A virtual voicemail is a voicemail system you get with a virtual phone number or a hosted PBX. Which is also known as online Phone System.
Virtual voicemail’s purpose is same as the old standard voicemail’s.
That is recording a voice message when you are not able receive a call. But it has a lot more flexibility than a conventional voicemail system.
How does a virtual Voicemail work ?
A virtual voicemail is not a machine like a conventional voicemail.
It is a online computer program that allows your callers to leave a recorded message. As the message is stored in cloud server, you can receive the voicemail pretty much anywhere you want.
- You can forward that message a different phone number as a call.
- Receive it a fax on you fax number.
- Get it on the email as an attachment.
Always Stay Connected with Virtual Voicemail Number.
The conventional voicemail has proximity limitation. You cannot use it, unless you are at hand distance with it (literally).
So you usually get all your messages at the end of the day if you have it at home. But if its in your office ? its even worse.
You only receive messages the next day. If, there is no weekend in between. Otherwise it’s good 2 days delay.
Whereas, virtual voicemail is always with you. When ever you are free you can check voice messages. You can listen to voice messages on any device be it computer, mobile phone or a tab.
As the voice messages are sent to your email. You can also listen to them in an app on your smart phone. This eliminates the delay from your end.
Which is vital in business today’s dynamic business environment.
One Voicemail Number for Your Business.
If you don’t have an expensive PBX system in your office, you probably use different numbers for each department or team member.
This is effective and cost effective but doesn’t look professional.
With a virtual voicemail number you can give your callers one single number for all their needs. Just like a big company.
So, if someone has to call sales and then billing team. They don’t have to keep track of 2 different numbers. They can just call the virtual voicemail number and get connected to any department to leave messages for them.
It works just like a conventional PBX system, but doesn’t need investment on huge telecom equipment, or the man power to maintain the PBX system.
Virtual Voicemail Number Greetings.
Setting up virtual voicemail greeting is easy.
You can set greeting audio greeting of your choice. Even use different greetings based on workdays or holiday and time of the day.
It also give you a huge number of options, which are not possible in a conventional voicemail greetings.
- Change voicemail greetings based on time of the day ( i.e. different one for morning & evening).
- Customized voicemail based on caller id.
- Set up different voicemail for each person or department on a single phone number.
Never Lose A Single Sale Again with Virtual Voicemail.
A prospect can call you anytime. On weekend, or on after-hours.
But you usually lose track of those calls if the caller doesn’t leave their number . But with a virtual voicemail you will always be able to find out the callers phone number, along with the recorder message.
Even if the caller doesn’t say his/her number you can find it in the voicemail records.
Convert those callers into buying customers and add value to your companies bottom line. Get a virtual voicemail number for your sales phones number.
Send the Voicemail to Right Team Member.
Sometimes, only receiving the voicemail is simple no enough.
What would your sales team do with a support request ? Or the support team with a billing problem ?
You would again have to use emails to communicate internally or create a ticket. Which is time consuming and unnecessary. And also prone to mistakes.
Virtual voicemail allows your caller to connect to the department or person they want to first. Then records the message.
Also it sends the message to only the person or departments email. Which saves your time members time and solve your customers query quicker.
Most importantly other team member and department don’t have to waste their time on sorting out others’ work.
Keep a Central Record of All the Voicemail.
For a business it is important to connect right callers to right team members.
But keeping records of all the communication is equally important, if not more. A virtual phone number does send voicemail to concerned team member only.
But it does automatically keep a central record of all the voicemail. So, if you have someone new joining in for an old team mate, they can get all the previous recorded message.
A central record also help you to manage your team better and find out if anyone has unread voicemail in their account.