Most businesses rely on the connections they have with their customers, and yet while this is increasingly being done through writing – like email or live chat – some industries still rely on direct, person-to-person contact for their work. Legal practices are such examples of this since typically a lawyer’s work needs constant and regular updates from clients, colleagues, and legal correspondents.
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.
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.
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.
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.
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.
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.
With over 20 years of experience, RingCentral is known for being ahead of the curve, providing a wide range of products, including online faxing and web conferencing software. RingCentral RingEX offers unlimited domestic calling and text messages, advanced call handling and phone management features, plus desktop and mobile apps to combine everything into one polished VoIP platform. Even better, it comes with a personal AI assistant that is a game-changer for anyone needing to take calls or follow up on clients.
It’s possible to see everything for yourself with the interactive demos, but testing its features is also possible via the 14-day free trial and 30-day money-back guarantee available. To know more about what RingCentral has to offer, we recommend calling the company at +1 (888) 295-1724 for a custom quote.
VoIP service Grasshopper considers that its mission is to provide a simple yet perfect phone system to help you stay accessible wherever you are. The service offers all the necessary features of any decent virtual phone system, and with its simple and easy-to-use account manager, everything can be easily customized. Additionally, the iOS and Android apps handily separate business calls and messages from personal ones. All these features, plus such rarities as inbound faxing, are available in three affordable plans. And when you learn about the other advantages, such as your personal virtual receptionist, you’ll be asking yourself why you haven’t already signed up. Grasshopper offers a limited free trial as well, allowing you to try the service without taking any chances.
Even before it’s decided what additional hardware might be needed in the law office, it is important to first ping test the firm’s internet connection in order to ensure that it’ll be able to handle the increased data traffic that VoIP adds into the mix. Only after that can the business decide whether it will opt for either keeping the old phones and connecting them to the internet with adapters or purchasing new devices. While using analog phones with adapters is a quick and effective way of adjusting the office to internet telephony, it’s recommended to equip the business with IP-compatible phones since they are easily configurable and come in numerous shapes and forms.
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.
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