A virtual PBX is a kind of hosted PBX. It is a cloud based system that offers sophisticated call handling and call forwarding features at an affordable rate. Businesses all over the world have started using virtual PBX systems because they are cost effective and eliminate the need to invest in expensive hardware. In addition, you can easily set up and use a virtual PBX.
Virtual hosted PBX systems offer several extraordinary features that enhance the image of your business by improving the way you handle incoming calls. They are highly reliable and scalable, and offer advanced features at minimum investment.
Features that make virtual PBX the most effective communication solution for small or medium sized companies:
Internet Faxing – Email fax allows you to send fax messages via the internet. This eliminates the need to invest in a fax machine, toners, and paper sheets. Needless to say, internet faxing has become quite popular in recent times. When you choose a virtual PBX system, make sure that it supports this feature. With supported functionality, one PBX system would be able to perform multiple functions.
Call Forwarding – Virtual PBX offers highly dependable and sophisticated call routing and forwarding functions. Depending upon your settings, the incoming calls can be forwarded to specific extensions. In cases where it is not possible to connect, the calls will be sent to your voice mail. This means that no calls would be missed.
Voicemail – Sometimes you may not be at the table or you may be busy on another call. In such situations when it is not possible for you to attend the call, the virtual PBX will allow the caller to leave a voice message and a number so that you can call them back as soon as you get time.
Unlimited extensions – Your virtual PBX system can handle all of your extensions. These are the extra telephone lines connected to your main system. Your extensions will have their own number, so it’s easy to call at a specific location by just dialing a single digit (or maybe two digits). While selecting a virtual phone system, don’t forget to choose one that can be upgraded easily. As your business expands, you will probably want to add more lines to your system. You should also consider the cost involved in adding more extensions.
Caller ID/ Call Blocking – Your virtual PBX system is capable of identifying the caller and because of this feature, it can block irrelevant incoming calls. For example, if you have a toll-free number, you can expect to receive numerous calls and a large number of them will be irrelevant. In this situation, the caller ID feature saves time by blocking unimportant calls. You will be able to block irrelevant calls by directing them to the voicemail or giving them a busy signal.
Customized greetings – Virtual PBX systems can offer customized business greetings and on-hold music or message.
Virtual receptionist (Auto-Attendant) – Perhaps the most popular feature of the virtual PBX system is the auto attendant, but that isn’t surprising. An auto-attendant can function as a virtual receptionist. This feature will make small companies appear large, because until a few years ago, only big firms could enjoy these facilities.
Dial-by-the-name directory – The auto respondent will read out the names of the people the caller wants to connect to. This feature, too, will make you appear more professional. A more sophisticated virtual PBX system will allow the caller to enter the last or first name of the person they want to talk to. It will then automatically connect the caller to the right person.
Call recording – Virtual PBX is capable of offering complete real time data regarding the incoming calls. Using this data, you can find out the time and date of the call, the identity of the caller, what extension the call was directed to, and how long the call lasted.
Do-not-disturb or DND – Sometimes you may want to keep the incoming calls on hold. You may be too busy to attend them or you simply don’t want to attend them. Using the DND feature of your PBX, you can set your number to DND mode. In this case, all incoming calls will be directed to your voicemail until you change the settings.
Music-on-hold – Sometimes the caller may have to wait if all of your customer care agents are busy on other calls. In this case, you can play hold music or a message in the background. Alternatively, you can air an advertisement that your caller can listen to while they are in queue.
With Virtual PBX facilities, your small company can seem like a big company. You can check with your PBX supplier to see if they offer any extra facilities.