Get Better Productivity and CX with the Right Business Phone Solutions | UBT

When you’re running a small or medium-sized business (SMB), you don’t have the luxury of wasting time or resources on communication tools that don’t work. Every call, every interaction, and every touchpoint count—whether it’s with a customer, a partner, or a colleague.

This is where cloud-based business phone solutions come into play, offering a simple yet powerful way to streamline business communications, making your team more productive, and keeping your customers happier – without adding anything extra to your plate.

Which is what we’ll be covering below!

What are Hosted VoIP Phone Systems, and Why SMBs Should Care

You might have heard the term VoIP, but what does it really mean? VoIP stands for Voice over Internet Protocol, which is the technology that lets you to make and take calls over your existing internet connection instead of your standard copper lines. It’s the technology that powers all those internet-based calls you make on your mobile phones.

Now, a VoIP phone system is how businesses use this technology to make calls. It’s a cloud-based phone system that exists virtually instead of taking up space in your office. So, you can easily manage and maintain a VoIP phone system remotely instead of dealing with a complicated setup of physical phones, wires, and equipment.

To sum up: VoIP technology is the how(it enables calls over the internet), while a VoIP phone system is the what (the complete phone solution that businesses use for calls, messaging, voicemail, and more).

Want to learn more about the ins and outs of VoIP? Check out our last blog post.

So – Why Should You Care?

Now, you might be thinking, “What’s so special about hosted VoIP, and why should I care?” Well, in simple terms, Hosted VoIP is everything that a traditional phone system isn’t. It’s flexible, affordable, mobile, and packed with features that will make your employees’ lives easier and your customers happier.

And we’re going to show you how.

The Positive Impact of VoIP Business Phone Systems On Your Customers and Team Members

A lot of SMBs want to switch to VoIP business phone solutions because of the cost savings. And honestly? We understand. VoIP service can reduce your phone bills by almost 70 percent in some cases. But the benefits go far beyond saving a few bucks. Upgrading to cloud-based phone systems (aka VoIP phones) also has a lasting impact on your employee productivity and your customer satisfaction.

How VoIP Phone Systems Boost Team Productivity

Here’s the thing: a productive team isn’t just about working harder—it’s about working smarter. And communication is one of the biggest factors that either helps or hinders your team’s productivity. Let’s talk about how VoIP phone systems help your team do their best work.

1. It Allows You to Get More Done with Desktop and Mobile Apps

Imagine your sales rep is meeting with a client and gets an important call. With an old-school phone system, they’d miss that call and either have to call back or rely on a voicemail. But with VoIP, the same call can be answered on their mobile phone or laptop, so no matter where they are, they don’t miss a thing.

Example: A customer calls in to ask about a product, but your sales rep is out in the field. With VoIP, they pick up the call directly on their smartphone, and the conversation continues seamlessly. Your team doesn’t miss opportunities, and customers don’t have to wait.

2. It Keeps Everything Centralized, Unified, and Easy to Manage

One of the most frustrating things about old phone systems is that communication isn’t integrated. Your team might be on a call but then have to follow up via email or chat. It’s a hassle. With VoIP phone solutions from United Business Technologies, everything is brought together in one simple platform. You can handle calls, messages, voicemails, and even video conferencing from a single “pane of glass.” That means your team isn’t wasting time switching between different systems—they can focus on their work and get things done faster.

Example: Let’s say a customer leaves a voicemail. With VoIP, that voicemail can be sent directly to your team’s email, so they can reply with the right information quickly—no need to listen to a message, write down details, and call back. It’s all done in a few clicks.

3. It Saves Time By Automating Necessary (But Mind-Numbing) Tasks

Think of all the small tasks that eat up your team’s time—like manually transferring calls or taking messages. VoIP business phone solutions let you automate so much of this, freeing your employees to focus on more important tasks. Call forwarding, voicemail-to-email, automated attendants, and call screening are just a few of the features that make life easier.

Example: Instead of a receptionist spending time routing calls, a VoIP system can do it automatically. Calls can go directly to the person they’re meant for or an auto-attendant can handle basic inquiries without human intervention.

4. It Helps You Discover Ways to Improve with Advanced Reporting and Analytics

VoIP doesn’t just help you talk to your customers—it also helps you learn more about how those interactions are going. Built-in analytics allow you to track call volumes, response times, and customer satisfaction from the platform, giving you a better idea of where things might be slipping through the cracks and where your team could improve.

Example: Maybe you notice from your VoIP system’s reports that customers are waiting too long to reach a support agent. With this data in hand, you can adjust staffing levels, tweak call routing, or implement an auto-attendant to handle routine questions more quickly. By responding to the data, you make customer service more efficient, ensuring faster resolutions and happier clients.

How VoIP Phone Systems Improve Customer Satisfaction

Customers today expect quick responses, clear communication, and excellent service—no matter how they reach out. If your phone system can’t meet these demands, you risk frustrating potential clients and losing out on sales. Luckily, business phone solutions built on VoIP technology can take your customer service to the next level.

Your customers don’t want to waste time waiting on hold or being bounced between departments. They expect to get answers fast and be treated well every time they contact you. A VoIP phone solution helps you meet those expectations and even exceed them.

Here’s how VoIP helps you deliver better service:

1. It Speeds Up Response Times

When a customer calls in, they want to talk to the right person immediately. VoIP helps route calls to the correct person based on the department or even the specific query. No more long hold times or struggling to find the right extension. Customers get to the right person faster, and that means a better experience for them.

Example: A customer calls your support line with an issue. They don’t want to wait on hold for 15 minutes to talk to a rep. With VoIP, you can have an automated system that routes the call directly to the right support person, based on their previous interaction or the service they need. The customer gets what they need right away—no frustration.

2. It Gives You the Ability to Offer Support After Hours

Customers don’t always need help during business hours. With VoIP, you can set up after-hours voicemail or even forward inbound calls to someone on-call, no matter where they are. This ensures your customers can reach someone when they need it most.

Example:Let’s say you’re running a small service-based business, and an after-hours emergency call comes in. Instead of missing out on business or leaving the customer hanging, VoIP lets you forward that call to a technician who can help—whether they’re at home or still at the office.

3. It Provides Better Call Quality, Which Means Fewer Mistakes

Let’s face it—there’s nothing worse than trying to have a conversation with bad call quality. VoIP systems use your existing internet to ensure clear calls every time, cutting down on misunderstandings and the need for follow-up calls (so make sure your internet connection is strong).

Example: A customer places an order over their IP phone, but because of poor call quality on your end, your team member misses a detail. That means another call is needed to clarify the order. However, with a VoIP phone system, you get HD audio time and time again, ensuring everyone is on the same page from the start, saving you time and avoiding any confusion.

4. It Makes Managing Multiple Communication Channels Easier

Customers aren’t always going to pick up the phone to get in touch. They might prefer email, instant messaging, video calling, or even texting. With older phone systems? This would be a pain to manage. But with the right VoIP phone system – one that’s armed with unified communications – you can centralize all these channels, making it easier for your team to handle messages across the board—without hopping between different tools like a stressed-out jackrabbit.

Example: A customer reaches out to your business via chat on your website. You can respond to their question instantly, without the need to pick up the phone. Later, they might need more detailed help and switch to a voice call. VoIP handles that switch smoothly, allowing you to keep the conversation going without missing a beat.

5. It Helps You Build Loyalty with More Personal Service

When a customer reaches out, they don’t want to feel like just another number. They want to know you remember them and their needs. VoIP systems allow you to integrate your phone system with CRM (Customer Relationship Management) tools so you can track your customers’ information, preferences, and previous interactions. This means when they call, you can instantly pull up their details and provide a personalized experience, which goes a long way in building loyalty.

Example: A regular customer calls in with a question about their order. Instead of having to verify their information, your system automatically shows the rep their history. The team can immediately offer the right solution based on what’s already been discussed—making the customer feel like they’re a priority, not just another number in a queue.

Why United Business Technologies’ Hosted VoIP Is a Perfect Fit for SMBs

In a world where communication is key to success, switching to a business VoIP phone solution is one of the smartest moves you can make, especially if you switch to one from UBT.

Here’s why SMBs choose UBT time and time again:

• Easy Setup, No Hassle: Get up and running quickly with a simple, straightforward setup that doesn’t require an IT expert.
• Affordable, Scalable Plans: Only pay for what you need—no hidden fees. As your business grows, your system can grow with you.
• Professional Features: Enjoy features like voicemail-to-email, call forwarding, and virtual receptionist that make your business look bigger and more professional – especially if you include our omnichannel contact center solution.
• Plug & Play Integrations: The solutions we provide easily connect with other business tools, from CRMs to project management software, giving you the ability to customize your business phone system however you like.
• Reliable Support: Our dedicated team is always available to assist you with any questions or issues—no long hold times or confusing support lines.

UBT makes it easy for SMBs to communicate better, increase productivity, and keep customers happy. Ready to enjoy all these business communication benefits for yourself? Reach out to our team and we’d be happy to start building a solution to fit your needs.