When you're running a business, staying ahead means continuously improving your systems and processes. And that doesn't mean just fine-tuning the things that you do well – that's just work. As Bruce Hamilton puts it, "Continuous improvement is about removing the things that get in the way of your work. The headaches, the things that slow you down."
And your VoIP phone system (Voice over Internet Protocol) is one of the best places to start. By making the most of five simple VoIP features, you can speed up workflows, reduce delays, and improve how your team works together.
So, without further ado, let's get started.
1. Call Routing: Get Customers to the Right Person Fast
When a customer calls your business, the last thing they want is to be put on hold for ages or transferred around a dozen times. Call routing is one of the simplest yet most effective VoIP features that can help solve this problem. It ensures that calls go directly to the right person or department based on factors like:
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Time of day: You can set up different routing schedules for your team. Maybe your sales team handles incoming calls during the day, and your support team takes over at night.
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Specialized skills: Let’s say you have a team that handles tech support, another for billing, and a third for customer inquiries. Call routing ensures each call is sent to the right expert.
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Location-based routing: If your business has offices in different regions, call routing can direct calls to the location that’s best equipped to help the customer.
By using call routing, you can make sure customers get their questions answered faster, reducing their wait time and frustration. Plus, it helps your team work more efficiently by connecting them with the right callers right away.
Why it helps your business:
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Faster response times: When you pair call routing with call forwarding, customers connect with the right person faster—whether they're in the office or not—leading to higher customer satisfaction. In fact, over 60 percent of customers say they're satisfied when their issues are resolved quickly.
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Better workflow: Calls are automatically directed to the right team, so no one wastes time picking up the wrong call or forwarding the caller to another teammate.
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Scalability: As your business grows, you can easily add new routes and options to handle more incoming calls, departments, and even offices!
If you want to get started, Simplicity VoIP offers great call routing options to help you improve customer service and internal efficiency.
Best Practice Tip for Call Routing:
We’ve all had the unfortunate experience of dealing with an outdated phone tree—pressing "1" for sales, then "3" for service, only to talk to the wrong person. Avoid frustrating your customers by regularly reviewing and simplifying your call flow. If your business changes (new departments, remote employees, etc.), update the routing rules to make sure phone calls still get where they need to go without unnecessary detours. Also keep it direct—route calls to the right person in the fewest steps possible.
2. Voicemail-to-Email: Stay On Top of Messages, Anytime, Anywhere
We’ve all missed an important voicemail because we couldn’t get to the phone right away. With the voicemail-to-email feature, that’s a thing of the past. When someone leaves a voicemail, it’s automatically sent to your email as either an audio file or even as a text transcription so you can quickly read or listen to the message.
Automated voicemail transcription makes it easy to:
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Check voicemails on the go.
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Stay organized by having all your messages in one place (your inbox!).
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Quickly respond to urgent messages without having to dial into a voicemail system.
The best part is that you don’t have to be at your desk or tied to your phone to stay on top of messages. Whether you’re out on the job or working remotely, you’ll always have access to important voicemails.
Why it helps your business:
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Faster responses: You can read or listen to voicemails from your phone or computer, making it easier to respond quickly.
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Better organization: Everything stays in your inbox, so you’ll never miss an important message again.
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On-the-go access: You can keep track of voicemails no matter where you are, which is perfect for busy teams or remote workers.
If you’re ready to take the dread out of checking your voicemails, check out Simplicity VoIP’s voicemail-to-email feature to streamline communication in your business.
Best Practice Tip for Voicemail-to-Email:
Set up your voicemail system to include an auto-response message that lets customers know their message has been received and when they can expect a response. This not only sets expectations but reassures customers that you’re on top of their needs.
3. Video Conferencing: Bring Your Team Together, No Matter Where They Are
In the world of remote work and flexible schedules, having a reliable video conferencing solution is essential. Video conferencing is a great way to connect with your team and customers face-to-face, no matter where they are. It’s not just about seeing someone’s face – it’s about creating a more personal, engaging way to collaborate.
With VoIP-powered video conferencing, you can:
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Host team meetings without worrying about travel or office space.
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Have one-on-one client meetings that feel more personal.
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Collaborate on projects in real-time, with everyone on the same page.
Not only is video conferencing more efficient than phone calls or emails, but it also makes communication clearer. You can see the other person’s body language, which makes it easier to understand and respond – even if you're on your mobile device.
Why it helps your business:
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More productive meetings: Video meetings tend to be shorter and more focused, cutting down on unnecessary chit-chat.
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Better collaboration: Seeing and talking to team members or clients face-to-face helps avoid misunderstandings and keeps things moving forward.
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Cost savings: No need for travel expenses when you can meet virtually.
If you’re looking for a simple and effective way to meet with your team or clients, Simplicity VoIP’s video conferencing feature is perfect for making remote communication just as effective as being in the same room.
Best Practice Tip for Video Conferencing:
Nobody likes sitting through five minutes of "Can you hear me now?" before getting to the point. Before a big client presentation or team call, do a quick test to check your internet connection stability as well as your audio, video, and screen-sharing settings. Also, use a noise-canceling microphone and make sure your background is professional (or at least not distracting).
4. Plug-and-Play Integrations: Connect All Your Tools and Boost Efficiency
One of the hidden gems of VoIP phone systems is their ability to integrate with other tools you’re already using, like your CRM, email platform, or helpdesk software. When your VoIP phone system works seamlessly with your other business tools, everything just flows better. You don’t have to switch between different platforms to get the information you need.
For example, with CRM integrations, you can:
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See customer details pop up automatically when they call.
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Track interactions with your customers directly in your CRM.
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Streamline your workflow by having all communication in one place.
Integrations like these can reduce manual work, improve customer interactions, and help your team stay organized. No more wasting time looking up customer information – it’s right there when you need it.
Why it helps your business:
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Faster response times: With everything connected, your team has all the info they need to help customers quickly.
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Better collaboration: Everyone stays on the same page when your business telecom tools are integrated.
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Less manual work: Automation and integrations reduce the need for repetitive tasks, saving time and effort.
If you want to improve workflow and reduce friction between your tools, Simplicity VoIP’s integrations with various platforms can help take your business productivity to the next level.
Best Practice Tip for Integrating:
Connecting every app under the sun to your VoIP system is tempting, but too much at once can overwhelm your team. Instead, start with the tools you already use daily—your CRM, email, or project management software. That way, your team immediately benefits from smoother workflows and better efficiency without a steep learning curve.
5. Call Recording: Improve Training and Customer Insights
Call recording might not be one of the first VoIP features you think of, but it’s one that can make a huge impact on your business. Recording calls gives you a chance to review customer interactions and make sure your team is following best practices.
Here’s how it helps:
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Training: New hires can listen to real calls and learn how to handle customer inquiries.
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Quality assurance: Managers can listen to calls and ensure customers are being taken care of properly.
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Customer insights: Listening to recorded calls can highlight common customer pain points or recurring issues that need to be addressed.
Call recordings also provide a clear record of customer interactions, which can be valuable for legal or compliance reasons.
Why it helps your business:
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Better training: You can use real-world examples to train your team, which makes learning more effective.
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Quality control: Frequently reviewing calls helps maintain high standards for customer service.
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Customer feedback: Listening to calls can give you insights into what your customers need and how you can improve.
Simplicity VoIP offers robust call recording features that make tracking, monitoring, and improving customer interactions easy.
Best Practice Tip for Call Recording:
When using call recording, inform your team and customers that calls may be recorded for quality assurance or training purposes. This transparency builds trust and ensures compliance with privacy laws. Additionally, regularly review recorded calls to identify areas of improvement in your customer service and team performance.
What Sets Simplicity VoIP System Apart from the Crowd
So, why choose Simplicity VoIP over all the other options out there? Simple—because we focus on what actually matters to your business: getting things done, staying connected, and making life easier. Here’s what makes us stand out:
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All-in-One, Feature-Packed Solutions: From call routing to voicemail-to-email and video conferencing, we give you everything you need in one place—no complicated add-ons or hidden fees.
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Scalable and Reliable: Whether you’re a small team or expanding fast, our VoIP solutions grow with you, keeping you fully supported every step of the way.
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Built for Remote and Hybrid Work: With tools like mobile apps and video conferencing, your team stays connected and productive, no matter where they’re working from.
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Affordable, Flexible Plans: We know business budgets matter, so we offer competitive pricing and even an exclusive All-In VoIP Promo to help you get the best bang for your buck.
Ready to take the leap and implement these VoIP features? We're ready to help! Reach out and find out how we can help your business accomplish your goals of working smarter, not harder this year.
