The Benefits of Using a Virtual Number for Your Call Center

Do you really want to grow your call center fast? Start with a virtual phone number. It’s easy to set up and works from anywhere.

In this digital world, businesses are no longer holding themselves back. So don’t lie to yourself. According to reports from Customer Thermometer, 96% of consumers globally say they choose brands based on customer service quality. So you can now guess how important it is to have reliable and efficient customer care.

A virtual phone number helps your call center stay connected, serve customers faster, and cut costs. It works from anywhere and supports global growth without extra setup.

Keep reading to explore the top benefits of using a virtual number for your call center.

Top benefits of using a virtual number for a call center

Virtual numbers have gravitated toward almost all call center and contact center companies. It offers many advantages, such as a robust feature set, a detailed reporting feature, and a simple and intuitive web interface. Most virtual phone number providers provide flexible communication systems to run their operations.

Now, let’s find out the top benefits of virtual numbers.

1. Cost Savings and Easy Set Up

Whether you are a small call center company or a big enterprise company, cost savings is more beneficial.

Virtual phone numbers are less expensive than traditional phone lines. So, you don’t have to pay high phone bills. As a result, you can save your business money.

Further, using virtual numbers allows you to make long-distance and international calls at a very low price. It is also easy to forward calls to other team members.

Office space is not necessary for virtual call centers. Your staff may work remotely or from home. The setup remains straightforward. The number can be ended just as quickly.

2. Improved Flexibility

Virtual phone numbers provide improved flexibility in managing calls because it is not tied to a desk phone. When you have virtual numbers, you can manage incoming and outgoing calls, receive sms, send messages, and have a video conference only with your mobile phone. So, even if you travel out of the company, you can easily manage or route calls. And if you choose to have a virtual call center, you don’t need a new desk, office space, etc.

Instead, you and your employees can work virtually. This means that if your call center is based in New York and you are in London, UK, you can still customize and manage the calls. Also, it is easier to set up and terminate your virtual number.

3. Improved Scalability

Since the numbers are linked not to the devices but to accounts, you don’t have to add or remove hardware equipment. You can easily scale up or down the virtual phone system by adding or removing a user on your existing virtual phone number plan.

If the company grows bigger, upgrade your plan and get more virtual phone numbers. Flexibility and scalability reduce disruptions caused by geographic boundaries, thus increasing productivity across your organization.

4. Enhanced Call Quality and Features

Virtual numbers offer high-quality call features that can increase the productivity of your business. One of the greatest features is that you don’t need to set it up on an office desk as you do for a traditional phone system. In addition, there are many features you won’t get through landline or mobile numbers.

It provides seamless connectivity across all stakeholders and allows you to access them from anywhere in the world. The features of virtual numbers mainly depend on virtual number providers. However, the best one will offer you call transcription, SMS, call forwarding, Interactive Voice Response (IVR), and other advanced calling functions.

You can integrate your virtual number with IVR technology to enhance communication. Callers don’t have to wait to reach the needed person when you have prerecorded messages that will greet incoming calls and route them in a predetermined order. Further, the quality of either an inbound or outbound call through virtual numbers is amazing.

5. Improved Customer Experience

Another advantage of having virtual phone numbers in call center companies is that it improves customer experience. For any company to succeed, having a 24/7 customer support service is paramount. And if you have a traditional phone system, it’s almost impossible for you to be available for your customers all day.

However, the virtual phone system is not tied to desks. So, you won’t miss out on any calls and don’t have to lose potential clients. The virtual number simplifies the calling process and routes calls appropriately.

Further, response times and call handling also increase, which directly increases customer satisfaction.

6. Personalization and customization options

Yet another benefit of a virtual phone number is personalization and customization options.

Customer preference is always for friendly, knowledgeable, and timely agents. And with virtual numbers, you can customize your communication and make it pleasant.

Virtual phone number providers help you create your existing number as a vanity number. You can customize it with the name of your brand and your number. You can add greeting messages, voicemails, forward calls, and so on with virtual numbers.

7. Multi-language support and global accessibility

Imagine your call center is in Canada, Toronto, and to get a number in the United States of America, Ohio, the traditional phone system can’t help. But with the virtual phone systems, you can have that. This means you can reach a global audience and still have a local presence.

So, no matter where you are from, you can get the trust of local clients across different customers with virtual numbers.

Further, people are likely to receive phone calls from familiar languages and numbers. That’s why you can use the local area code of different countries and states to boost call acceptance rates.

8. Look Professional

Virtual numbers allow you to build an image of a reputable business. And in today’s world, professionalism is everything. If you are unprofessional, there is no point in having an exceptional work ethic.

However, using a virtual phone number adds a professional touch to your business. You can have a separate personal cell phone number and a business phone number. Further, you can receive calls from customers on time every day with virtual numbers.

As all calls are placed using the company’s virtual number, clients will not be lost even if a team member leaves.

9. Improved Analytics and Reporting

Last but not least, detailed analytics and reporting of incoming and outgoing calls, customer details, and caller IDs help you to calculate your company’s conversion rate.

You can use the call metrics and analyze the performance of the underperformers and top performers in different parts of the country. Also, call analytics and tracking features help you to track cell phones, analyze peak call hours, track employee productivity, and so on. It gives you insights into where there is a need for additional employees during busy hours.

Further, you can get additional features such as call recording and call monitoring. These features allow businesses to monitor the effectiveness of their marketing campaigns and track the sources of their leads. Businesses can use this data to improve their lead generation strategies and increase their return on investment.

But the availability of features depends on the plan you choose. It is good to go with that plan as it allows supervisors to listen and record inbound and outbound calls.

Conclusion

Many believe virtual numbers are only useful for large software companies, but that’s far from the truth. Small call centers often need smarter, more flexible strategies, and a virtual phone number checks every box.

From connecting with global customers to saving costs, improving support with multi-language features, and getting detailed call analytics, the benefits are real. Virtual numbers make it easy to manage your team, track performance, and deliver a better customer experience, no matter your size.

If you’re looking for powerful virtual phone number features without breaking the bank, Dialaxy is a smart pick. It helps you run a more efficient call center and stand out as a top-performing virtual call center agent.

FAQs

What is a virtual phone number?

A virtual phone number is a phone line that operates over the internet, through a process known as VoIP (Voice over Internet Protocol). It functions independently from a SIM card or landline.

Can I use a virtual number to make international calls?

Yes, virtual phone numbers are great for international calls. You can easily set up local numbers without actually being in the country, so your international customers feel like they’re calling a local business.

Is setting up a virtual phone number difficult?

No, it’s not difficult to set up a virtual phone number. It’s really easy. Most providers have a simple online dashboard where you can select your number, set up rules for your calls, add greetings, etc. Usually, the entire process can be set up in just a few minutes, and you typically don’t need any tech support.

What features do virtual numbers usually include?

Different providers have different features, but some of the most common features include call forwarding, voicemail, SMS, call recording, IVR (Interactive Voice Response), real-time analytics, and integration with CRM suites. These tools can help make your call center efficient and customer-service friendly.

Are virtual phone numbers suitable for small call centers?

Yes, Virtual numbers are cheap and don’t need office space or lots of expensive equipment. As your firm grows, they’re really easy to scale. They’re ideal for small and remote teams who want professional communication.