Hotel Telephone System – Meaning, Types, and Significance

Hospitality industry largely relies on goodwill in which the positive experience of one brings more business and customers. The question here is – how to assure an enjoyable time for guests?  Along with the other factors, a hotel’s communication pattern is critical to its success, demanding a modern and versatile hotel telephone software.

Almost all hotel operations be it room booking, table booking in restaurants or connection between different departments depend on phone calls, hence, choosing the best hotel telephone system is vital to make an impression that counts. The different hotel telephone software types complying with the requirements are addressed below but, first, let’s have a brief on what is a hotel telephone system.

What is a Hotel Telephone System?

A hotel telephone system is a telecommunication network that provides several facilities in addition to voice connectivity and calling. A hotel telephone system can be used to make restaurant reservations, manage bookings, schedule wake-up calls, call housekeeping or room service, and carry out many other tasks that are essential for the smooth functioning of the hospitality business.

Features of a Hotel Telephone System

A hotel telephone software includes a variety of exciting features that add ease and charm to your hotel business. The top features are

• Check-in and check-out facilities
• Call queuing
• CRM integration
• Call recording
• Conference calling
• Call charging and routing
• Wake up calls
• Voice mailboxes
• Child monitoring

How does a Hotel Telephone System work?

To choose the best hotel telephone system, you must first know how it works. A hotel telephone system can be of several types, and its working pattern is specific to the type you choose. The main types are discussed below

Types of Hotel Telephone System

PBX

Private Branch Exchange, or PBX, is a private telephone network that allows users within an organisation to communicate with each other and the outside world. The connectivity is achieved through the use of various hardware components. The system facilitates transfer calls, voicemail, call waiting, call forwarding, call recording, and many other advanced functions. Unlike an IP PBX system, these phones do not depend on the internet connection to function hence are considered more reliable. 

VoIP

Voice communications in a VoIP (Voice over Internet Protocol) system take place over the internet. Instead of using pricey copper wires, the system uses the internet to provide connectivity. A system is a low-cost option that provides users with advanced features for establishing a telephone system in hotels and other settings.

Importance and Benefits of Hotel Telephone System

• Improved Customer Experience

In today’s modern world, where guests have numerous options to leverage a service, a disappointed or dissatisfied customer takes no time to switch to another hotel. A perfect hotel telephone software, when embedded with a hotel, simplifies everything for guests, from scheduling their wakeup call to requesting services from other departments. Customers get a flawless experience and hotels get pleased customers at the end of the day.

• Easy Operation and Management

As previously stated, good hotel telephone software substantially contributes to improving customer experience, but the story does not end there. These also foster an immaculate flow of information among hotel staff. Efficient and effective peer communication leads to easy operation and management of the setting. 

• Increased Business Efficiency

A good hotel phone system allows for quick and smooth communication not only with customers but suppliers also which increases productivity levels. Customer bookings, supply chain management, and call transferring all drastically improve when a hotel adopts a competent hotel telephone system. Also, the adaptable tool makes really good use of your resources and manpower, keeping you ahead of the competition.

• Enhanced Internal Communication 

Customers are not the only ones who can propel your business to new heights; your employees and their efforts are equally important. They also require proper hotel telephone software to fulfill their duties and optimize performance. The more and stronger they interact, the more customers they will bring to your hotel.

• Cost-effective Solution

Hotel telephone systems are not necessarily expensive. There are many hotel telephone system choices available, allowing you to enhance the results without breaking the bank. Efficient and sophisticated alternatives, such as IP-PBX, do not require costly and complex wiring and other hardware for set-up, hence, serve as a budget-friendly alternative for gaining customer trust and loyalty.

5 Top Hotel Phone System Providers in 2022

• Dialpad Talk
• 8×8 X Series
• RingCentral MVP
• Nextiva
• Vonage Cloud

Factors to Pick the Best Phone System for your Hotel

When it comes to choosing a hotel telephone system, considering a few factors is imperative to reap the maximum benefits. The most notable ones are listed below.

• Vendor’s Reputation

Finding a lot of vendors claiming to provide premier quality services is not difficult; however, not all are trustworthy. Hence, being cautious while choosing a vendor is critical to gaining the best. If you utilize a toll-free number for inbound calls, make sure the vendor can provide adequate care and support.

• Reporting Capabilities

Precise call records provide a comprehensive view of system usage. Choosing hotel telephone software with robust reporting capabilities is critical for staying informed, enhancing staff performance, and boosting guest satisfaction.

• Security

Hotel telephone systems that utilize the internet to provide service are more vulnerable to security issues; therefore, assuring the security of your connection is essential. Picking a competent and reputable service provider is again a sound decision as it guarantees that the systems are constantly updated, maintained, and are adequately reliable and efficient.

• Interface

Using a tool that is difficult to manage can be annoying. You can’t afford to contact the vendor every time you want to make a minor change. It is necessary to look for an interface that is easy to use and encourages self-service. You should have no trouble adding and removing users, monitoring usage, and performing other chores while using the system. 

Endnote

The role of the hotel telephone system has changed dramatically due to increased competition and technological advancement. These serve as the communication cornerstone regardless of whether you run a small hotel or a large resort. The system is unarguably effective and can have a major economic impact. To choose right and take the best advantage, contact OpdenTec.