What exactly is a business telephone system?

What exactly is a business telephone system?

A Business phone system is one in which many telephones are networked and utilised by organisations to provide functions such as call handling and transferring, conference calling, call metering and accounting, private and shared voice message boxes, and so on.

A business phone system can range from a few phones in a tiny office to a complicated private branch exchange (PBX) system used by huge corporations.

Why do you need a business telephone system?

Improved Customer Service 

The primary reason businesses of all sizes employ a business phone system is because it improves the level of service that consumers receive. The upshot of this trend is that these platforms are capable of giving firms with a competitive advantage brought about by consumer-centric initiatives.

Phone systems allow users to answer calls and contact others regardless of where they are. Small companies profit from this since it reduces the amount of work required to interact with sponsors and investors.

Streamline Operations

Another reason you need a company phone system is that it simplifies the work processes. It eliminates the needless difficulty of implementing changes, which can put stress and strain on you and your staff. These negative consequences are detrimental to your company’s success. Business phone systems enable you to streamline operations and simplify communications in order to make room for more growth-oriented tactics.

A more efficient workforce means not only a more productive workforce, but also one that spends less time on the unimportant details.

Reduces Expenditure

The last, and possibly most essential, reason why you need a business phone system is that it lowers expenses in numerous company elements.

Business telephone can be one of the very first ways of improving your business. The initial cost of the business telephone system is not so high, but it is also cheap enough to be affordable for any company, no matter its size. A new business telephone system enables employees to work more effectively, increase customer satisfaction and reduce expenses by using some of the options that are included in an advanced business telephone system.

Types Of Business Telephone System

Key System Units

The most fundamental phone system is one that employs the key system unit (KSU). Because of the constraints on the number of phone lines it can accommodate, this sort of system is only suited for small firms with no more than 40 workers working as phone operators.

It’s a simple system, akin to a house phone. It contains all of the necessary functions for a business, but it lacks mobility and flexibility. It employs a central switching device – the KSU – to manually choose the phone line.

A station user could manage the connections directly using line buttons, which displayed the state of lines with built-in lamps, on a key telephone system.

This system’s variant is known as KSU-less. It has the same phone capabilities as the basic system, but it is more portable and adaptable since it does not rely on centralised switching.

Advantages

  • It includes all of the essential telecoms functions that a business requires.
  • You can select an appropriate phone line manually.
  • It’s simple to use and intuitive.

Disadvantages

  • It has a limit of 40 phone lines.
  • It is neither portable nor adaptable.
  • It lacks the adaptability that growing enterprises require.

Private Branch Exchange

Another alternative for a business phone system is a private branch exchange (PBX). This system is more sophisticated than the KSU and KSU-less systems. It employs programmable switching devices to provide automated call routing.

A PBX (Private Branch Exchange) is a telephone exchange, basically an automated switchboard, that links an organisation’s internal phones to the outside world through the PSTN, or public switched telephone network.

Advantages

  • Incoming calls can be routed automatically.
  • It can help businesses with a high number of staff.
  • It includes a separate power supply to keep it operational during power outages.

Disadvantages

  • To handle your PBX settings, you’ll need a specialised crew.
  • All maintenance is the responsibility of your company.
  • Issues with redundancy might arise across work sites.

Voice over Internet Protocol (VoIP)

Voice over Internet Protocol (VoIP) is a relatively new and popular business telephone system. This is by far the most advanced method, allowing a potential client and a phone operator to converse despite the fact that they are in separate countries. It necessitates the usage of the internet.

A VoIP solution is usually less expensive and more versatile than a typical landline phone system, allowing calls to be made via desk phones, smartphone and desktop apps, and so on. Furthermore, many businesses provide packages that combine VoIP with other services like video conferencing and digital fax.

Other Features of VoIP includes:

  • Analytics and advanced reporting.
  • Chatting on the internet.
  • Fax via the internet
  • CRM and other software integration
  • Logins through any device
  • Conferencing via video.
  • Smartphones with virtual phone lines..
  • Transcription of voice-to-text

 

Advantages

  • Phone system that is easily scalable.
  • Device and location adaptability.
  • There are low-cost options accessible.
  • A wide range of technologies makes communication more accessible.

Disadvantages

  • A consistent internet connection is necessary, which limits when and where you may use it.
  • Devices can be targeted for hacks, but there are safeguards to protect yourself.

How to pick the best business telephone system for my business?

Price

When it comes to business phones, pricing is a major concern for even the largest organisations, and it varies widely depending on the type of system you choose.

A simple analog phone system will be significantly less expensive than a hosted PBX with all of the bells and whistles, but the levels of capabilities will also be vastly different.

Scalability

When establishing a new service, it is vital to consider scalability.

How much would it cost to add more employees to your business phone plan as your organisation expands?

Consider not only the expense of new equipment for your new employees, but also the cost of extra phone service. As your firm grows, you will almost definitely need to recruit more workers.

Increasing the size of your workforce necessitates the addition of extra phones to your system. Some phone systems require a difficult setup to add another person to your phone system, while others only require a service call to your provider.

Maintenance

Your phone system’s care may decide its success… or failure. Determine how easy the system is to use, if it is a good fit for your staff, and whether your provider will function as your IT department to maintain the system up and running as a service.

Flexibility

Don’t just buy a business phone system for the sake of having one. Instead, consider how your company will change over the next few years and if the phone system you’re considering can scale.

Many companies may choose for a mid-tier solution that can grow with them. Your company may just need the basic capabilities of a service right now, but in the future, you may need conference calls, advanced calling choices, and a large number of extensions.

It’s preferable to be able to add features and equipment in small increments than starting from scratch whenever the need arises.

Staff Usage

Divide your company’s employees according to job type and tasks, as well as each role calling pattern. A customer service representative in a large corporation, for example, will almost certainly want many phone lines, a speakerphone, hands-free options, and the capacity to hold and transfer conversations. An intern, on the other hand, who will only be making or receiving a few calls, may just need a simple, single-line phone system with only a keypad and voicemail.

Customer service 

Check any phone provider’s customer service hours and ways of contact to discover what level of service they can provide if something goes wrong. Contracting with a vendor who is local and provides 24/7 onsite help may be worth a premium price for peace of mind – especially if you do business late at night or on weekends and cannot wait until the morning for assistance.

Emergency Management

When a crisis strikes – whether it’s a severe weather event, a fire in your facility, or construction that disrupts phone service – it’s vital to keep your lines of communication open. In an emergency, it is critical to be able to respond swiftly. What kind of recovery can your organisation expect in such a case? Can your provider help you avoid phone system failures in the case of a disaster? Is it possible to reroute your phone system to another location? Your company relies on its phones.

You now understand what a business phone system is, the numerous benefits it provides to your company, the various varieties accessible to you, and the key aspects you should consider before investing in one.

Our business phone specialists are here to answer any more questions and assist you in making the best decision for your business.

Scroll to Top