The Best Virtual Phone Systems in 2024

Today’s business owners and entrepreneurs have more powerful tools at their disposal than ever before. Between the increasingly widespread implementation of Voice over Internet Protocol (VoIP) and innovations in AI technology, there are a multitude of ways to improve your productivity while reducing business expenses. In fact, virtual phone systems hold the power to completely transform how your company communicates. 

For many small businesses, maintaining good relationships with customers is a crucial element of success. While larger corporations might be able to entice patrons with perks like free shipping, many consumers prefer small businesses due to their warm and personalized service. Achieving this goal starts with good communication.

Even with tools like email and social media, studies show that customers prefer calling businesses on the phone. Not only do they believe a phone call will lead to a faster resolution of their problems, but they’re also more willing to buy from companies that offer personalized services.

If your business is often stretched thin due to limited time or resources, virtual phone systems can provide the transformative capabilities you need. With all the options available today, you might be wondering what features you can expect and what pitfalls to avoid before signing a contract. Here, we’ll discuss everything you need to know about the best VoIP systems in 2024. 

What Is a VoIP System?

A Voice over Internet Protocol phone system is a type of technology that makes and receives phone calls over a broadband internet connection rather than an analog phone line. You can call any telephone number using any device that connects to the internet. You’ll also receive a number that customers can use to call you so you don’t have to use your personal line for work. With leading providers, you can keep your business’s existing phone number or choose a new one. Then, you’ll receive calls from customers like normal but at a much better price.

One of the main reasons why this technology has become so popular is its affordability. VoIP phone systems cost significantly less than traditional phone lines, and leading service providers package this technology with a host of other useful tools. 

How Do Virtual Phone Systems Work?

Virtual phone systems are simple to set up and easy to use. You can connect your traditional telephone to an adapter or make wireless calls from your cell phone using the internet. If your work involves a lot of travel, that’s no problem. VoIP technology manages calls anywhere. All that’s needed is a reliable network connection. While hybrid phone systems or PBX systems require server hardware and technical support to set up and use, VoIP is cloud based and intuitive to navigate. 

The Benefits of Virtual Phone Systems for Small Businesses

Anyone who wants to save money would benefit from VoIP services. However, businesses really thrive with this technology. One of the major benefits is that you can easily get your calls routed anywhere and add extra extensions and new users. For busy entrepreneurs, this means you’ll never miss a call, whether you’re at home, on the road, or busy with other tasks.

Since these systems were designed for average people and not IT departments, they’re simple to set up and use. The results include significantly improved availability as well as impressive time and cost savings. According to the latest statistics, businesses that use VoIP technology save an average of 32 call minutes per day per user. Not only are business owners able to quickly and clearly communicate, but they can set up all the lines they need to route calls most efficiently.

Related: Office Phone Solutions: Finding the Perfect Fit for Your Work Setup

With leading VoIP providers, you can access a lot more than just call routing. Industry innovators are also offering AI-powered tools for forwarding calls and filtering out spam. According to the U.S. Chamber of Commerce, AI-powered business phone systems not only supercharge workplace productivity but also strengthen security. AI answering systems that operate on VoIP technology can detect spam, analyze call patterns, and stop robocalls from being transferred. 

Top Features to Look For in a Virtual Phone System

There are lots of options out there for virtual phone systems, and each one is designed to meet different needs. As you start your selection process, it’s helpful to know the industry standard. In 2024, most virtual phone systems will offer: 

• Phone number personalization, including local or toll-free numbers 
• Call routing and forwarding
• Call recording
• CRM integration
• Call analytics reporting

While these are the basic features you should expect, many service providers go above and beyond the standard. Below, you’ll find some of the more interesting features top providers offer. 

Unique Features to Consider

One special feature that many virtual phone systems don’t provide is number porting. Not all VoIP companies allow you to use your old business number with your new phone system. If this is important to you, verify that it’s possible before you sign up. Keep in mind that top service providers won’t charge a port-in fee for this service. 

Another unique capability is text-to-greeting services. This technology allows businesses to create customizable audio messages that can be sent to customers. An automated voice reads the text, and even sound effects can be used. A few other features you might require include: 

• HIPPA compliance: If you’re in the healthcare industry, you can keep your conversations secure with HIPPA-compliant phone calls and video conferencing. 
• Email notifications: Receive an instant email transcript and audio file whenever someone leaves you a voicemail. This will help you stay organized and never forget a message again. 
• Hold music: Appear more professional with quality music tracks that play while your callers are on hold. 

These are just a few of the many features to discover with a new virtual phone system. Explore your options and consider which tools would add value to your small business.

Identifying the Best Virtual Phone Systems Available in 2024

While there are many tools to choose from, advancements in the VoIP industry are coming out every day. In 2024, industry leaders are offering systems with detailed analytics and a robust array of complementary capabilities. Analytics and reporting are important tools for measuring the success of your call management. They help you glean insights from your customer experiences and discover where to make improvements.

Related: Boost Small Business with an Answering Service

Leading virtual phone systems should report metrics like call duration and time of day as well as other details like busy hours and call breakdown by extension number. Beyond these capabilities, today’s top VoIP providers offer scalable services packed with an array of features. This way, you’ll have access to over 50 impressive capabilities but never have to pay for services you won’t use. 

How to Choose the Right System for Your Needs

With all the features available these days, it might feel overwhelming to get started. A smart way to begin is to identify what your business’s biggest needs are in call management. This will help you determine which stand-out features are effective beyond the basics. For example, if your company uses apps at work, you may look for a phone system that can integrate with them. If you hold a lot of meetings, video conferencing features could bring a lot of value to your operations.

A few other factors to consider include:

• Price
• User-friendliness
• Scalability
• Call quality
• Range of features

Take the time to consider your business’s workflow and it will be a lot easier to identify the right system. While price is an important factor, it’s not the only one worth considering. Also look at how the system will improve your productivity, leading to increased revenue down the line. Features and convenience play a big role in the benefits you’ll see by implementing your new virtual phone system. 

Pitfalls to Avoid: Common Hurdles With VoIP Systems

While free tools like Google Voice can serve as a good introduction to the industry, they often lack the more important features that paid VoIP services include. These days, there are many highly affordable basic plans that come packed with innovative features. Leading service providers offer plans for as low as $12.74 per month. 

Another issue to be aware of is that not all service providers offer equal value for the cost. Beyond the plan’s features and capabilities, the truly standout systems are easy to install, intuitive to use, and come with excellent customer support. Be on the lookout for 30-day money-back guarantees and other perks like volume discounts.  

Improve Your Small Business This Year with a New Virtual Phone System 

Virtual phone systems are powerful tools in the hands of small business owners. Today’s offerings feature more capabilities than ever before, all at an affordable price. The best systems are easy to integrate into your workflow, help you automate tasks, and improve how you manage calls. To experience these powerful communication capabilities in your workplace, give Phone.com a try. Sign up today to see our affordable phone services and how they can improve your small business.