Creating a Professional Office With a Virtual PBX Toll Free Number

How many times have you called a business only to be forced to listen to hold music and transferred from one department to another before finally getting to speak to the person you needed to speak to? Didn’t you wish you knew your party’s extension so you could dial it directly? This system of transferring calls from one person to the next combined with lengthy hold times is not considered good customer service – just ask your customers what they think if they’re used to dealing with a similar situation when they call you! It’s frustrating and may even discourage people from calling all together if they begin to realize it happens every time they call your business. A Virtual PBX phone system allows callers to reach the person they intend to contact quickly and easily with the use of a dial-by-name directory feature that you can set up in a matter of minutes.

A dial-by-name directory improves the quality of your customer service and creates a much more professional appearance in the eyes of customers who call you. Everyone with an extension on your toll free number can be linked to their extension number by their name, which allows callers who know who they are calling for to bypass the automated attendant, skip any lengthy hold times, and directly dial the person they want.

If the customer doesn’t know the name of the person they’re calling, they can access a complete staff directory with a single button or a voice command request and listen to their available options. You can set up your dial-by-name directory to list each department and individual staff member’s extension, making it possible for a caller who knows the person’s name but not their numerical extension to find them in the system by entering the first few letters of the staff member’s name into their phone’s keypad. This definitely beats asking the customer to wait on hold while the call is transferred to an operator or staff member who spends his or her day transferring incoming calls.

Why not reduce the need for this extra staff member and set up the Virtual PBX phone system to direct calls automatically? Not only does it help you provide better customer service, but it will help you keep your staff costs down as you no longer need a dedicated staff member to handle incoming calls. If you don’t have a dedicated operator on staff, chances are your employees are getting interrupted throughout the day with incoming calls from customers asking to be transferred to the person they’re trying to reach. An automated attendant with a Virtual PBX phone system eliminates this break in productivity by routing the calls automatically to their intended staff member.

Using a dial-by-name directory offers an affordable and easy way to set up a professional office. Not only are you able to keep customer hold times to a minimum and avoid transferring their calls from one department to another while you try to locate the staff member they’re calling – but you can help keep your staff productive as they won’t be interrupted with incoming calls that aren’t intended for them.

Author: Lee Percival
Article Source: EzineArticles.com
Provided by: PCB Prototype & Manufacturing

• Virtual PBXs Help Small Businesses Get More From Their Ad Dollars Studies are showing that many small businesses are cutting back on their advertising to save money during the recession. When reducing your advertising budget it is vital that you are getting the most from each and every dollar spent. This is actually a good practice regardless of the state......
• PBX Phone System - Make Communication Easier To make communication easier within your office network, you can equip your small business office with PBX phone system. This is a practical telecommunication solution that comes with affordable monthly charges and reduced infrastructure costs.Hosted PBX System with Web Based AdministrationWeb administration of the PBX phone system makes call......
• PBX IP Based VOIP System For Small Business IP based VOIP system with PBX features is an ideal choice for your small business that will help to boost your business productivity and reduce telecommunication charges. Small business owners can maintain a good business relationship with their potential customers all the time, with the support of this time......
• Dial by Name Directory Vs Staff Extension Listing For Phone Systems "Thank you for calling XYZ Company. If you want to reach our dial by name directory, please press the "#" key....Please enter the first three or four letters of the person's first or last name...""No. I don't want to try that." - this is common reaction when I come......
• How Limited Are Small Business Phone Systems? All too often phone companies are willing to offer overkill business phone services. They will claim that your basic small business phone system doesn't provide the features you need and they happily offer a add-on to fix the problem. Services range from voicemail, extended voicemail, rollovers, call forwarding, etc.......

• Call Tracking For Home Based Businesses Call Tracking For Home Based Businesses By Daniel Bernal Even though your home based business is not run out of an office or may have little to no employees, it's still your business. Sometime small business owners won't invest in the tools that propel them to great success, because they......
• 5 Factor Diet Plan Review - Not Just for Celebrities The 5 Factor Diet is an effective diet plan. It was created by Harley, a celebrity trainer who has worked with different celebrities such as Alicia Keys, Jessica Simpson, Kanye West, and Eva Mendes. Harley has brought his diet into an online program. His diet programs are highly beneficial to......
• It Might Be Time to Consider DIY for Home Improvement When insurance deductibles become so high that it becomes impossible to make claims to repair blown down fences and make routine home improvements, or when the waiting list for contractor help becomes impossibly long, it might be time to consider getting things done yourself. In the age of big box......
• 50+ Personal Finance, Investing, And Money Tweeps Worth Following Miranda writes for Bankling, a personal finance portal, which contains both a blog, and a tools section that contains resources like the best bank CD rates, the best savings account rates, online mortgage rate calculators, and more. These days, it's all about Twitter and the tweeple there. While many (including......
• My Zopa CD is No More I received the following email... I had known it was coming: Zopa Shuts Down US Branch With all of the turbulence in the financial markets these days, we want to let you know that your Zopa CD is as safe and secure as ever. As you know, your Zopa CD......

Related posts:

1. Virtual PBX – Professional Virtual Office Features
2. Protecting Your Privacy With a Toll Free Phone Number
3. Would You Like A Professional Telephone System For Your Office Or Home For Free?
4. Virtual Toll Free Numbers
5. Toll Free Voicemail and Virtual Phone Service