What Is The Best Phone System For Hotels?

Lorna Bailey January 30, 2018

So you’re looking for a new phone system for your hotel? Maybe because you’re facing one of these problems with your current phone system:

  • Your current phone system is outdated and not working well.
  • You feel that enquiries may not always be dealt with in the best way so you would like to monitor and improve the way your staff are communicating with guests.
  • You feel that frequent engaged tones may be leading to frustrated guests and a loss in revenue.
  • You would like a phone system that links to your booking system, such as RoomMaster PMS, eeZe Reservation, or Bookwize so you can greet guests by their name – WOWing them and saving time.

If so, there’s hope! Yo Telecom has helped over hundreds of hotels, from boutique 5-star hotels to large chains like Best Western, successfully overcome these challenges.

In this short article, we’ll outline the differences between the most popular phone systems that are available for hotels.

What is the Best Phone System for Hotels?

There are three main types of telephone systems available:

  • Digital phone systems
  • Internet (VOIP – Voice Over Internet Protocol) or cloud based phone systems
  • Hybrid phone systems (NEW – the best of both worlds)

Let’s take a look at the different systems, and explore which one is the best choice for a hotel.

Digital Phone Systems for Hotels

A digital phone system is a physical telephone system that is located somewhere in your hotel. They are small boxes which are usually mounted on a wall or placed in a cabinet. They connect to your phone lines and all the handsets you have in your building.

With a digital phone system, you can have handsets in each room that can contact each other, reception or even an outside line (if you wish to activate that for your guests).

A benefit of a digital phone system is that it’s very reliable. This system ranks #2 out of the three systems in reliability.

However, a disadvantage of a digital phone system is that it is restricted to physical phone lines (digital or analogue phone lines). This means it’s not that future-proof.

Internet (VOIP) Phone Systems For Hotels

An internet phone system, also known as a VOIP or cloud based phone system, is a virtual phone system which unlike a digital or hybrid system will not be located in your hotel. Instead, it will be located in a data centre somewhere in the world.

A benefit of VOIP systems is that they can save money on call charges.

However a disadvantage is that is if your internet cuts out, you won’t be able to make calls at all.

If you wish to have phones in all the bedrooms of your hotel, please note that pure VOIP systems do not usually support older types of cabling. Re-cabling is usually needed for VOIP systems, but not for hybrid systems.

Hybrid Phone Systems For Hotels

The hybrid system is a mixture of a digital phone system and an internet (VOIP) phone system. The system will be located in your hotel and offers flexibility with your choice of cordless and fixed handsets.

A benefit of a hybrid phone system is that they offer more reliability than both VOIP and Digital phone systems. If one type of line fails for you, it can automatically route calls in and out from a backup line.

If you want phones in your bedrooms, hybrid systems support both old types of cabling and new, so there won’t be a need to re-cable.

Hybrid phone systems don’t really have any disadvantages. They truly are the best of both worlds.

The Hybrid Phone System is the Best Phone System for Hotels

As well as being the most reliable phone system you can buy, and the most flexible if you want bedroom phones in your hotel, hybrid phone systems also offer a range of other useful features for hotels. You can find these listed below:

Call Logging
Never let an unanswered call turn into a missed opportunity, bad impression, or an upset guest again. You may miss calls when you’re busy on the phone, helping guests, or even if your reception is closed.

With the Yo Telecom Hybrid Phone System you get an instant notification of any missed calls. You can pleasantly surprise your guests by returning their missed calls.

If a call is missed, there is nothing stopping the guest from phoning another hotel in the area – and that’s exactly what you don’t want to happen! Don’t let missed calls turn into missed opportunities and a loss of revenue, see them and take action with call logging.

Call Transfer
Help callers speak to the person they need to, fast! Not only does this system allow easy call transfer throughout the office areas but it also allows quick and simple call transfers between rooms. With the Yo Telecom hybrid phone system, it’s one simple touch of a button to transfer a call to any other handset (cordless or fixed handset). Meaning better communication between your staff and your guests.

Call Waiting
Rather than customers getting an engaged tone while your team are on the phone, your phone system will automatically greet them, notify them that you’re busy on the phone and then play them some music or important announcements while they wait for you. This keeps your customers interested and on the line, rather than hanging up and becoming frustrated.

Call Recording
Make calling your hotel a positive experience, always, by improving and monitoring the way your staff speak to your customers. If a caller has a bad experience, it can be damaging to your reputation and your customers may lose trust in you.

With Yo Telecom’s Call Recording you can listen to any call that has been made or received and use it to guide and help staff to improve. It also comes in handy if you ever need to re-listen to information customers give you over the phone.

See also: Phone Systems with Call Recording – Your Questions Answered

Full Cordless Phone Coverage
Ever need to contact housekeeping or your maintenance team while they’re somewhere in the hotel, but have no cordless phones? This is a problem of the past with Yo Telecom’s full cordless phone coverage. Never lose signal in your hotel again and speak to anyone from anywhere in your hotel.

See also: What is the Best Phone System with Cordless Phones?

On Hold Marketing
Fill those awkward silences while your customers are on hold and up-sell your products at the same time. This feature will allow you to play marketing messages to your customers when they are placed on hold. For example, this could be for conference rooms, upgrades or spa day experiences.

What do Hotels Say About Yo Telecom Hybrid Phone Systems?

“The installation went even smoother than promised, without any issues. I must say a special thanks to your engineers who were friendly and spoke to my staff and I in a language we could understand.

Already we are reaping the benefits of the call recording aspect of the system! When Ryan first introduced this to me he told me something along the lines of ‘you keep a record of your emails so why would you not do the same with your calls?’ This feature is so important to any type of business I can think of! The peace of mind it gives me knowing any dispute can be resolved in minutes is a nice feeling.

I will highly recommend you to my friends in business”

Jonathan Aillion Director – Best Western

3 Step Plan to Increase the Success of Your Hotel

1. Book a Demo

You can book in for a FREE demo of our phone systems by calling us on 02382 146115 or by clicking the button below:

2. Sign up for the Option That Suits the Needs of Your Hotel

One of our specialist consultants will come to your hotel and discuss all of your options until we have come up with the perfect solution that meets your requirements.

3. Let us Take Care of a Hassle Free Installation & Training

Your delivery and installation date will be booked on a day that suits you.

We’ll take care of the whole switch over and will train you to make the most of all of the features on your new phone system!

Questions?

I hope this has been easy to understand, I’ve purposely kept it as simple as possible.

If you’d like to know more about anything discussed in this article please call us on 02382 146115 or email info@yotelecom.co.uk!

If you’d like to arrange a free demo please click the button below.

Further Reading
Find out the 6 ways that 21st century phone systems can help improve the success of your hotel!