Apart from clean rooms and various other conveniences offered like checking in, booking, and services that solve the customer concerns, must be taken into consideration regarding overall guest experience. Some hotels even operate on traditional phone systems that need a lot of hardware for operation. These hotels should consider upgrading to modern VoIP Office systems for the best hotel phone systems that have advanced features and functionality.
Replacing Old Phone Systems in Hotels
Even though many hotels are using bygone hotel phone systems that work fine, there are many reasons for hotels to upgrade to better options available for various reasons. A few of these reasons include,
Reduction in Cost
VoIP Office cloud-based systems help eliminate the need to purchase, maintain and install expensive hardware. For adding more phone lines to the hotel there is no need for additional hardware thus reducing ongoing maintenance costs. This helps to save costs, which is noteworthy and important for hotel businesses.
Ease To Use
This cloud-based virtual phone system can easily allow hotels to add or remove phone lines as and when the hotel expands or diminishes its business. The extra phone lines can be added for any event. It could be for major conferences that are hosted or even during busy seasons when expecting an influx of guests.
Portable Service
When in use, Virtual phone systems allow a portable and flexible service. The staff members can receive or make calls with the help of mobile devices while on the move, thus improving the response rate.
Updates Done Automatically
The virtual phones help with automated updates, ensuring that all hardware and software gets updated automatically. This helps the hotel staff to do their routine work, and they just need to review the notifications. This informs the reception staff that their hotel VoIP phone system has been updated.
Advanced Features
The advanced cloud-based systems available in VoIP technology help improve the experience of customers and help increase customer agents’ productivity overall.
Features like call queues, automatic call recording, call transfers, and call forwarding help you select the VoIP service provider.
Features for Hotel Phones
Several key features that must be given importance when selecting a VoIP provider for hotel phone systems are,
Auto Attendant
The auto attendant feature can handle many of the enquiries of bulk guests. The hotel menu regarding branches and various other programmable options, along with the auto attendant function, helps answer customer questions. It also helps in managing requests and keep phone lines free from irrelevant requests. This helps solve the queries made by genuine potential clients and could serve these customers quickly.
Communicate Seamlessly
VoIP Office communication services can be merged with a CRM (customer relationship management) platform, which is important and essential because it helps the hotel staff and live chat agents deliver customized, unique service to the hotel guests.
CRM integration with VoIP helps the staff members working in the hotel keep track of the wake-up calls. These calls are made to the guest rooms and helps to analyze guest call history that perform other functions too.
Providing Voicemail
Guests expect hotels to provide an integrated voice messaging system by which they can receive messages and calls, even when no operator is there to handle the guest calls. Hotel guests expect to be informed about the voicemail system for text messages or even faxes that arrive at the front desk and messages that get displayed with an indicator light.
This system can easily be integrated with the VoIP system, which will improve the staff’s efficiency. It can also retrieve detailed messages at different times of the day, which will be helpful during shift changes and handovers.
Improve Guest Experience
A few features that can improve the guest experience include,
- Multilingual auto attendants in different languages for serving customers.
- Messaging service for in-room messaging helps guests order room service or put the “do not disturb” digital sign if they don’t want a housecleaning facility.
- Voicemail translation that all team members can quickly review.
Messaging Unified
It is a universal mailbox wherein email and voicemail interact with unified messaging, which helps hotel guests recover voicemail from their inboxes. This type of messaging is most familiar with VoIP solutions.
Secured Phone Service
To protect the guests’ privacy, it’s important to ensure that the selected VoIP phone services encrypt calls and protect the data against privacy. The selected VoIP provider should have compliance-focused features.
PCI (Payment card industry) compliance rules forbid business houses from recording those calls wherein the customers share their credit card information. Hotels should look for VoIP providers offering encryptions and certifications that provide standard security.
DID (Direct Inward Dialing)
Callers from outside the hotel can call directly to an extension on the property without going through an automated attendant or even a receptionist. This helps remove the need for a dedicated trunk line for each extension in the hotel.
Outside callers can call an extension at the property directly without going through an operator or automated attender. This will get rid of the need to have a dedicated trunk line for all the extensions to the hotel premises.
Easy To Use
Sometimes, the easy-to-use facility goes unnoticed. It may require the need for inborn collaboration wherein both the staff and the guests could easily steer across the calls & various other features of the phone system. This will help the front desk to patch them across to the correct team members whenever there is a need.
Video & Audio Conferencing
Previously, only business travelers used to go for video and audio conferencing; now, even leisure travelers staying at hotels want to connect to family and friends online. The VoIP Office provides this facility.
Music On Hold
Many studies have proven that the music on hold feature keeps the callers in a reasonable mind frame. This is an excellent opportunity for hotels to play promotion messages and highlight special offers.
VoIP Office Hotel Phone System
Improve the guest experience with the VoIP Office best hotel phone system. Which directly influences the guest experience from booking a reservation till they do checkout. The guest may call for room service, ask for housekeeping or even a late checkout. Selecting a phone system that gives importance to security, reliability, and usefulness in serving guests is essential.
When selecting a business phone system provider, the features need dependability along with the budget. Most hotels choose VoIP Office for its excellent core features, transparent pricing, and 24/7 customer support.