5 Phone Features Every Efficient Insurance Agency Needs

Are you closing the door on new business simply by how you answer the phone?

Are you burning staff efficiency due to outdated phone technology?

Are you stuck in the past because your phone tech isn’t easy to manage or update?

If you’re using a phone system that doesn’t have business-relationship and efficiency-building features, the answer is yes.

Choosing the right technology doesn’t have to be time-consuming or hard when you know what to look for. In working with your clients day in and day out, these are the five phone features every successful insurance agency needs.

1. Virtual Receptionist Capabilities

People want to have that close relationship with their agent and also want to feel that they are working with a professional whom they can trust.

A phone system’s Virtual Receptionist feature helps your agency sound professional (and seem bigger, if that’s important to you), even if it’s just you, or you run a small agency.

A Virtual Receptionist feature is vital to helping you create a positive impression by connecting with your callers in a personal, professional manner. It’s the first thing a caller hears when they give you a ring, so it’s a chance to develop that personal connection from the very beginning. You know what they say, first impressions count!

Having an advanced phone system with a professional greeting will help you and your agency create that professional sounding vibe while maintaining that personal touch.

2. Advanced Routing Options

You can maximize the Virtual Receptionist feature for other things as well, such as routing calls to the right agents or staff.

Having a phone that can connect a caller to the claims department, a new client to an onboarding specialist or a prospect to a sales rep will increase your productivity and save the caller from being bounced around and put on hold until they reach the right person.

Putting a caller on hold is often inevitable, and no one likes it, but with advanced routing options, you can give them a pleasant experience while they get routed to where they need to go.

3. Do Business Wherever You’re Working

The insurance transaction is personal, so you need a phone that follows you around and keeps you connected.

If you are traveling from different work sites or bouncing around from your desk to the road, choose a phone system that follows you wherever you go.

Phone systems like Ooma Office offer free call forwarding to mobile devices, so both your desk phone and mobile phone ring at the same time. This feature also saves you from having to give out personal cell phone numbers so you can maintain a balance between work and your personal life.

4. Easy Set Up

If you’re like most insurance agencies, you don’t have an IT staff on hand and don’t want to spend a large amount on IT consulting to get a phone system.

Make sure you get a phone system that is easy to set up and has an intuitive dashboard. You shouldn’t need to hire someone to get your phone system set up. Modern technology is very intuitive, so find a phone system that is plug and play. If it takes more than 10 minutes to get your phone set up, skip that provider and go somewhere else.

Once your phone is plugged in, setting up the features should be simple. Recording your greetings, setting up call routing, and getting every other detail set up should be very straight forward. If you need to call someone in the tech support department to get everything set up, find a different provider. Do your due diligence when shopping around, grill the sales reps and make sure the set up process is super easy.

5. Be Easy on the Budget

Phone systems can have a wide range of costs and features. Look for phone services that offer the features like the ones listed above, while still being affordable.

We’ve researched a variety of phone system providers, and the cost can range anywhere between $19.95 to $49.95. Sometimes you get more features for the higher price, but a quality provider like Ooma Office can provide all the features we’ve listed at the lower end of the price spectrum.

You should be wary of phone companies that require you to lock into contracts or advertise a low price, only to be more expensive if you want to forgo the contract and pay month by month. Check the pricing model up front to ensure what you think you’re paying will match the phone bill you’ll get each month.

Also, look for a trial period, which gives the option to try before you buy. If they don’t do a free trial, see what their return policy is if the system doesn’t meet the requirements we listed above.

Final Thoughts

Now that you know the benefits and features your phone system should have, it’s time to ditch your old provider and find one that can get you what you need at an affordable price.

If you want to learn more about Ooma and how their product has been built, specifically keeping Insurance Agents in mind, find out more about them here.

Meet Kevin Sloan

Kevin is the Demand Generation Marketing Manager at Ooma. He loves helping small businesses be more efficient in their jobs through the use of modern technology. He also loves dogs and plans on opening up a dog rescue organization in the future!

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