Technology is changing at increasing speeds and has changed many industries over the past few decades. Companies need to keep up with these changes if they want to stay competitive. So, if you’re part of the hospitality industry in any way, what do you need to know? A hot topic, often discussed by hoteliers, is whether a VoIP system is necessary. Here’s why the answer is always a resounding ‘yes!’.
What is a VoIP System Exactly?
To be clear, VoIP stands for ‘Voice over Internet Protocol’. In short, the calls you make won’t be communicated via phone lines but rather by utilizing cloud technology. The audio is transformed so it’s in digital format, which is easy to send using broadband connectivity. The system is flexible, so the digital message can still be received via an ‘old’ phone system.
Such a system requires less hardware, as there’s no need to install components like phone lines. You can even integrate existing devices, like a mobile phone or a laptop, on a VoIP system.
VOIP-related Advantages for Hotels and Similar Establishments
When used in the hotel industry, both staff and guests will reap the rewards. It makes a hotel VoIP phone system a wise investment for any hospitality entity looking for worthwhile upgrades.
Easier Budget Management – Even in the Long Run
As mentioned, you need less hardware when installing a VoIP system. For new hotels, this means less capital spent on empowering your team with a communication infrastructure.
Also, many service providers will implement new technology on an existing VoIP system as it becomes available without you necessarily paying more. So you stay competitive and can deliver an impressive service without putting your budget at risk.
Furthermore, these systems are easy to add onto. If your establishment grows, it doesn’t take much – in terms of costs or organization – to add another device or service to your existing network. So, compared to traditional systems, you’ll save in terms of creating an infrastructure and scaling it to your needs.
More 5-star Ratings for the Front Desk Team
An immediate outflow of having a VoIP system is that your guests experience the front desk in a whole new way:
- Calls are often much clearer in terms of audio quality, so it’s easier to communicate
- You can connect with your CRM system and know exactly who is calling, so reception personnel can include a name when answering a call
- Add menus so calls reach the appropriate department, such as a caller easily picking the restaurant extension to make a dinner reservation
- No more waiting for someone to answer, as you can include an auto attendant to help manage calls when there’s a high call volume
Customer Experiences can Improve
You can see that customers will already be more impressed with your establishment, just in terms of how smoothly the front desk’s reservations and answers to queries will go. In addition, there’s very little chance of the system being down simply because a cloud-based system is more reliable than one requiring hardware like phone lines.
A Wider Range of Offerings
Your guests will also appreciate the fact that your hotel can now cater for more of their needs. With a VoIP system, it’s much easier to set up a conference call or a video call. This opens up new avenues of revenue for your establishment, as guests can book your conference room or use a suite to host meetings.
Thanks to the reliability of a VoIP system, you don’t have to fear angry guests complaining about their important international business calls being cut in the middle of negotiations.
When your hotel becomes a one-stop option for everything related to a business trip, or it makes it possible to have a holiday while still keeping an eye on the business, you’re bound to have repeat visitors.
Teamwork and Staff Management
Of course, there are many other aspects of your hotel that also affect the guests’ stay. But, even service delivery can improve, simply because the connection between staff is enhanced.
The VoIP system can also be the way the team of employees interact, and this is optimized by the fact that almost any mobile device can become part of the network. No matter where a staff member is, you’ll be able to get hold of them and ensure everyone is up to date on the latest developments or requirements to keep guests happy.
Final Thoughts on VoIP
It will always be challenging to operate and compete in the hospitality industry, but there are clear ways to stay ahead of the competition and keep guests smiling. Your internal communication system is a sure way to impress and remain relevant to your target audience’s needs. It’s clear that VoIP has become non-negotiable in this industry.
