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Home » Tips » 5 Essential Tools to Boost Business Communications

5 Essential Tools to Boost Business Communications

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Looking to improve your business phone system and improve customer relations? Here we will look at 5 essential tools that can improve business communications: IVR system, call recording software, outbound calling service, virtual numbers, and multichannel communication options.

Essential Communication Tools

Boosting your business communication system is important as it can determine how your sales perform. A business’ communication system is often two-ways: internal and external or inbound and outbound. Internal communication refers to conversations between team members or departments within the business. External, on the other hand, refers to interaction between the business and its customers. Additionally, inbound communication refers to incoming calls while outbound refers to outgoing calls.

Good internal communication helps encourage collaboration while increasing productivity and efficiency by ensuring everyone is on the same page. Whereas strong external communication leads to improved customer service and success and increased sales generation.

Global Call Forwarding offers a range of business phone solutions and communication tools to help you achieve your business goals through clear and effective communication. Read on the learn more!

1. IVR System

An interactive voice response or IVR system is an automated voice response that uses prerecorded messages and predetermined menu options to interact with customers. It answers incoming calls, greets callers, and provides them with options to move forward. It also helps identify the purpose of the call and directs callers to the appropriate department or agent.

Having your IVR system filter out incoming calls can help you better manage your call volume. This way, simple tasks can be taken care of by the IVR while more complex tasks move to the agent or employee.

Global Call Forwarding’s Advanced IVR feature is entirely customizable. You can decide what actions and options you want to give callers and design your IVR system in a way that suits your needs best. We offer IVR with each of our virtual number plans.

2. Call Recording Software

Call recording software is another popular and highly effective business communication tool. Businesses record calls to:

  • Improve quality of customer service
  • Train new employees on what standards to uphold
  • Maintain compliance with regulations
  • Protect against liabilities
  • Document conversations and transactions, etc.

And so, recording business calls can prove extremely beneficial for companies of all sizes and in every industry. In fact, in some industries and for particular business types (such as financial services), recording business calls is an absolute necessity.

With Global Call Forwarding’s call recording software, you can record 100% of all incoming and outgoing calls. These recordings are saved as MP3 files in your online account management system for up to 6 years. You can adjust the percent of calls to be recorded, as per your needs.

3. Outbound Calling

An outbound calling service is meant to support a company’s outgoing call volume. It does so by providing an opportunity for companies to expand their reach through phone conversations. With an outbound calling service, your enterprise can contact local and international customers and prospects. All without the hassle of international or long-distance calling charges.

With outbound calling, your business can:

  • Welcome new customers
  • Increase brand awareness
  • Generate sales and leads
  • Verify accounts and purchases
  • Follow-up with recent purchases or subscriptions
  • Offer specials and memberships discounts
  • Offer customer support and customer success
  • Send out appointment/renewal reminders, and more.

Furthermore, Global Call Forwarding’s outbound calling service comes with a customizable caller ID feature. You can display specific caller IDs when calling their matching cities, states, or countries. This will increase the likelihood of calls being answered as customers recognize local and toll free numbers over international or unknown numbers.

4. Virtual Phone Numbers

Virtual numbers are growing increasingly popular among businesses because of their affordability, flexibility, and mobility. These numbers route calls over an internet connection, making it possible to make and answer calls from anywhere in the world. Additionally, you can transform just about any device into a business phone to maintain communications.

Getting and using a virtual number is significantly cheaper than a regular one. This is because it lets you connect with customers across the world for inexpensive rates, which is not possible with traditional phone lines. And these numbers can be used from anywhere. So, whether you are traveling for business or need to move your office, taking your number with you is very easy.

The most attractive aspect of virtual numbers, however, is the list of additional advanced features that come along. These include:

  • Call forwarding
  • Call recording
  • IVR/PBX
  • Call transfer
  • Time/country routing
  • Simultaneous ringing
  • Outbound calling
  • SMS capabilities

5. Multichannel Communication Options

Besides phone communication, you may also consider providing your customers with other communication channels to increase convenience. For example, you can get an SMS plan along with your virtual number to encourage customers to text your business. This is helpful for customers who prefer texting over calling a company. Additionally, you can even maintain active web chat, email, and social media accounts so that customers preferring those methods of contact receive responses and resolutions.

Additionally, you can also have a click-to-call feature on your website that makes it easy for interested prospects to connect with you. For example, Global Call Forwarding offers a CallMe Click website widget. This widget, placed on your website, allows visitors to fill in their contact information and receive a call from your company immediately. Doing so tremendously reduces the number of steps they need to take to call you and it reduces wait times as well.

Communicate Better and Improve Overall Sales

These essential tools can boost business communications by making processes more efficient and increasing productivity within the office space. Additionally, they work towards providing callers with an enhanced caller experience that encourages trust in your company. To learn more about these tools or other features that we offer, call us at 1 (888) 908 6171 or talk to an expert.

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