Best Phone Systems for Law Offices

That is why upgrading to a VoIP system is beneficial for lawyers and clients alike. Not only is such a service cheaper and easier to maintain since it only requires compatible phones and a stable enough internet connection, but it also greatly improves communication via enterprise-grade features.

But it isn’t only for effective communication that law firms will find VoIP is worth opting for. Unlike traditional phone systems where calls can be intercepted, with internet-based phone systems all conversations, messages, and faxes are encrypted to further enhance the confidentiality that clients will expect from legal practices.

What to look for in a phone system for law offices

Auto-attendant

When it comes to law firms, connecting clients to the best person to handle their cases is of utmost importance. With the fully programmable auto-attendant that many cloud phone systems have, clients can direct themselves to the right extension with ease by navigating through an interactive voice response menu. Additionally, auto-attendants can be set up to greet clients in a professional manner by playing a recording based on the time of the day and therefore whether the office is closed or not.

Call tracking

All VoIP systems are equipped with call tracking, meaning that it is possible to log all the essential information that the legal practice needs – from the time and duration of the call to the caller’s identity – to assist with billing clients based on the time spent on their case. In certain phone systems users can also record calls, which can come in handy when additional people are involved in the case.

Voicemail

Although VoIP systems can intelligently forward calls to the right person, there may be instances where the call isn’t taken such as when a client needs to speak with a specific lawyer who is currently unavailable. With voicemail, however, no calls are truly missed, as the recording is immediately sent to the intended recipient by email as an MP3 attachment.

Advanced VoIP services are even capable of transcribing voicemail messages word by word, which is a great asset for those who don’t want to waste time manually writing down recordings. Note, however, that while voicemail to email is a default feature of cloud phone systems, if voicemail transcription is available then it is a pay-only extra.

Business texting and faxing

Since VoIP services are multichannel platforms rather than simple phone systems, employees in legal practices can communicate via other means, too. Business texting in particular lets you send and receive short messages using the business’s phone number, therefore eliminating the need for setting up and paying for additional mobile phone numbers. Online faxing – which, sadly, isn’t as widespread in VoIP solutions – also unites two communication channels into one while still providing the data protection that online faxing is known for.

Conferencing

Users are provided two different conferencing options with VoIP. The merger of calls – also known as three-way conferencing – is for situations where a law office employee needs to jump into an ongoing conversation to help out. There is also conferencing in the traditional sense of the word, but in this case participants are provided with a dedicated extension to ensure the conference can be achieved without blocking regular phone traffic.

Fixed devices are usually enough for law firms, but in order to ensure the kind of constant availability that clients require from this kind of business, choosing a VoIP service to which smartphones can be connected as well is a must. Thankfully, this is a default feature in most VoIP systems, meaning that by downloading the dedicated app, employees can leave the office but stay in touch with colleagues and clients alike.