Remote phone systems a Better Substitute for Business Communications?

To pace along with the shifting industry trends, every business should adapt to these shifts as early as possible to outperform those that don’t. Adopting a remote office phone system in one way to compete with your competitors and be able to communicate with your distributed teams faster from anywhere.

The truth is we cannot judge an employee’s productivity whether they work within the office premises or from their kitchen counter. Ever since the epidemic, the idea of spending the whole day in the office not just sounds petrifying but doesn’t appeal to a wide majority – well not anymore.

Remote working or WFM (Work From Home) has entirely transformed the game for employees today. A recent survey proves that remote work has positively impacted productivity. Additionally, 87% of employees acknowledged they are more satisfied with tools and processes that enable remote team communication. In fact, it wouldn’t be wrong to say that the most outstanding effect of Covid-19 on businesses was the growth in the number of people working remotely.

However, for them to give you successful results from their home setting, facilitate your employees with a proper cloud phone system. Traditional landline systems do not qualify as effective phone systems for remote offices. Plus, with a virtual phone system, you get advanced functionality compared to what a traditional, wired telephone system offers.

To help you make an informed decision, this article will guide you on everything you need to know about a remote phone system, how it supports and connects remote teams, and how it can facilitate business owners to improve their overall customer experience and achieve the desired business goals.

What is a Remote Phone System?

remote phone system

A remote phone system is a cloud-based phone system that is powered by a VoIP service. It allows you and your team members to make outbound calls and receive inbound calls from any place in the world via a desktop app, laptop, or smartphone. A VoIP phone service allows businesses of all sizes to enjoy advanced features and functionality in terms of mobility as well as flexibility.

What makes Voice calls an important part of any business is the part where it improves communications between your in-house and off-shore teams using the latest technology. With VoIP service or a cloud phone system, which works using the internet, you can accomplish maximum with minimum expense.

A VoIP phone or IP phone requires no hardware or expensive software solutions to function, contrasting to the traditional private branch exchange (PBX) system. Plus, a virtual phone system gives you HD quality voice and video support, which means no more worrying about call drops or distorted calls. Above all, remote phones have subscription-based pricing plans that fit every kind of business and their budget.

How a Remote Phone System Supports Remote Working

 phone system support remotel working

According to survey approximately one-fourth of workers work remotely, making more and more companies shift to a remote working environment to accommodate their employees working from home professionally and more productively.

Setting up a remote phone system isn’t very technical. Even a layperson can get it right on the first attempt. You don’t require landlines, wirings, or expensive desk phones that support multiple extensions like the ones we usually see at offices. Your subscribed VoIP service provider will take care of the entire infrastructure and security for your remote phone service without even the slightest bit of involvement needed from your IT staff. In addition, professional VoIP service providers have an extensive network of data centers, making sure your phone system doesn’t fail on you at least on their watch.

Your entire phone numbers are created as virtual phone numbers and you can have as many as you require with any area code from any country across the globe. Whether you require a local phone, toll-free or international phone numbers, or perhaps need to add extensions or vanity phone numbers, a virtual phone system can offer all of it without crossing your budget limits.

Want to know what’s the most beneficial part? Your remote phone will work with your CRM and other software solutions, giving you a powerful unified communications system to support all your business communications.

Additionally, virtual phones are all about robust voice calling features better than what an on-site PBX phone system offers. If you wish to monitor your virtual call center, you can effortlessly do so via your remote phone system’s dashboard analytics. Continue to enhance your internal processes and boost your employees’ performance, meanwhile, your agents can get the maximum benefit from easy accessibility to your customer data when receiving calls some the comfort of their homes.

How to Work Remotely With a Virtual Phone System

As long as you have fast-speed internet, a PC, or a laptop, your remote workforce can work with the same enthusiasm using a cloud phone system to benefit your business as they would work from the office. Their business communication skills will not be compromised, rather they would largely improve if they work from their preferred work environment. Though, most small business owners find it helpful to offer a headset to their employees so they can speak and hear better while using their hands to type all at once.

Once your remote phone system and other software integrations are installed in place, your remote team can begin making and receiving calls from anywhere they are located. Not just business communications, they can also connect and collaborate with other team members. If your software supports omnichannel communications, you can also email, text, and video call others.

The best part is that you can effortlessly train your employees on how to use the cloud phone system, together with your CRM and sales or support software. Teach them how they can easily use the business tools within your workflows and multi-task all together.

Your cloud phone system supports features, including:

  • Text messaging
  • Call forwarding
  • Conference calling
  • Call transfers
  • Auto-attendants
  • Voice mails
  • Caller ID
  • CRM integration
  • Call Blocking
  • Call Divert
  • Caller history

And this list goes on, which also depends on your VoIP provider and what benefits they offer to their customers.

The question we often get asked from our customers: What should we make our customers hear if any of our representatives aren’t available to speak to them immediately?

We give them two options: either we guide them to use an auto-attendant, or interactive voice response (IVR) system to automatically route calls. Or, we tell them to use call queue feature that makes them hear a recording that tells them that their call will be answered shortly by one of the reps.

Additionally, the voicemail option is always available after hours. Plus, you can instruct your remote team to simply forward calls to their mobile phones, particularly if they are on vacays, or forward it to another available teammate.

A unified communications system is absolutely what you need to give your remote sales and customer support, regardless of their respective locations.

Benefits of Using a Remote Phone System

Keeping it short and simple, a remote phone system offers you easy functionality, limitless scalability, mobility, and sure-shot flexibility. A remote phone system gives you the benefits to enjoy all your business tools in one place instead of switching from one app to another.

Check out some of the benefits you take along using a remote phone system:

  • Advanced calling features such as call routing, IVR, call transfer, call queue, ring groups, push notifications, click-to-dial, call monitoring, call recording, and much more
  • On-board and off-board sales and CSRs promptly and effortlessly
  • Omni-channel ability to email, voice chat, text, etc
  • Easy to set up a virtual call center for sales or support teams to leverage geographical flexibility and talent from any place in the world
  • Cost-efficient and budget-friendly solution with no hardware installations or maintenance charges
  • A reliable and secure solution that leverages network redundancy to guarantee service continuity with 99.9% up-time
  • An all-in-one, unified communications system through dashboard analytics with a 360° view of the customer journey.
  • Improved internal communication and collaboration with other remote workers and line managers
  • Record instant feedback in real-time through automated surveys

Features to Seek in Remote Phone Systems

Remote phone systems have a diversity of features to offer such as:

Advanced Calling Features

Remote phone systems offer some powerful voice calling features that will help you accomplish your business objectives and future needs far better than the traditional phone communication system can.

An open API technology

Remote phones use open API technology that facilitates different software solutions to work in collaboration with other tools that support sales and software integrations.

Seamless support with CRMs

Your remote phone will work with your current CRM system without a glitch. No more worrying about data loss or switching apps as your VoIP phone system will automatically sync data and help you accomplish marketing and sales objectives.

Dashboard analytics

A remote phone system is a big help for your remote teams to work productively and proficiently. The dashboard analytics lets you view real-time events as they take place and also allows you to get access to reports to assess key metrics and KPIs to help you make informed decisions.

Robust technical support

The thing about a remote phone system is that it doesn’t require a lot of technical assistance to function. A credible VoIP service such as Xinix will fix any technical hiccups or answer any support questions that you may have.


Generally, a dependable VoIP phone service that supports useful features and offers the business benefits you seek to deliver an outstanding customer experience steadily, with your in-house and remote teams working collaboratively.

With remote phone systems around, you’re making the best use to keep your teams and customers connected, regardless of their location.

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