Insurance Agencies
Choosing the Best Phone System for Insurance Agents for 2024
We all know that the insurance industry continues to evolve. As the industry and regulations change, so do the needs of insurance agents. When communication with current and prospective clients is paramount, a feature-rich business phone system is critical. With 2024 just around the corner, it’s a great time for insurance agents and agencies to evaluate their options and select the best business phone system for their needs.
What Should Insurance Agents Consider in a Business Phone System?
Insurance agents rely heavily on effective communication with clients, underwriters, and colleagues. A robust business phone system streamlines these interactions, enhances productivity, ensures compliance, and improves customer service. Here are some key factors to consider when selecting a VoIP phone system for insurance agencies in 2024.
Integration Capabilities
It’s almost 2024. Consider that seamless integration is no longer a luxury; it’s a necessity in any industry. Insurance agents use multiple software applications, including customer relationship management (CRM) systems and policy management tools. This can include AgencyBloc, NextAgency, QQCatalyst, MediCarePRO, and NowCerts. Any phone system should seamlessly integrate with these platforms, giving agents access to client information, call histories, and important data while on a call.
Additionally, many VoIP providers will claim that their system integrates with a CRM, though the level of integration is often as basic as simple click-to-call functionality. Intulse CRM integrations go far beyond basic functionality, offering agents interaction with the CRM before, during, and after the call.
Compliance and Security
The insurance industry is subject to strict regulatory requirements. Maintaining compliance is non-negotiable. The selected phone system must support features like call recording and archiving to meet regulatory standards. Additionally, robust security measures are vital to protect sensitive client information. These are standard features with Intulse, regardless of the number of users.
Scalability
Agencies grow, and a VoIP phone system needs to grow with them. The ability to add more lines, extensions, or features as your business expands is crucial. Scalability ensures that your phone system remains a valuable asset in the long term.
All VoIP providers allow for scalability, but few make it as easy as Intulse. You can order phones, extensions, add or remove users, purchase additional phone numbers, and more from within your administration panel. While our sales and support representatives are always available to help, they are not needed for basic scaling capabilities.
Call Management Features
A powerful VoIP phone system should offer features like call forwarding, voicemail, call routing, and an automated attendant. Insurance agents often work with a geographically diverse client base, and the system must be capable of managing calls efficiently and professionally, regardless of location.
Intulse offers these features and many more, all of which can be used within a single app on a desktop, tablet, or mobile device. This brings us to an important feature: mobility.
Mobility & Portability
Remote work is increasingly common, whether from home or on the road. A modern business phone system should not just support mobile access, but should be built around it. A VoIP phone system for insurance agents should be able to take calls from anywhere with access to all of the same features and capabilities they have in the office, including any integrations.
A great example would be taking a call while on the road. The caller ID populates automatically based on information from your CRM and without revealing your personal mobile number. Few VoIP providers offer that level of functionality.
Reliability and Uptime
Insurance agents cannot afford downtime. When a client calls or you call them, the phone system must work. A reliable phone system with a robust service level agreement (SLA) ensures you are always reachable, and your clients are never left out of touch.
Cost Efficiency
Features and integrations are very important, but cost-efficiency is also a major consideration. Whichever phone system is selected it should provide value for your investment and align with your budget.
Some VoIP providers will show incredibly low pricing up front, meanwhile they hide fees or restrict features behind higher-tier plans that require long-term contracts. The end result is a shocking first invoice and a service you cannot cancel. Intulse may look more expensive up front, but every basic feature is included, and we are up front about all of the fees. In fact, our estimates and proposals are usually within a few dollars of the average monthly invoice.
Customer Support
Your phone system is only as good as the support behind it. For older, in-house hardware based phone systems you are your customer support. With many VoIP providers support call wait times and problem resolution estimates can span from hours to days. Be sure to choose a provider with a reputation for excellent customer service, ensuring you have assistance when you need it.
At Intulse we pride ourselves in a few things when it comes to customer support. First, our team is 100% U.S. based. Second, we answer the phone when you call. Our average hold time is under 1 minute and our average problem resolution time is less than 8 hours, most taking only a few minutes to fix.
The Decision-Making Process
Selecting the best business phone system for your insurance agency in 2024 should be a carefully considered decision. Here’s a step-by-step process to help you make an informed choice:
- Assess Your Needs: Begin by understanding your specific needs and objectives. What features are essential? What is your budget? This will serve as a foundation for your decision.
- Research: Investigate different business phone systems and their offerings. Pay attention to their integration capabilities, compliance features, and scalability.
- Request Demos and Trials: Many providers offer demos or free trials. Take advantage of these to get a firsthand look at how the system works.
- Read Reviews: Reviews from other insurance agents can provide valuable insights into the practical performance of the systems you’re considering.
- Consult with Colleagues: If you have colleagues in the industry, ask for their recommendations and experiences with specific systems.
- Consider Growth: Ensure the selected phone system can grow with your business. Scalability is vital for long-term success.
- Review Contracts: Carefully review the terms and conditions, including contracts and service-level agreements.
- Test Customer Support: Reach out to the providers’ customer support to gauge their responsiveness and helpfulness.
- Finalize Your Decision: Once you’ve gathered all the necessary information and feedback, you can make an informed decision based on your needs and budget.
Are You Ready to Choose?
Selecting the best business phone system for insurance agents in 2024 is a significant decision. Your choice should not only meet your immediate needs but also accommodate future growth and changing industry regulations. By considering factors like integration capabilities, compliance, scalability, and costs, you can find the system that will be a valuable asset for your insurance agency for years to come. Remember that each insurance agency is unique, so the right choice will depend on your specific requirements and goals.