Save the Memo: Why Call Recording is a Business Necessity

When it comes to boosting your business’s growth and profitability, the efficiency of a company’s internal communications plays an integral role.

Studies show that positive internal communications strategies boost organizational efficacy and help pace up project completion times. A smooth working environment is sure to win many small and big businesses the profit that they crave and VoIP phones are helping businesses achieve their goals.

VoIP stands for Voice over Internet Protocol. This new technology has revolutionized how businesses carry out their day-to-day functions. Unlike traditional landline systems, VoIP phones are able to convert our analog voice signals into tiny data packets that are passed over internet lines in a digital format. Since the internet is widely available and accessible to most of us, the use of a VoIP phone really helps businesses save a significant amount of costs. Plus, there’s little to no hardware involved and the service can be integrated with all kinds of devices, such as mobile phones and tablets.

However, there’s a particular VoIP feature that’s helping businesses improve their internal communications.

Most VoIP service providers offer the call recording option as a standard feature in any base plan that you may sign up for. That’s because the ability to record phone conversations can be an extremely useful tool for both small and big businesses.

Now, you must be wondering; how does the call recording feature benefit my business?

Well, today’s blog is dedicated to explaining exactly this.

Why Your Business Needs to Avail the Calling Recording Option on VoIP Phones:

1. It Helps Measure Employee Performance

When a business’s success depends heavily on its customer support staff, it’s almost mandatory to monitor call performance. Many organizations are already making use of the call recording feature for quality assurance purposes. Keeping track of phone conversations can help you determine which employees are servicing your customers the best and which ones need more training.

If, in any case, your customer support staff is unable to perform in line with your expectations or isn’t able to produce sale conversions for a product then your company’s human resource department can review the calls to formulate better questions.

For example, if there is a systemic issue with how customers and clients are being dealt with on the phone then a review of the call recordings can help authorities detect the problem.

In addition to this, the call recordings can always serve as proof of the time spent by an employee on duty.

2. It Helps Prevent Misunderstandings and Conflicts

VoIP phones have helped promote a more flexible work environment for its users. The video conferencing feature along with voice-to-email transfer and online fax options enable employees to work from remote locations without having to worry about being present on site. However, working from long distances doesn’t completely eliminate the possibility of developing misunderstandings.

Suppose you’re having an important meeting with your team members on a conference call. When your team gets back to you regarding a project, it seems they’re following different directions than the ones you issued.

In times like this, your employees can lay the blame square on you for saying so at the last conference meeting. A recording of your call with them can provide a proof of what was actually said at the meeting and help resolve any conflicts on the spot.

VoIP service providers like RingCentral have especially good offers for the call recording option; they let you record both incoming and outbound calls!

3. It Helps You Secure Important Information

Business meetings often discuss confidential information that cannot be leaked to external stakeholders. With a call recording option activated on your VoIP phones at all times, you’ll always have proof if someone from within the organization has shared private information with those who weren’t supposed to know about it.

The call recording option also warns your employees and managers lest they decide to use office phones for personal purpose. In the case of any unforeseen circumstance, the phone recordings can serve as useful proof if an employee had been engaged in illegal or inappropriate activities that could tarnish the business’s reputation.

On a lighter note—and no pun intended here—you can also use the recordings to take notes on important tasks. When there’s a large group of people discussing ideas for a certain project, it gets difficult to keep track of the ideas that should be carried forward and the ones that should be discarded.

A recording can help you revisit the important bits of your meeting. Plus, you don’t have to shy away from participating in group discussions in real-time because the VoIP system is already taking care of all the notes you may need.

4. It Supports Consumer Behavior Research

No business can flourish without the support of a loyal customer base. This is why many companies spend millions of dollars on consumer behavior research, hoping to get a better sense of buying and selling patterns.

Some companies also make an effort to create client profiles. This ensures that important information like the caller’s preferred product or last transaction with the company is readily retrievable.

VoIP call recording options can supply businesses with useful customer data that can help them formulate winning marketing campaigns and deal with consumer concerns more effectively.

Conclusion

While call recording is often viewed as a controversial measure, it often helps businesses maintain their service quality and provide customers with better care. From preventing conflicts in the workplace to tracking employee performance, call recording options can provide many businesses with a much-needed edge over their competitors.

If you’re looking to avail the call recording option for your business, then log onto the Top5 Business VoIP website today! We provide comprehensive guides and reviews on the best VoIP phone service providers for both small and big businesses.

You can also check out our side-by-side comparisons on service providers that help you save costs, offer unique features or offer the best customer servicing.