Phone numbers and quite literally so many types. In such scenarios, how do you know which type of number suits your business model? What are the things to keep in mind while choosing numbers? This blog will provide you the step-by-step guide helping you choose the right kind of number for your Business.

Virtual Phone Numbers for Businesses provides many advantages to businesses as compared to the traditional fixed lines. To understand the advantages, it is essential to know what are virtual phone numbers and how does it work?

What are Virtual Phone Numbers?

Virtual phone numbers, also known as virtual numbers or online numbers, are telephone numbers that are not directly associated with a specific phone line. Instead, they are cloud-based numbers that can be routed to any existing phone line, such as a mobile phone or landline.

Virtual phone numbers work by using Voice over Internet Protocol (VoIP) technology to forward calls to the designated phone line. This allows businesses and individuals to have a professional phone presence without the need for a physical phone line or additional hardware.

Here are a few key features and benefits of virtual phone numbers:

Flexibility: Virtual phone numbers can be easily set up and configured to route calls to any device or location. This flexibility allows businesses to have a local presence in different geographic locations without the need for physical offices.

Cost-effective: Virtual phone numbers are generally more affordable than traditional phone lines, as they eliminate the need for extra infrastructure and hardware. Additionally, international calling rates can be significantly reduced with virtual numbers.

Professional image: Virtual phone numbers can enhance the professional image of a business by providing a dedicated phone line, even if it is being answered on a personal mobile device. This helps to establish trust and credibility with customers.

Call tracking and analytics: Many virtual phone number providers offer call tracking and analytics features, allowing businesses to monitor call volumes, durations, and other valuable data. This information can be used to optimize marketing campaigns, improve customer service, and make informed business decisions.

Overall, virtual phone numbers offer a convenient and cost-effective solution for businesses and individuals looking to maintain a professional phone presence. They provide flexibility, affordability, and enhanced communication capabilities.

How does a Virtual Phone Number work?

Virtual phone numbers work through the use of Voice over Internet Protocol (VoIP) technology. Here is a step-by-step breakdown of how virtual phone numbers work:

1. Number acquisition: The first step is to acquire a virtual phone number. This can be done through a service provider that offers virtual number services. The provider will assign you a unique phone number that can be used for receiving calls.

2. Call routing: Once you have your virtual phone number, you need to set up call routing. This involves configuring the virtual number to forward incoming calls to a designated phone line, such as a mobile phone or landline. You can choose where the calls should be routed based on your preferences and requirements.

3. VoIP technology: Virtual phone numbers utilize VoIP technology to convert voice signals into digital data packets that can be transmitted over the internet. When someone calls your virtual number, the call is converted into data and sent over the internet to the designated phone line.

4. Call forwarding: The virtual phone number provider will handle the call forwarding process. When a call is made to your virtual number, the provider will receive the call, convert it into digital data, and then forward it to the designated phone line you have set up. This allows you to receive calls on any device connected to the internet.

5. Answering calls: When a call is forwarded to your designated phone line, you can answer it like any other call. The caller will not be aware that the call has been routed through a virtual number. From the caller’s perspective, they are simply dialing a regular phone number.

6. Additional features: Depending on the virtual phone number provider, you may have access to additional features such as voicemail, call recording, call forwarding rules, auto-attendant, and more. These features enhance the functionality and versatility of virtual phone numbers.

What can Virtual Phone Numbers do for Small Businesses?

Virtual phone numbers can offer several benefits for small businesses. Here are some ways virtual phone numbers can help:

1. Geographic flexibility: Virtual phone numbers allow businesses to have a local presence in multiple geographic locations, even if they don’t have physical offices there. This can help create trust and familiarity with customers in different regions.

2. Professional image: By using a virtual phone number, small businesses can project a more professional image. Customers perceive businesses with dedicated phone numbers as more established and reliable.

3. Cost savings: Virtual phone numbers eliminate the need for separate phone lines or hardware installations. This can result in cost savings for small businesses, especially those that operate remotely or have limited resources.

4. Call forwarding and routing: Virtual phone numbers offer advanced call management features, such as call forwarding and routing. Calls can be directed to different phone lines or devices based on specific criteria, ensuring that important calls are never missed.

5. Additional features: Many virtual phone number providers offer additional features like voicemail, call recording, auto-attendant, and call analytics. These features can enhance business communication and productivity.

6. Scalability: Virtual phone numbers provide scalability options, allowing businesses to easily scale their communication systems up or down as needed. This flexibility is particularly beneficial for small businesses experiencing growth or seasonal fluctuations.

7. Mobility and remote work: With virtual phone numbers, small business owners and employees can receive calls from anywhere, as long as they have an internet-connected device. This enables remote work and enhances mobility, ensuring that business operations can continue uninterrupted.

Advantages of Virtual Phone Numbers

Having covered what virtual phone numbers can do for businesses, let’s focus on the advantages of using Virtual Phone numbers for your business.

1. Single number for the entire team

It allows your whole team to be connected via single number. The need for multiple numbers which tend to confuse customers become redundant by using Virtual Phone Numbers.

2. Allows smart routing and efficient call management

This enables customers to reach the right agent faster. Repetitive queries can be handled by the same agent thus saving TAT for each call.

With one single dedicated number for customers to reach you, call management becomes easier. Your business service desk will be able to handle multiple calls at the same time and track performance of call centre more efficiently.

3. Remote working

Touted as one of the major advantages of using Virtual phone numbers, your employees can now handle calls any time, anywhere! It’s no longer required for them to be present 24/7 at their desk to provide 24/7 support.

4. Scalable and customizable

With customizable IVR, you can redirect calls to right department and resolve issues faster. Real-time reports and detailed analytics enable you to keep a track of your marketing campaigns and plan them better. By using Virtual Phone numbers, you don’t have to worry when your business expands to handle a larger customer base. Your system scales up as your grow to meet your requirements smartly.

5. Cost-effective and reliable

Cash crunch is one of the major issues faced by small businesses. Spending large amounts on traditional set-up will leave a major hole in their pockets and comes with a set of disadvantages. With Virtual Phone numbers, small businesses do not have to worry about physical set-up, added infrastructure or high maintenance costs.

Virtual phone numbers also give the added advantage of reliability. It is more reliable as compared to traditional EPBAX systems due to less downtime since calls can be routed through multiple servers present at other locations.

6. Build your brand

Being a small business, every opportunity should be used to build brand. Having an IVR set-up which greets customers in a professional way boosts your business image and builds brand identity.

Ways Kaleyra’s Virtual Phone Numbers can help your business

Kaleyra has a strong network operator connection in over 200+ countries. This will help in enabling communications quickly. We provide quarantined aged-numbers thus removing risk of cross-talk.

With Kaleyra’s Virtual Phone Numbers you can now get:

1. Easy customer support
2. Customized call-flow
3. Cost-efficient model
4. Remote working capability
5. Flexibility
6. Productivity
7. Greater scalability
8. Reliability
9. Security

Need a virtual phone number for your business? Get in touch with us for more information about the types of numbers provided by us. Reach us at sales@kaleyra.com and drop in your queries to know everything about Virtual Phone Numbers!