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A recent report by Deloitte showed that 36% of businesses were in the process of optimizing their organization of the future, by simplifying its processes and implementing new technology tools. To make the most out of technology in 2022, your recruitment agency should be using a VoIP (or ‘cloud-based’) phone system.

The key advantage to using a VoIP service, rather than a traditional phone service, is that your phone is connected to your computer. This opens the door to many more key benefits that can help your recruitment firm save money, increase compliance, and take on more candidates and clients.

Choosing the right VoIP system for your recruitment business can be a difficult task, with many features, pros cons, and prices to compare and consider. Keep reading for key information on how VoIP phone systems work, how to choose the best one for your recruitment agency, and 5 of the best phone systems for your agency’s needs.

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What is a VoIP (voice over Internet Protocol) Service and Why Should You Be Using One?

VoIP is the transmission of phone calls through the internet, rather than a telephone company’s wiring. Therefore, businesses using a VoIP service must be connected to the internet whenever a call is made or received. This downside is usually worth the value of using a VoIP service.

Your candidates may not notice a difference in the phone calls they receive from you, however, you could be enjoying the benefits of using a VoIP service on your end.

• Integrate with your recruitment firm’s databases and CRMs. The data from your phone call can be automatically logged in your firm’s database, to improve compliance and record keeping.

• You can call the candidate from your mobile phone or computer, with your client's notes and details on the screen in front of you. Then once the call is finished, you can update these notes and send them automatically to your recruitment database with one click.

• Phone numbers can be set up on a laptop or mobile phone without any additional hardware.

The internet connection acts as a gateway to many automation, integration, and communication features. These things make it easier to streamline your talent management processes, facilitate faster hiring, and ensure the talent pipeline is progressing.

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How to Choose the Best Phone System for Your Recruitment Agency

Not all VoIP phone systems will offer free trials, as existing phone numbers will need to be ported to the new system and messages and other data might need to be transferred. However, most phone systems will demo its features for you so that you can see how it works and whether it would be a good fit for your business.

Consider these points when looking at your options before committing to a phone system:

1. What are the needs of your business? Why are you considering the switch?

Consider how many users you will have, what key tasks you want to make more efficient with the new system, and what drawbacks you are experiencing with your current phone system. There are many phone systems designed for businesses, but few that are designed for recruiters specifically.

2. What features would your firm value from most?

Consider the internal and external features of the phone system. Do you want to be able to make video calls, easily configure call flows, and use an intuitive interface? And are you looking to automate tasks, to integrate with your recruitment database, and to improve record keeping and customer interactions?

3. What drawbacks are non-negotiable for your recruitment agency?

Recognise that some shortfalls are to be expected as with any software. How you manage these shortfalls is what counts. Compare the work-style of your team against the work-style you want to help optimize your business. Are ease of use and user-interface something you cannot compromise on, or is it scalability or multi-platform apps?

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Best Phone Systems for Recruitment Agencies

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1. Vxt

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Vxt is one of the only phone systems built specifically for the recruitment industry. The intuitive user-interface, detailed integrations, and call features have been designed specifically for the daily needs of recruiters.

Some of its main features include:

• Mobile, desktop, and web apps
• Integrates with JobbAdder, Bullhorn, Salesforce and more
• Call recording, logging, transcriptions, flows, forwarding, transfers
• Voicemail to email transcriptions
• Modern and simple user-interface
• Easy onboarding and troubleshooting
• Video conferencing

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2. Mitel

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Mitel is a communications provider that offers a variety of solutions for various businesses. For recruiters, their MiVoice Business phone system is a good option.

Some of its main features for recruitment agencies include:

• Integrates with Salesforce
• Call routing, holds, screening, auto-attendant
• Mobile, desktop, and web apps
• Video conferencing

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3. Vonage

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Vonage is a consumer service provider that also provides businesses with a cloud-based phone system. A key benefit to Vonage is that it is a well-established and reliable service. Its cloud-based system allows law firms to work more efficiently by offering greater flexibility and increased productiveness.

Some of its main features for recruitment agencies include:

• Integrates with Bullhorn
• Mobile and desktop app
• Call recording, tracking, logging
• 99.999% uptime reliability
• Video conferencing

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4. Aircall

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Aircall is a phone system built for sales teams, that is also fit to suit the recruitment industry. It features integrations with several third-party recruitment software and many in-app calling features.

Some of its main features for recruitment agencies include:

• Integrates with JobAdder and Bullhorn
• Mobile and desktop apps
• Call recording, holds, forwarding, transfers, routing, extensions
• Visual voicemail
• 99.99% uptime

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5. 8x8

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8x8 is one of the leading business communications providers that offer business phones, video conferencing, and internal chats.

Some of its main features for recruitment agencies include:

• Integrates with Bullhorn
• Mobile and desktop apps
• Call recording, holds, forwarding, transfers, queues
• Visual voicemail
• Video conferencing

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Choose a Phone System that has been Built for the Recruitment Industry...

To improve processes and increase the potential of your recruitment agency, choose a phone system that has been built specifically for you. This way, your business can make use of all the features of the phone system without paying for features that are irrelevant to your daily work.

Phone systems with AI built specifically for recruiters can help you automate administrative tasks, increase compliance, and take on more clients, to help you shape a future-proof business.