For many small businesses, a VoIP phone system makes the most sense. There are plenty of advantages to cloud-based systems, including lower up-front costs, easier scalability, and more advanced features. But sometimes useful phone features go unnoticed and unused. Here are six RingCentral features that can help your small businesses succeed.
A receptionist is often the first thing callers expect to hear when they call your business. But if you’re not large enough to be able to afford a full-time receptionist, the simple act of answering the phone can quickly fall by the wayside. You could ask employees to cover the phone, but then your callers might not get consistent service—and may not get an answer at all if people are busy with other tasks. Setting up an Auto-Receptionist can solve these problems, ensuring callers get a reliable level of customer service when they call your business.
2) Answering rules
Setting up answering rules allows you to make your phone system match the needs of your business. Automatically send callers to specific departments, or route important calls to a home office after hours while everything else goes to voicemail. If you have more than one business, you can even specify different answering rules based on the number dialed.
3) Voicemail preview
When you’re in a meeting or on a call, you can’t always pause to listen to a voicemail message. Voicemail preview automatically transcribes incoming messages, which you can then read in email or RingCentral desktop or mobile apps. Preview helps you quickly screen messages and respond to the most important ones first.
4) Message notifications
It’s important for any business to provide good customer service, but sometimes small businesses struggle with handling incoming messages. RingCentral’s missed-call notifications and message alerts are customizable to make sure nothing falls through the cracks. For example, you could send text message alerts for voicemails and faxes to your mobile phone, while missed call alerts arrive via email so you can follow up all at once. RingCentral’s flexible notifications allow small businesses to be super-responsive, even if you don’t spend all day next to a telephone.
5) Business SMS
As mobile devices have become ubiquitous, text messaging has evolved from personal conversations into a business tool for keeping customers and coworkers in touch. But sending text messages from personal devices can come across as less professional and makes it difficult to keep business and personal communication separate. With RingCentral Business SMS, you can send text messages from a business number, without sharing your personal contact info or needing to carry a second mobile device. Business SMS also works in RingCentral’s desktop and mobile apps, so you have the flexibility to use SMS messaging across all of your devices.
6) Audio and video conferences
Audio conferencing connects multiple callers together quickly. Everyone dials in to a central line and can participate along with all the other callers. It’s a perfect solution for ad-hoc discussions and saves time traveling to meetings. Conferencing is included with your RingCentral service, and provides a dedicated bridge number with unique access codes that allow for multiple simultaneous conference calls. There’s no need to pay for a separate conferencing service, and you don’t need to schedule conferences in advance.
When face-to-face collaboration is needed, video conferencing with RingCentral Meetings works from any computer or mobile device. Screen sharing, collaborative whiteboards, and file sharing are built in for a flexible, collaborative experience.
VoIP business phone systems incorporate a range of features that can benefit your small business. Learning to utilize these features can help your company stand out and simplify your workflows so that you can stay focused on your goals.
Originally published Dec 15, 2016, updated Aug 12, 2020