Here’s What Restaurants Should Look for in a Phone System

Are you aware of the benefits of a phone system for restaurants? If you’re a restaurateur, your phone system directly impacts your business success. You’re probably already familiar with the limitations of traditional landline systems or underwhelming cloud solutions, including missed bookings, poor call quality, and inflexible features. These issues result in dissatisfied customers and a direct loss in revenue.

However, with the right restaurant-specific business phone system, you can transform these challenges into opportunities. This guide will equip you with the essential knowledge to select the best phone system for your restaurant needs.

We’ll outline the must-have features, highlight the benefits of modern cloud solutions, and present top vendors who understand the restaurant industry’s unique demands, which you grapple with whether you operate a single location or manage multiple sites.

Benefits of Cloud Phone Systems for Restaurants

Cloud phone systems, or Voice over Internet Protocol (VoIP) solutions, revolutionize restaurant communications by eliminating missed calls, streamlining order management, and enhancing customer service across single or multiple locations.

Improved call management

Restaurants often struggle with high incoming call volumes, leading to missed calls and frustrated customers. However, call centers for restaurants offer game-changing features that streamline your restaurant chain’s communication:

• Automatic call routing: This system instantly directs calls to the right department — reservations, takeout, or customer service — without any manual intervention.
• Multi-location support: A cloud system enables people who run multiple restaurants to manage calls for all their locations from a single platform.
• Sophisticated wallboards: These visual display systems show incoming calls, total call volume time, callers’ average wait time, and speed of answer for the entire restaurant.

Automatic call routing, multi-location support, and sophisticated wallboards ensure faster service and consistency and offer you insight into busier hours, thus enabling you to prepare better and schedule staff accordingly.

Enhanced customer experience

Poor first impressions over the phone can drive potential customers away. Your phone system often serves as the first point of contact for customers. A cloud phone system for restaurants helps you make it count with:

• Reduced wait times: Implement call queuing, auto attendant, and callback options to minimize customer wait times.
• Queue callbacks: Offer customers callbacks only when hold times exceed two minutes.
• Professional greetings: Customize your greetings and menu options to deliver a polished, professional experience from the first hello.

By reducing wait times, offering callbacks, and using professional greetings, you give your clientele a smoother customer experience, resulting in happier clients who are more likely to make repeat orders.

Increased flexibility and scalability

Traditional phone systems often hinder growth and adaptability. As your restaurant’s business needs evolve, cloud phone systems grow with you, offering:

• Remote management: Do you need to change your voicemail message or check call logs after hours? Managing your phone system from anywhere, anytime, is easy with a cloud solution.
• Superior scalability: Are you opening a new location? Adding new lines or features takes just a few clicks, without the need for extensive hardware upgrades.
• Dynamic call forwarding: Do you want to direct incoming calls from one or more locations to a preferred site that is open? Forwarding calls is a cinch for a cloud phone system.

These features enable a scalable operation that offers preemptive solutions to potential problems, such as updating messages or growing your restaurant into a multi-location business.

Heightened cost-effectiveness

High upfront costs and unpredictable expenses can strain restaurant budgets. Cloud systems offer smart spending solutions:

• Lower upfront costs: Cloud systems significantly reduce the need for expensive on-site hardware, slashing your initial setup costs.
• Predictable monthly expenses: Subscription-based models offer predictable billing, making it easier to manage your budget and offering significant cost savings.
• Minimal IT management: A trusted VoIP provider like Nextiva eliminates your need to spend hundreds or thousands of dollars each month on an IT service agreement, enabling you and your team to manage your restaurant’s phone system without being tech geniuses.

Key Features to Look for in a Cloud Phone System for Restaurants

For restaurant owners, selecting the right cloud phone system with the right set of features will transform daily operations. A well-chosen system addresses common communication challenges, providing solutions that benefit everyone, from the kitchen staff to the customers awaiting their reservations.

Call routing and management

Intelligent call routing promptly directs customers to the right staff member, while call queuing efficiently manages peak hours. Managers see fewer missed opportunities and smoother service flow, even during rush times.

Mobile app

A mobile app lets managers oversee calls and adjust settings on the go. Chefs check voicemails between market visits, floor managers handle schedules remotely, servers confirm reservations via text, and hosts manage wait lists on tablets.

Voicemail and messaging

Voicemail transcription turns lengthy messages into scannable text, allowing busy staff to prioritize responses quickly. Call recording proves invaluable for owners reviewing customer feedback or managers training new hires.

Call analytics and reporting

By analyzing call volumes and peak times, managers can optimize staffing levels. Understanding average call durations helps in training staff to handle inquiries more efficiently.

Integration capabilities

Integration with the POS system allows for smooth order-taking and customer management. When linked with CRM platforms, it enables personalized service — like greeting a returning customer by name and knowing their usual order. For the marketing team, this integration opens up possibilities for targeted promotions and loyalty programs.

Reliability and support

A system with 99.99% uptime ensures that your restaurant’s lines of communication remain open whether it’s a quiet Tuesday morning or a bustling Saturday night. When questions or issues arise, 24/7 support means help is always at hand, providing peace of mind for owners and staff alike.

What to Look for When Choosing a Vendor

Selecting the right vendor for your restaurant’s cloud phone system is crucial for long-term success. A poor choice can lead to ongoing frustration and saddle you with a system that gives you inadequate support and doesn’t meet your specific needs.

Here’s what to prioritize when evaluating potential vendors:

Reputation and reviews

When choosing a cloud phone system vendor for your restaurant, prioritize those with industry experience and positive reviews from fellow restaurateurs. Look for providers who understand the unique challenges of food service communication and have a track record of addressing them effectively.

Customization options

Customization is key in the diverse restaurant world. Seek vendors offering tailored solutions that can adapt to your specific needs, whether you’re running a single location or managing a franchise chain. Flexible pricing plans that accommodate your budget and allow for growth are essential, as is transparency in pricing to avoid unexpected costs.

Security and compliance

Security and compliance cannot be overlooked. Opt for vendors who prioritize data protection through strong encryption, secure storage, and regular updates. Ensure they adhere to relevant regulations, particularly PCI DSS if you handle payment information over the phone. This vigilance protects both your business’s and your customers’ sensitive data.

Top Phone System Vendor Options for Restaurants

Choosing the right vendor can be overwhelming because numerous options are available. To simplify your decision-making process, we’ve evaluated the top providers based on their ability to meet restaurants’ unique needs. Here’s a breakdown of the leading vendors. Each one has distinct advantages:

Nextiva

For restaurants seeking a comprehensive solution, Nextiva stands out:

• It’s known for its superior customer service, reliability, complete functionality, and proven dependability, which restaurants need.
• It includes advanced features, including robust call analytics, CRM integration, and 24/7 support.
• It’s best for restaurants seeking a universal communication solution with strong analytics capabilities.

Nextiva is the most well-rounded solution for restaurants and chains of all sizes.

RingCentral

RingCentral excels in flexibility and scalability, which makes it ideal for growing restaurant businesses:

• It’s got key features including mobile app access, advanced call routing, and team messaging.
• It’s best for multi-location restaurants or those requiring strong mobile accessibility and team collaboration tools.

Note: While feature-rich, RingCentral is expensive for smaller operations.

Grasshopper

For small businesses looking for simplicity and affordability, Grasshopper offers a solid solution:

• It’s got key features including call forwarding, voicemail transcription, and virtual phone numbers at an affordable price.
• It’s best for small-to-medium-sized restaurants seeking an easy-to-use, cost-effective cloud phone solution.

Note: While user-friendly, Grasshopper lacks some features found in more mature cloud-based solutions.

8×8

8×8 caters to restaurants with complex communication needs:

• It’s got key features including CRM integration capability, advanced call management, and robust security features.
• It’s best for restaurants that demand a high level of customization and integration with existing systems.

Note: This provider’s extensive feature set seems to be overly technical for some users.

Each vendor has unique strengths and addresses different aspects of restaurant communication needs. When evaluating these options, consider your specific requirements, budget, and growth plans.

The Best Phone System for Restaurants: Nextiva

Outdated phone systems hinder your business growth and customer satisfaction. Your communication system is the vital link between your restaurant and its customers, and it’s responsible for managing orders, reservations, and overall operations.

While several vendors offer quality solutions, Nextiva is the top choice for restaurants nationwide. Here’s why:

• Comprehensive: Nextiva provides a comprehensive, feature-rich system that caters to restaurants of all sizes.
• Scalable: Nextiva grows with your business, whether you run a single location or manage multiple chains.
• Reliable: Nextiva ensures your communication lines stay open thanks to its 99.999% uptime and 24/7 support.
• User-friendly: Nextiva remains accessible and easy to use for all staff members despite its advanced features.
• Customer-focused: Nextiva helps enhance every aspect of your customer experience management strategy by streamlining your communications.

Upgrading to a modern cloud phone system like Nextiva, which is proven in the restaurant industry, will upgrade your entire customer experience. Your brand’s communication will improve, from promptly answered phone calls to accurately processed orders.

With more than 30 well-known restaurants under its management, Northland Investments Inc. upgraded its phone system to boost its customer experience.

Remember that every call could be your next loyal customer or a significant catering opportunity. Keep outdated technology from holding your business back, embrace the benefits of cloud phone systems, and position your restaurant for success.

Get your free, no-obligation quote from Nextiva today. We’ll help you select the right plan and features to suit your restaurant’s needs.