional business phone system to a virtual PBX service (which uses VoIP) reduce the cost of their local calls by up to 40% and international calls by up to 90%, according to tech.co. Even if you're running an inbound call enter, or make just the occasional phone call, your cost savings will add up, not to mention all the enterprise grade features that come standard with a virtual PBX service. 

• Save on local calls
• Dramatically reduce your international calling bills

Save Money on Equipment & Startup Fees 

If you're starting a new business, choosing a VoIP business phone system can cut initial startup costs by as much as 90% (Tech.co). However, that cost savings is amplified even further with a virtual PBX service, which eliminates the need to buy or lease physical phone equipment for your business. Just connect the smartphone you already use to your system in the cloud. Look for virtual PBX services that also offer faxing to avoid having to get a separate fax line or a fax machine.

• No cost for phone equipment
• No extra fee for a fax number or costly fax machine

No Cost (and Easy) Maintenance

When dealing with a traditional phone company, any changes you make to your phone system will cost you. Need another line? Expect to pay for setup and service. Want to downgrade? You'll have to wait until the end of your contract and you most likely will have to pay some fees. With a virtual PBX service, you don't have to deal with any of that, but here’s what you do get: 

• No maintenance or support fees
• No downgrade fees
• No extra fees for adding extensions
• A system that can grow with your company, regardless of size to accommodate your business’s current and future needs. Adding lines, removing lines, changing lines and hiring remote workers can all be managed through your personal web dashboard. 

Reduce Overhead with Telecommuting

A typical business could save $11,000 per person per year by offering telecommuting positions, according to GlobalWorkPlaceAnalytisc.com. In fact, the same source says many businesses show teleworkers are also 35-40% more productive than their traditional counterparts. With a virtual PBX service, you can keep remote workers connected seamlessly and improve productivity rates, which ultimately reduces overhead. With a virtual PBX service, workers can be anywhere across the globe and, as long as they have an internet connection, it would be just as if they were sitting right in the office. This flexibility allows you to find and retain talent, and accommodate practically any type of remote worker situation.

• Reduce costs by offering more positions to telecommuters
• Use virtual PBX service to provide a more productive and efficient work environment

A virtual PBX service offers all the great things you love in a traditional phone system like reliability, without all the things you don’t like high costs, clunky hardware and geographic restrictions – plus a lot of extras like high-end business features and flexibility. Do you have any other ways you save with virtual PBX?  Comment here or on our social channels (Facebook, Twitter, Google+, or LinkedIn.)

Monthly box subscription companies are a perfect option for those looking to give a gift or participate in some self-indulgence. They’re convenient, fun and often offer exclusive products at significant discounts – and the demand is high! It’s no wonder box subscriptions companies are popping up to cater to an array of different demographics and interests.

But, with these box subscription businesses booming, how do the people behind them keep up with customer feedback, complaints and inquires? By building strong communication channels between themselves and their customers – including a professional, yet easy to manage, business voice presence.

For box subscription services that don't have a physical office location, a virtual phone system may be the most cost effective voice presence solution. Virtual phone systems offer a ton of features that a small business with a disbursed or traveling workforce may need to effectively and efficiently communicate with customers. Here are some examples:

1. Customizable greetings allow you to brand your voice presence just as you would your packaging and website. If your box subscription service is called “MeowBox” and is targeted toward millennial cat owners, having a fun greeting incorporating your brand name might be just what you need to secure brand loyalty or persuade a new customer to buy. Customization with a virtual phone service is typically easy to manage so you can change your message as often as you would like, allowing you to test out different messages and keep customers up to date on important information – if certain products are out of stock, wait time on responses, etc.
2. Mobility means you can take your business phone anywhere. If you’re at a trade show looking for new items for your next box and your business partner is out of town, or if you have team members dispersed across the country, you can all stay in touch with customers conveniently from the smart phones you already own.
3. Menu options and caller directories let incoming callers choose who they want to talk to. Whether you and your team (or maybe just you), are together in a room or spread across the country, callers can choose which department – billing, sales, product information, package tracking, etc. – they want to talk to. Not only does this give your business a bigger feel, but it lets you organize calls and get the caller to the right person quickly.
4. Voicemail transcription is a no brainer for a box subscription business. If you’re busy stuffing boxes and trying out potential products, do you really have the time or hands to take notes while listening to a voicemail? Probably not. Voicemail transcription takes the words down for you so you can easily read, save, respond or forward any messages you get.
5. Easy set up allows you to sign up for a virtual phone system and have it working within minutes. Some virtual phone services are easier to set up than others, but pretty much all are easier than setting up equipment for a traditional phone system. Plus, since the phone system works virtually, you never have to worry about the headaches and costs of maintenance.
6. Scalability lets you add and subtract lines as your demand changes. During holiday seasons, as subscriptions and gift box orders rise, adding a few extensions or virtual numbers for seasonal help will ensure you always have the services you need, at a price that fits your current situation.

If your business’ phone presence can’t deliver on all these features, then it’s time to think outside the box (pun intended) and sign up for a virtual phone system. We can have you making calls in just 3 steps – get started now

As a mobile consultant, you have the luxury of travelling, making your own hours and maintaining a solid work-life balance. However, since you’re on the go, you also face some communication challenges – especially when it comes to your business phone.

Let’s address those phone communication challenges now and see how a virtual phone system can help.

1. Your clients are calling your personal cell number OR you’re carrying and paying for two cell phones.

Don’t mix business with pleasure, they say – so why are you sending your business and personal phone calls to one number? Because you don’t want to have two cell phones AND pay two cell phone bills. Or, maybe you’re already doing this and no longer want to juggle the two. Either way, with a virtual phone system, you won’t have to pay double or manage two phones.

Virtual phone numbers are hosted in the cloud and connect directly with the smart phone you already have. This means that when a client calls your virtual number (aka your new business number) it will ring to your personal smart phone... but your virtual number also has its own professional greeting system and menu options, so if can’t answer the phone, don’t worry! Your caller will not be sent to your “Hey bros this is Bobby” voicemail that is meant for your personal contacts. Instead, your prospect, partner or customer will receive a professional custom greeting from you (ex: “Hello, you’ve reached Consulting by B.”).

A virtual phone system will give you peace of mind by providing a professional image for your business, save you money on a second phone, and give you access to personal contacts – all from one phone.

2. You have team members and they are also using personal cell numbers for business.

If you’re working with a remote team, chances are they are facing the same challenges as you. Personal and business calls coming into one phone line, carrying multiple devices, etc. A virtual phone system will not only ease these woes for you, they will do the same for your team.

A virtual phone number can be linked to multiple devices, so if you want to connect your business partner or your handful of employees to your new business phone number, no problem! The virtual phone system will act as a hub where you can then create different “departments” (billing, shipments, marketing, etc.) or add a directory to the caller menu so each team member has their own extension. Not only does this make your business sound super professional and provide major credibility points, but is also really convenient for your callers.

3. You have a hard time keeping up with business voicemails and important messages.

Voicemails are a nightmare. Listening to them, remembering what someone said, finding paper and a pencil to write down the call back number, it’s awful and chances are you end up spending too much time on the logistics and/or miss out on a lot of business opportunities because of missed messages. Virtual phone systems offer a saving grace – voicemail transcription. Voicemail transcription does exactly what it sounds like; it transcribes your voicemails so you can read them. This is awesome for busy people because you can read, save, send, go back and read again, or just delete entirely, all without ever listening to anything. While you might have appreciated being able to say, “Oh, sorry, never got that voicemail,” to a high school acquaintance who is always inviting you for drinks at a bad time, you will never have to say it to a client who wants to make a purchase or solicit your services. 

4. You do not have a professional phone presence.

We’ve touched on this a bit in the other points, but it’s important and worth revisiting. A professional phone presence is a necessity for a business –no matter how small. A virtual phone system offers a slew of professional features like:

• Auto attendant
• Department or personnel extensions
• Custom voicemail
• Inbound faxing
• Call forwarding or simultaneous ring settings for multiple phones
• Call screening
• Voicemail transcription

5. You know your current phone situation isn’t working, but you don’t have the time to find a new business phone solution.

If you’re experiencing this, you’re not alone and congrats to you for taking the first step – Googling an alternative! Virtual phone systems with the right user experience should be very simple to set up (Cloud Phone, for example takes less than a minute!) and you can manage your account from the cloud. This allows you to scale easily as your business grows and changes, and you only pay for what your business needs, resulting in overall cost savings and increased convenience.

For mobile consultants, having a virtual phone system is business phone communication heaven. If you want to give it a try, you can do a free 30-day trial with Cloud Phone any time. Share your feedback below or via our social channels!  

Imagine you have a growing consulting firm. Other than yourself, you have 4 employees -- a business manager, 2 account managers, 1 billing specialist. You're not planning to share an office, as everyone is working remotely from their homes. (You hired people you trust, from prior gigs, so you're comfortable with a virtual office.) 

While planning your business venture, you've been giving out your personal cell phone number, but now that you have client-facing employees who also deal with vendors, partners, etc., you want a unified business image, which starts with a single, centralized business phone number. Since you don't have a physical office, you've been exploring the concept of a cloud-based phone service that allows you to assign simple extensions to your virtual employees stemming from your main business line. 

This is where Cloud Phone's employee extensions come in handy. Once you sign up for this cloud-based phone service, you can add an extension in three easy steps:

Step 1: Enter the employee’s existing mobile number.

Step 2: Enter their first and last name.

Step 3: An extension will be instantly assigned. Accept it, or assign one of your choice.

Simple, right? Now you can manage admin privileges with the hit of a button and even customize individual cloud-based phone service settings in a matter of seconds.

When you have employees that need to be available to clients and partners via phone, you want to establish a consistent professional presence with a robust cloud-based phone service. Cloud Phone comes with a 30 day free trial, is fully managed via web, with no upfront costs and no equipment to buy, so give it a shot and see just how much it simplifies your life!

You have a business phone line and with it you probably have a voicemail box -- but are you using it to its full potential? While a voicemail box seems pretty straightforward, there are a few steps you can take to make it a valuable marketing and customer service tool.

Let's take your own experience into consideration here. When you reach a business voicemail, you expect to hear the basics: who you're calling and a prompt to leave some sort of information. But what if you were also told what information you could leave to expedite your request, or better yet, if the voicemail greeting contained all the information you were calling about and your problem is solved -- you would be a happy customer, right? Right.

Now it's your turn. Here are a few easy tips to get your business voicemail up to speed.

1.     Identify your business 

Have you ever called a business and been unsure if you dialed the right number – even after you reached a person or a voicemail message? You probably felt confused and frustrated. Clearly stating who you are (when applicable) and your company name will reassure callers they’ve reached the right number – while also reducing the number of hang-ups, redials and irrelevant messages from accidental callers. This is also a great opportunity to insert your marketing message/tagline. Take full advantage of voicemail as a customer touchpoint - why not? 

1.     Be personable

Your business voicemail must be professional, but that doesn’t mean it has to be boring. Incorporating your brand's voice and tone will reinforce your brand image through the voice channel and is a great way to impress and engage your callers.

1.     Provide useful information

Sharing important information on your business voicemail greeting – like business hours, when you expect to respond, and where callers can find information to frequently asked questions – saves you time listening and answering to unnecessary messages, while also providing instant support.

1.     Ask for information

Asking for a caller to leave a name and number is standard in voicemail greetings. While this may suffice for some, other businesses require information like order numbers, best call back times or company names to effectively help a caller. Asking for this information up front saves you time, reduces the risk of phone tag (a very hazardous disease that plagues many small business owners) and helps you provide a prompt response.

1.     Remember: practice makes perfect

You’re not going to nail the perfect voicemail greeting on the first try, but that’s okay! Writing out your voice message and practicing your greeting will allow you to hear where there may be confusion – plus, the more you practice the wording the more natural and professional it will sound. Don’t forget to limit background noise, stay upbeat and on message!

1.     Make sure you have voicemail transcription

Setting up voicemail transcription is a breeze – and you’ll be glad you did. Just make sure that the business phone service you are using offers a voicemail transcription service that transcribes all voice messages into text, allowing you to read the message just like an email. Not only is this a time saver, but it’s also very convenient. Saving, reviewing, forwarding and deleting voicemail is easy, and best of all you won’t need to listen to long winded voicemails to get the details!

1.     Consider department-specific voicemail

If you run a business with multiple phone numbers or department ­­extensions (even if the department is one person), creating department specific voicemails that ask for and provide useful information will allow your team to act faster than if all messages are stored in a central voicemail box. Callers will also feel confident in reaching the specific person or department they intended.

1.     Keep it fresh 

When things change that impact your customers, like holiday hours, a new deal or a change of address, don't forget to update your voicemail. Noting if you’re out of the office and who to contact in the meantime is also useful. Keeping your customers in the know, especially when it comes to time sensitive information, is something they will appreciate.

From clearly stating information, to matching your voicemail message to your brand and of course, practicing before you hit save, applying these tips will help you create an effective voicemail message, like one you would want to receive. Now go ahead and get started! If you need some more pointers, connect with us by commenting here or on our social channels -- we're happy to help!

In the winter months when roads are bad and the commute to work becomes dangerous, there's risk in requiring employees to show up at the office. High-speed internet access and email have increased opportunities for employees to work from home when driving conditions are dangerous, but what about businesses that rely heavily on phone service for their business communications? Virtual numbers may just be the answers. 

Virtual numbers are phone numbers that are routed to an existing calling device, for example your office phone and/or mobile phone. They can be set up temporarily for the winter season or permanently for your business. Business professionals can opt to have one or many virtual numbers route to a single phone or multiple phones, based on their business needs. For example, if you have a single work line (e.g., your office phone), you can route a virtual number to this phone line, as well as your home phone, mobile phone, and your business partner or manager’s phone. If you're the owner of a seasonal business, you can establish a single virtual number and route it to your employee's respective phones individually via extensions, no matter where they are. 

Once the virtual numbers are set to forward to the phone of choice, callers will be able to reach you and your team through your work numbers at their specified devices. If a call is missed, callers will be forwarded to voicemail, which can be personalized with a professional business greeting.

Virtual numbers not only allow employees to easily work from home when the weather is bad, but they also provide advanced features that will give your company the professional edge it needs. While features vary from virtual numbers provider to provider, here’s an example of what Cloud Phone offers:

• Auto Attendant
• Call Forwarding
• Call Screening
• Extensions / Users
• Fax (Inbound)
• International Call Forwarding
• Local Phone Number
• Management Portal
• Outbound Calling
• Professional Greetings
• Reach Me Anywhere
• Toll Free Numbers
• Voicemail
• Voicemail Transcription

Keeping the team connected (and safe from dangerous winter commutes!) is essential for productivity. Having access to your business phone by way of virtual numbers is convenient and can play a key role in maintaining a professional image – especially if anyone on the team is working from home. Here are some additional resources on the benefits of virtual numbers for business:

Make Your Small Business Look Bigger With Virtual Numbers

4 Reasons You May Want a Virtual Number

As a small business owner you know great customer service is very important for not only keeping your current clients happy, but also for attracting new business by way of referrals. You also know that providing top notch customer service isn’t always possible when you’re on the go or when you’re out working to build your business. So, how can you do both? With SMS.

SMS isn’t just for big corporations with mega marketing budgets. It’s actually a practical solution for small businesses looking to provide stellar customer service. SMS is an affordable and simple way to reach and be reached by clients. When your business phone number is connected to your smart phone, you’ll always be able to help.

Here are a few ways you can use SMS to improve your customer service.

Provide Speedy Service

Texting is a quick and convenient way for clients to communicate a problem or ask a question. Likewise, it’s often quicker and more convenient for you or your team members to respond to a text than answer a call.

Here’s a scenario:

Say you own a two person car repair shop. You have a client at the front desk paying for a repair and your mechanic is out in the garage working on a car. At this same time you receive a text and a phone call – which one are you more likely to respond to in the moment? Our bet is on the text.

Rather than listening to a voicemail, calling back and playing phone tag, the text allows you to read the question or comment and reply immediately – you could even include a photo (ie: a snapshot of your mechanic working on the client’s car). Prompt responses make customers happy. Phone tag does not.

Record Keeping

Texting gives both you and the customer a record of the conversation, conveniently storing important information right on your phone. Have you ever been in a situation with a client where referencing a text saved you face or helped you provide better customer service? So have we. Not only is it handy to know what you and a client have discussed but having the ability to easily pull up important information like an order number or an address straight from a text makes staying on top of customer care easy.

Here’s a scenario:

You own a small screen-printing shop and do work for all your local schools. Baseball season is right around the corner and the team has ordered new jerseys. A pre-season game was added to the roster last minute and they need the jerseys stat! The client texts you with the order number asking if it can be rushed. You research the order number and see that only half of the jerseys have been printed. You assure the client you’ll have them ready by the end of the week – plus you’ll even drop them off. The client messages you the address and you’ve not only made their day, but also made it super easy on yourself to map your route on your phone’s GPS. 

Skip the Hold Music

Texting allows you and your clients to reach one another directly. No waiting on hold, no phone tag or leaving voicemails that go unreturned for days – or for eternity. Ease of communication can make or break a business deal and can cause current clients to love or leave your business.

Here’s a scenario:

A potential client of your PR company is coming into town to meet you and your team. The client is arriving early and wanted to bump the meeting time up. They call to let you know but are stuck on hold. Out of frustration they hang up and call again. After several attempts and a voicemail, they show up at your office annoyed (and two hours early). You’re in the middle of a conversation with another client and have to cut the call short in order to accommodate the in-person meeting. Now – imagine all of this would have been avoided if your potential could have texted to let you know they were arriving early!

Help Multiple Clients

Juggling phone calls isn’t easy, but messaging several people at once can be. Whether you have a steady stream of messages or experience bursts during busy seasons, you’ll find SMS to be a customer service life saver. 

Here’s a scenario:

You run a small floral shop and are always slammed around the holidays. While you’re able to take orders over the phone and in person, text requests are easy and allow your clients to message in an order without waiting on hold, reaching a busy signal or coming into the shop. Once the order comes in, you can send a confirm number, ask any questions and also get card messages, verbatim. Plus, once the order is ready you can send a text alert, or even give them a heads up when the order is delivered.

Your small business already has a reputation for providing exceptional customer service, so keep it up and make it easier on yourself with SMS. Learn more about SMS for business here and get started today. It’s fast, easy and your customers will appreciate it!

Find out more about Cloud Phone features!

Your mobile is ringing but you don't recognize the number. It could be a cable sales call that you don't have time for right now... or it could be a major new lead for your business. How do you decide whether or not to take the call? This is where virtual PBX services like Voxox Cloud Phone come in super handy -- they offer advanced call settings that allow you to customize how your inbound calls are handled – a.k.a. call screening.

With call screening, you can require callers to speak their name/company before the system connects them to you, which also allows you to discretely screen unwanted callers. You can also set up your system to immediately connect callers to you without screening, if you so choose. These simple controls allow you to accept or reject calls without wasting any precious time.

Here are a few tips on ways to use and enhance your call screening capabilities to stay in touch with clients and partners, while also running your business:

1. Name Screening

Set up your call screening feature to ask each caller to state their name. You can listen to the caller’s name before you pick up—or send to voicemail if the call can wait. This process is discreet, and your callers will never know that you are opting to not accept their call.

2. Voicemail Screening

You've screened your incoming call and decided that the call is not high priority, thinking that you'll just listen to the voicemail message at a later time. But what if the call really WAS important and you missed it? Voxox Cloud Phone provides a really neat screening feature called Eavesdrop, which lets a user listen in real-time while a caller is leaving a voicemail with the option to pick up the call out of voicemail at any time. This is a pretty unique feature, reminiscent of those answering machines from the 90s but with a modern twist.

3. Call Recording

Thanks to your call screening feature, you took an important call that came through while you're out and about. You're not able to take notes while on the phone, so use your virtual PBX service to record calls with the call recording feature – listen back later, if you missed any details.

4. Voicemail Transcription

If you really can't pick up the call - perhaps you're in a meeting - then voicemail transcription is a great way to get a glimpse of what the message is about. Simply read your voicemails in text form as if they are emails or text messages and then figure out your next move.

Call screening is a simple way for busy business owners to add another layer between themselves and callers, saving time on unproductive phone conversations each week. Plus, with all the advanced features available with modern technology, it’s easy to customize a call screening structure that is just right for you and your business.

You want to get a local phone number for your business, but you don't want a landline and you don't want to carry--or pay--for another cell phone plan. We don't blame you. Local phone numbers can be invaluable for businesses looking to gain credibility in a local market, especially with businesses built and run out of a personal home. Getting a dedicated "virtual number" that routes to your mobile is a financially practical and convenient solution for your home-based business.

Virtual numbers work directly with the cell phone you already have, which means you have no equipment to buy, nothing to service, and just one phone to keep track of throughout the day. Getting a local phone number for your business is easy - and inexpensive- if you know where to look. Here's what you need to know before you select a provider:
1. User & Department Extensions
Just because you're a one person (or small) operation working from your home doesn't mean your business phone communications should suffer. Some services that provide virtual numbers may also offer multiple extensions to allow you to either hook up multiple people to the same line or create "departments" to give your company a bigger business feel -- after all, as an entrepreneur you do wear many hats! The number of extensions can impact the price, so be sure to choose what best fits your current needs. Voxox Cloud Phone offers unlimited extensions, with the option to add or remove extensions on the fly as your business changes, without charge.

2. Minutes
Some businesses use their calling features all the time and some just don't. Knowing how often you'll be on the phone will help you pick the best plan for your needs, at the best price. From paying per minute to plans of 1,000 to unlimited minutes, it's easy to find a calling plan that's right for you.
3. Text Messages
Clients and customers of days past may not have appreciated a business-related text message, but as people rely more on SMS for everyday communications, business to consumer SMS is on the rise. Imagine being able to text your client a meeting location, or update them on the status of a project with a simple text--and vice versa. It's fast and it's easy. If you're not sure text is right for you, look for a plan with a lower number of monthly messages and move up as you see fit. Or go for unlimited and text your heart out.
4. Number of Lines
The number of lines you can have on your single plans differs from the number of user and department extensions. Lines refer to new numbers. So if you have a home office and want two lines (say one is for clients and one is for your suppliers) you'll need to choose a plan that allows multiple phone numbers. Providers like Voxox Cloud Phone also let you choose between local and toll-free numbers, or a mix of both if you sign on with multiple lines. Read more here on why both types of numbers might be good for your business.
5. Features
Not all virtual phone numbers are created equal when it comes to features. Some features, like voicemail, come standard, but other conveniences like conference calling and voicemail transcription might come at a premium. Check out the listings of included features before you select a plan, and make sure you're not getting charged extra for those features you really want.
6. Free Trial
Just because you think you need something, doesn't mean you do. By seeking out a provider that offers a free trial period of at least 30 days, you'll have a chance to try the service and see if it fits your needs. If you love it, keep it. And if you don't, look for another provider or communication channel that better fits your business.
7. Management
Being able to manage your account easily on your own, without having to call a representative and wait on hold, is a life saver for busy business owners. Voxox Cloud Phone, for example, offers a simple and intuitive online management portal where you can add and remove lines and extensions, and pay your bill. You can even track activity to see if your current plan is right for your changing needs. If you find out it's not--go ahead and choose a new plan with the click of a button.
8. Cost
The cost of getting a local phone number via a virtual number is lower than you may think – considering the convenience and much needed features that should come with it. With a basic plan starting at just $12 from Voxox Cloud Phone, you shouldn’t have a problem finding something within your budget. Plus, unlike traditional mobile and landline plans, you don’t need to buy any extra equipment, or pay technician or start up fees.
Is there anything else you may want to consider when looking to get a local phone number for your business? Let us know and we’ll help answer your questions. Check out our plans and features here.

If you work from home, the idea of phone extensions for your business line may not have crossed your mind. Maybe you're a solo-preneur, or perhaps you have a few other colleagues dispersed across the country working from their own home offices or coffee shops. So, why would you need extensions if you don't have a traditional business phone system, or even a traditional business office?  While this may be the case, cloud technology has made it easy for businesses of all kinds to set up two or three digit extensions that route business calls directly to mobile phones of your team members through a virtual business phone system.  There are so many ways to use phone extensions to provide your clients with stellar customer service—no matter how big, small or distributed you are. Here are three scenarios to consider:

One Person Business

You're running the show. You have no one to answer to. So, why would you possibly need multiple phone extensions? Because even though you're a business of one, you still have different "departments"—ie: billing, customer service, scheduling, etc. By setting up phone extensions for these different aspects of your business, you'll create a big business feel, and give your clients the security they get when working with an established company. 

Here's a scenario: You own a jewelry store that is open by appointment only, but you also have an online retail site. To manage both all on your own, you have a virtual phone number with separate extensions for store hours and information, online purchases, appointment scheduling and customer support. By sharing general info like "store hours" you can let your clients know they'll need to schedule an appointment (which they can also do via phone) or you can direct them to your retail site—all without ever having to pick up the phone. When you're a one person business, you'll need all the time you can get to focus on other aspects of your company. 

Small Dispersed Team

Phone extensions are a great option for virtual small businesses with team members who live in different areas. Rather than providing a slew of phone numbers to clients and making them track down the right person, extensions can do the hard work for them. Whether you choose to have the extension route directly to a person or department, your callers will thank you.

Here's a scenario: You and your friends from your last agency job all got together and started your own consultancy. But since coming together, you've found yourself living in different cities. By setting up phone extensions, your clients are able to call your central business phone number and be directed to the correct person, all with the touch of a button. Your clients will never be the wiser that Jon, your tech guy, is working from his beach chair in Florida, or that your social media pro Sam is phoning in from Alaska. 

Unlimited Extensions

With only a few departments and a handful of employees, the idea of having access to an unlimited number of extensions might seem unnecessary. But if you get creative, extensions can allow you to give your customers top notch service. Think VIP extensions, hidden extensions, experimental marketing and product line extensions. You can find a few more unique ideas here.

Here's a scenario: You're a web development firm with some high-end clients. You know they want VIP treatment, so why not give them a hidden VIP extension? By creating their own private extension, you'll always know who is calling and they'll feel like Top Dog. This same idea also works for marketing. By creating custom extensions and placing them on different marketing materials - your website, flyers, Facebook, etc. — you'll know where your referrals are coming from. Ultimately helping you to better generate leads and improve your bottom line. 

Phone extensions are an easy way to improve your phone communications, and with unlimited extensions offered from Voxox Cloud Phone, there’s no limit on how creative you can get. To get started, you’ll need a virtual number—if you don’t already have one—but set-up is simple and you get a free trial too. Are you already using phone extensions for your small business? We’d love to hear about your experience. Share with us in the comments below or on social media –Facebook, Twitter, Google+, or LinkedIn.