The best way to ensure that you never miss another call again is to adopt a phone system with multiple mailboxes. Although it may seem like everyone is reaching out to businesses digitally, 56% of business owners report that the most popular way their customers communicate with them is through a phone call. The last thing you want is to miss a call that might make or break a sale.
Especially if your employees are working remotely, they should be able to access messages and contact customers as quickly as they can. If you’re a startup or small business, each client matters. You probably already use the old-fashioned phone system with one mailbox for all of your employees.
But you need to find ways to stand out from the crowd and make your brand look more polished. A business phone system with various mailboxes is an excellent way to appear professional without breaking the bank. Why should your business phone system support more than one mailbox?
What Is a Business Phone System With Multiple Mailboxes?
A business phone system with several mailboxes enables the business to set up multiple voice mailboxes. It can accommodate more than one call at a time, and it allows callers to choose which department or representative they want to speak to.
A phone system with multiple mailboxes is perfect for businesses that want to offer exceptional service to every customer who reaches out. A directory ensures that the client’s message reaches the person who needs to hear it.
Benefits of a Phone System with Multiple Mailboxes
There are numerous reasons why upgrading to a business phone system with multiple mailboxes is beneficial for startups and small business owners.
More Positive Customer Experiences
When a customer calls, they want to feel like the person on the other end of the phone cares about what they have to say. With a multi-line phone system with several mailboxes, you increase the likelihood of supporting your customers with responsive customer service.
Callers can go to the exact department or person they want to talk to, bringing them closer to getting an answer to their question without going in circles. If you have customer care representatives, customers can directly reach them, leading to a better experience overall.
Increased Privacy and Security
A phone system with multiple mailboxes also protects your employees and clients. When employees have a business line, they won’t use their personal numbers for business purposes. This security feature ensures you have more control over customer relationships.
Related: Remote Office Phone System: What to Look for
Better Time Management
You can manage your time more efficiently with a phone system with multiple mailboxes. You can set up different ring groups for each department or give each representative an individual mailbox.
For example, you could have mailboxes for general inquiries for customers who don’t have a direct point of contact. But if a customer has built a relationship with one of your representatives, they can use their extension to leave a message in their personal mailbox.
With multiple mailboxes, you’re not wasting time by trying to match a caller with the right person and can address their concerns right away.
Increased Flexibility and Easy Scalability
A phone system with multiple mailboxes is very flexible and easy to scale as your business’s needs evolve. You can add or remove mailboxes as needed without purchasing an entirely new phone system. This enables your company to have a professional phone service that grows with you.
You can even make changes on an as-needed basis. If you want to hire more team members during the summer or holiday seasons, you’ll be able to get them set up with their own mailboxes and add them to groups within minutes.
Even when dealing with a high number of calls, you won’t be overloading (or filling up) one mailbox, and customers will be able to get through to your business quickly and easily.
Customization is at the core of a phone system with multiple mailboxes. Since you aren’t limited to one line, it’s easy to tailor your business needs around this system and make the most of what you have.
For example, you can have two lines for your business number and one specifically for faxes.
Many state-of-the-art phone service providers also offer customized add-ons to your plan. If your brand is working toward an omnichannel retail model, your phone service can enhance the various ways you connect with your customers.
Features you can explore to customize your plan include:
- Voicemail Transcription: The system can transcribe the messages your customers leave and send them to you via text or email.
- Text to Greeting: You can create custom audio messages to greet your customers, using automated personalities and sound effects, simply by texting what you want to be read and selecting the voice you like best.
- Schedules: You can craft schedules that automatically route calls to different numbers, extensions, greetings, and menus based on when the call is received.
- Call Analytics: This allows you to learn more about your leads and strategize based on the calls you’re getting.
- CRM Integration: The system can seamlessly combine with your customer relationship management (CRM) platform.
Even if you’re a one-person show, a phone system with multiple mailboxes instantly makes your brand look more professional, especially as a startup or small business. If their first experience is a phone call, having a directory that helps them find who they’re looking for leads to a positive, professional brand image.
Additionally, it fosters customer loyalty because people will want to come back and support your company. Everyone has a story where they got so frustrated while waiting to talk to a customer service agent, and the last thing you want is to be the villain in that story.
Related: How to Find the Best Small Business Phone System Provider
Features to Consider When Choosing a Phone System with Multiple Mailboxes
It’s easy to run a Google search and select the first hit you get for a business phone system with multiple mailboxes, but you want to take the time to do your research before you commit. Instead of signing up for any plan, ensure it has all the features your business needs at a price you can afford.
As discussed in the previous section, your phone system must scale with your business, so you don’t find yourself investing in a new one later down the road. The platform you choose should have multiple tools in its arsenal, so you can tailor it to fit your business’s needs.
Outside of the basics, you can look for features that would make your day-to-day life easier so you can focus on building important business relationships. Besides the features listed above, look for these basics:
- Auto-attendant: Customers can press a button and be routed to the proper extension or mailbox.
- Hunt group: Users specify how many rings a line should have before the call goes to voicemail.
- Voicemail to email: Have voicemails transcribed and sent to your email, so you can easily keep track of all voicemails and messages.
- Caller ID: See the phone number of the person calling your business
- Call waiting: Answer another call while on the phone.
- Do not disturb mode: Choose which extensions or lines should be put on hold when this mode is activated.
- Conference bridge: Host multiple people on a call simultaneously, which is excellent for companies that often hold conference calls or client meetings.
- Music on hold: Select music to play for customers while they are on hold.
Work Smarter, Not Harder
Investing in a phone system with multiple mailboxes is beneficial because it provides you with credibility, better customer service, flexibility, and scalability.
Phone.com offers everything you need to set up your business phone system with multiple mailboxes. We deliver an array of features and customizable plan options for any device with no contracts. The best part? You’ll only pay for what you need when you need it. We’re ready to grow with you and help you foster better relationships with your clients. Get started with Phone.com today.