Virtual Calls: What it is and How Does a Virtual Phone Call Work?

Calling someone and having a conversation over the internet has become essential in this busy world. It is impossible to meet everyone in a physical meeting, and people do not want to waste their time physically meeting everyone they want to talk to. 

However, with the advancement of communication technology, choosing the easiest way to have a conversation virtually over the Internet has become the most common way, which saves time and money.

What Is A Virtual Phone Call?

Virtual calls are telephone conversations conducted using a virtual phone number. They are made over the Internet instead of traditional phone lines. People can make and receive calls regardless of their location; they just need to be connected to the Internet.

Virtual calls use VoIP technology and include advanced features, like file sharing and video conferencing, to make them smoother and easier to access. At the same time, traditional phone calls rely on a physical landline phone with a SIM card, often limited by geographic boundaries.  

You can easily make and receive audio calls just like a regular phone system, and virtual telephone calls offer various ways to communicate with others, such as video calls, screen sharing, group calls, conference calls, and more. 

As technology evolves, the way businesses and individuals call their customers, family, and friends has changed. In today’s world, virtual calls have become increasingly popular due to their ease of use, cost-effectiveness, and additional innovative and advanced features compared to traditional phone calls.

How Does a Virtual Phone Call Work?

In recent years, virtual calls and meetings have become increasingly popular. The COVID-19 pandemic accelerated this trend as the global video conferencing market continues to grow. The rise of having a convenient calling experience through virtual phone numbers helps to make better-sounding and visually appealing video conferencing.

This convenience of having a conversation is possible by using a virtual number for virtual calls, which is only possible through a combination of software, hardware, and internet connectivity.

Let’s dive into how a virtual phone call works with easy step-by-step instructions!

Step 1: Initiation of the call

First, you need a stable internet connection to make better-quality calls. When you make a virtual call, the call begins by connecting to the internet rather than traditional telephone lines. Better WiFi and mobile data are the most essential requirements for virtual phone calls. It makes the calls smooth and seamless, and users can make a call from anywhere connected to the internet.

Step 2: Conversion of voice data and transmission over the internet

As you speak, your sound is converted into digital data called voice packetization. Then, choose a Voice over Internet Protocol (VoIP) technology that facilitates the transmission of voice data from caller to receiver over the Internet in real-time. Some VoIP apps or software are Zoom, Dialaxy, WhatsApp, and more.

Step 3:  Reformation of data

Once the transmitted digital data to voice packets reaches the recipient, the voice packets are quickly reconstructed into hearable audio, allowing the other person to hear them. This seamless process creates the sensation of a typical, natural conversation.

Step 4: Termination of the Call

When you make a call to a traditional phone number, whether it’s a landline or a mobile number, the call will be routed through a PSTN (Public Switched Telephone Network) gateway. This gateway enables the digital voice packets to reach the regular phone system.

The Technology Behind Virtual Calls

Various technologies are behind virtual calls. The combination of internet connection, VoIP software, virtual phone number, VoIP gateway, and codec can handle calls and manage their smoothness and clarity.

Let’s break down the key technologies and components:

• VoIP software: Numerous VoIP software or apps, such as Dialaxy, WhatsApp, Skype, Viber, and more, are available in the market for virtual calls. Most of them are free to use.
• Internet connection: An internet connection is an essential technology for making and receiving virtual calls. A reliable and strong connection is essential for smooth and clear communication over the Internet.
• Virtual phone number: Another important thing you should have to make virtual calls is Virtual phone numbers. Unlike traditional phone call systems, you can easily make and receive calls virtually over the Internet through virtual phone numbers.
• VoIP gateway: A VoIP gateway is a device that connects your VoIP software to regular phone lines. It allows you to call both regular phone numbers and other VoIP numbers.
• Codecs: Codec is a tool used to make voice data smaller so it can be sent in time over the internet. It’s like compressing a file. It ensures communication is more effective by sending voice data faster.

Benefits Of Virtual Phone Call

Virtual phone calls are a better way to communicate with friends, family, and friends who are in the long range to meet easily. It can be more cost-effective, more reliable, and flexible to connect them. 

Communication technology makes the world small by making it easier to have a conversation virtually from anywhere in the world. From one corner to another corner of the world, you can easily have a conversation with your loved ones, family, and customers as well. 

This level of convenience can have several benefits for individuals and businesses as well. Let’s focus on some key benefits of virtual phone calls:

A. Virtual phone calls significantly reduce communication costs

Yes, virtual calls significantly reduce communication costs as compared to traditional phone calls. If you are connected to the internet, then some virtual software or apps can be used for free callings, like WhatsApp, Skype, Viber, and others. 

Suppose you are looking to expand your business worldwide. In that case, the virtual phone numbers allow you to make a call and connect with your customers globally more convincingly with lower international calling charges rather than traditional phone calls.

B. Ensuring smooth conversation with a stable internet connection

If you are connected to a stable internet connection, you can easily make and receive clearer voice and video calls, meetings, and file sharing. This convenience is better for entering the new zone of technology for the better output of your professional and personal life. 

If you are not connected to the internet or mobile data, you cannot connect with your friends, family, and customers. To make virtual calls, you need a stable internet connection that ensures smooth conversation.

C. Facilitates remote team collaboration

As a professional in the freelance industry, it is imperative to recognize the significance of utilizing virtual phone numbers for both calls and team meetings in the contemporary technological landscape.

Acquiring an understanding of Voice over Internet Protocol (VoIP) technology is essential. It allows one to stay up-to-date on VoIP trends, thereby facilitating enhanced communication with teams through virtual calls.

What Is the Process Of Making Virtual Calls?

Virtual calls make communication more flexible and easy. You can connect with your loved ones, friends, and customers without worrying about locations. This level of flexibility not only enhances communication but also boosts the user experience. 

Clear voice and video calls are more satisfying, as they allow you to enjoy an effective conversation with others who are connecting with you in a call.

Let’s see the process how you can make an effective virtual calls:

• Step 1: Choose platforms like WhatsApp, Viber, Skype, and other VoIP apps or software.
• Step 2: Then, you need to create an account for a free or paid account.
• Step 3: Generate a meeting link or code and send that link to the participants whom you want to call.
• Step 4: Join the call by opening the platform on your device.
• Step 5: Enjoy your conversation with your friends, family, or customers once everyone has joined.

Following these steps, you can easily make virtual calls with people from all over the world who are connected to the Internet.

How To Get a Virtual Phone Number?

First, you should choose a reputable VoIP service provider like Dialaxy. Then, you can easily get a virtual phone number. Virtual phone numbers are advanced numbers that enable you to call people effectively over the internet, establish your virtual presence, and communicate clearly. 

A virtual phone number can easily expand your business globally without having a physical office in a different location. It provides a local presence and allows you to connect with people virtually. 

If you need these types of convenience and want to boost your business internationally, then having a virtual phone number is essential. 

Follow the instructions to get a virtual phone number.

• Find a reputable phone number service provider.
• Sign up and create an account to access your dashboard.
• Select the preferred country (USA or Canada)
• Choose the numbering plan and packages as per your needs. 
• Make payments and submit the necessary documents for verification. 

By following these simple steps, you can easily get a virtual phone number. This makes your calls effective with advanced features like call recording, routing, forwarding, interactive voice response, call analytics and reporting, and more. These advanced features effectively enhance your communication and business efficiency.

Why Do Businesses Use Virtual Calls?

Virtual calls can do many things for businesses. They can boost business efficiency, make the business contact center work like a pro, and enhance the customer’s experience by providing the convenience of calling the contact center from various platforms. 

As you know customers are the biggest assets for the business. To make them happy it’s compulsory to boost their satisfaction and make it more comfortable to contact the call center. 

It not only refers to calling customers and receiving calls from them. Virtual calls also allow business teams to collaborate with teams and group meetings as well as make the convenience of meeting the calls.

Let’s see why businesses use virtual calls for their convenience:

1. Reduce the cost of long-distance calls.

Virtual calls are more cost-effective than traditional phone calls. They are also affordable for small teams and don’t need fancy equipment. This will easily save money and manage professional communication. 

Even virtual calls can reduce the charges of international calls compared to traditional phone calls. These calls are much cheaper, especially for long-distance and international calls. Also, this advanced calling system remains affordable by reducing the setup and maintenance costs with an affordable price.

2. Allows agents & clients to connect from anywhere

Virtual calls provide remarkable accessibility to businesses. They allow employees and customers to connect from anywhere with an internet connection, making it much easier for clients and employees to have conversations from anywhere, actually internationally or globally. 

For remote teams and clients, it is a suitable option to collaborate and communicate more efficiently without worrying about location barriers. All you need is a stable connection to the Internet. 

3. Seamless international communication 

Virtual calls are a simple and effective way to connect with people internationally. If you are a business person and want your business to expand internationally, then getting a virtual number can be the best option.  

Virtual phone calls allow you to connect seamlessly with international clients and employees. This is essential for business in today’s globalized world, enabling companies to expand their reach, collaborate with global partners, and serve customers internationally.

4. Ensures faster and easier customer service

Using this advanced calling system helps businesses provide quicker and more efficient customer support. Businesses use virtual phone calls to reduce urgent call volumes at peak times and enhance customers’ experiences.

In this tech-savvy world, most businesses use virtual communication as a faster and easier way to support customers. This can make the customer feel valued and can be loyal to the organization or brand.

5. Keeping personal numbers private

Virtual phone numbers are more secure than traditional phone numbers. Businesses use virtual phone numbers to protect their phone number details. Employees can manage work calls through the virtual phone number, keeping their lines free for personal use. 

One key benefit of using virtual calls for business is keeping personal phone numbers private. Employees and business owners can use a virtual phone number to call clients without revealing their phone numbers.

How to Set Up a Virtual Phone Call System in your contact center?

There are several steps that you should follow to set up a virtual phone call system.  Let’s see some key steps to set up a virtual phone call system in your contact center:

Step 1: Evaluate your contact center’s needs

Start by determining how many agents will require virtual phone numbers and the number of concurrent calls your system needs to manage. Assess the anticipated call volume and consider whether features like call recording, call queuing, IVR (Interactive Voice Response), or real-time analytics are necessary. If you have a remote team or are planning a hybrid work model, make sure your system allows for flexible access from any location.

Step 2: Choose the right virtual call system provider

Seek out providers that specialize in contact center solutions, such as Dialaxy, RingCentral, and more. Assess their scalability, reliability, and specific features like workforce management, call monitoring, and agent reporting tools. Confirm that the provider can integrate with your CRM system (e.g., Salesforce, HubSpot) and other vital business tools. This integration will help streamline call logging and give agents access to real-time customer data.

Step 3: Set up virtual phone numbers and extensions

Decide whether you need local numbers, toll-free numbers, or international numbers for each market you serve. Virtual numbers offer the flexibility to appear local to customers in various regions. Assign these virtual numbers and extensions to individual agents, teams, or departments (e.g., sales, customer support, technical assistance).

Step 4: Identify and configure key call center features

Identify and configure key virtual call center features such as call routing, call recording, IVR system, queue management, and more. This helps you to direct incoming calls, manage calls effectively, handle busy agents, reduce customer wait times, and enhance customer experience in a call center. 

Step 5: Train Your Agents

Provide comprehensive training for agents on how to use the virtual call system. This includes how to handle calls, use extensions, forward calls, and access features like call recording and voicemail. Train agents to effectively use CRM and contact management tools integrated into the virtual system. This helps them pull up relevant customer details during calls and improves response times.

Conclusion

Virtual calls have become an essential communication tool. They offer convenience, flexibility, and cost-effectiveness, making it easier to connect with people worldwide. From personal interactions to business communications, virtual calls have revolutionized the way we communicate.

By understanding how virtual calls work, the technology behind them, and the benefits they offer, you can make informed decisions about incorporating them into your personal and professional life. So, embrace the power of virtual calls and experience the future of communication. 

FAQs 

What is a virtual open call?

A virtual open call is an online audition process where individuals can submit their performances for consideration without having to attend an in-person event physically. This method is commonly used in entertainment industries (acting, singing, modeling) but can also be applied to other fields where talent or skill is sought.

How to start a virtual call center?

A virtual call center is a customer service operation where agents work remotely, often from their homes. Here’s a simple guide to starting a virtual call center:

• Determine the purpose of your call center
• Select a cloud-based call center software
• Recruit agents with the necessary skills and experience
• Provide training
• Set up a quality assurance process
• Provide ongoing support to agents

Why are virtual calls so popular?

Virtual calls are popular because they’re cost-effective, flexible, and accessible from anywhere with an internet connection. They offer clear call quality and advanced features like call forwarding and voicemail and are perfect for businesses and remote teams looking to stay connected seamlessly.

How to do a virtual call on an android phone?

To make a virtual call on your Android phone, simply download a VoIP app like Dialaxy, Zoom, or Google Meet, create an account, and log in. Then, tap the contact you want to call or enter their number, and hit the call button to connect instantly! Enjoy seamless conversations from anywhere.