Can you imagine any business without a phone? Not only is it the most convenient way of communication but also the most powerful tool for running your business. As a part of your company, you should have an efficient phone system to handle every aspect of it.
The best phone system for a business is not one that comes with all sorts of bells and whistles but rather one that has all the features you need in order to run your company smoothly.
There are various options to consider when picking out a phone system, so this article will take you through some of the options and give you some insight about which one is right for your business.
Understanding Your Business Needs
Getting the phone system right is difficult because every business has its own needs. If your business needs to make a lot of telephone calls, you want a phone system with lots of lines. If your business needs to keep in touch with customers, you need a system that can route calls efficiently.
When getting a new phone system, you have to decide not only what features you want, but also how to configure them. The configuration of your phone system depends on your business needs. Most companies want an easy way to make long-distance calls,
And business needs can change. When your business expands, you may need more lines, more phones, or different kinds of phones. So before you design your system, you need to think carefully about where your business is going.
What Is a Phone System?
A phone system is a business solution that allows you to connect multiple locations and employees with a single, user-friendly interface. This gives your business greater functionality and saves you time and money in the long run.
It is the primary means of communication between your customers, potential customers, vendors and employees. It includes the hardware components (phones) and software (voice mail, auto-attendant, call forwarding, music on hold) that connects you with them.
Types of Business Phone Systems
- Cloud-based phone system A cloud-based voice service is a business phone system that provides user features, functionality, and communications capabilities over an Internet connection. The cloud-based model allows any user to access the business PBX terminal from anywhere at any time. This provides a wide range of features and app options that were not possible with a traditional PBX. These systems have been gaining popularity for businesses that need scalable solutions at a cost that is much lower than an on-premise PBX system.
- VoIP (Voice Over Internet Protocol) A VoIP is a data over voice communication service over the Internet Protocol. It is the combination of a router, a telephone and a software package that allows your telephone to receive digital signals from the Internet, which in turn lets them have a voice conversation with another line or network, just like a regular phone would. The voicemail applications that come with the system also let users leave a message for callers when they are away from the office.
- DECT cordless A Dect cordless phone system has superior sound quality, innovative reliability, and special features. Businesses save money by eliminating ongoing operating costs of analogue business systems. This system is a big step forward in terms of phone technology. It uses the 1.9GHz frequency for transmission, which is more than twice as much as most cordless phones. This means clearer reception and more channels available. Ideally, you will never have to worry about a call being dropped or static interfering with your conversation.
- Virtual PBX A virtual PBX phone system gives your small business the ability to make and receive calls like a large enterprise with a private phone system. Benefits include lower cost, increased mobility and efficiency, expanded call capacity, and more. This virtual PBX phone system brings you all of the features of a traditional PBX without the expense and complexity.
- Key System A Key System is a phone system that allows you to add and remove extensions at will. It is one of the most popular phone systems. It is commonly used by small offices of two to 10 users that typically use between one and four lines. If you are just starting out, this is probably what you want. The phones plug directly into a base unit, which in turn plugs into the wall jack. All the extension numbers are programmed in by one person, so everyone can come up with their own extension number
Top features to look for in a phone system for businesses
- Multiple extensions
- Voice mail
- Call blocking
- Conference calling
- Auto Attendant
- Integrated CRM
- Unified Messaging
- Call Tracking & Analytics
Why a Good Phone System is Important?
The telephone system probably isn’t the first thing on your mind when you start a business. But a good phone system is important for more than making sure customers can reach you.
When customers call your business, they hear your voice, and your voice is how they judge you. A good phone system can help build your brand. It can also influence the decisions customers make about whether to buy from you.
This is crucial to a business, Making it possible to be flexible and responsive to customers. You need to think about every call a customer makes to your business, and figure out how to make each call a good one.
Key Differences Between VoIP, IP PBX and Traditional Telephone Systems
VoIP, IP PBX Phone Systems
- Ideal for small businesses, the value of VoIP is huge.
- The flexibility of IP PBX makes it easy to manage from anywhere in the world.
- Small businesses get more features and greater quality with no installation or maintenance fees.
- With an IP PBX, multi-site businesses get increased flexibility and reliability at a lower price than traditional systems.
- Whilst cloud systems are secure and cost-effective.
- You can make unlimited calls
- VoIP Providers don’t require expensive circuit expansions in case you need more lines in the future.
- VoIP can make your office more efficient by integrating with other business applications like CRM, email solutions or cloud-based virtual receptionists etc.
- The maintenance costs are lower when compared to the traditional phone system.
Traditional Phone Systems
- Traditional systems are old-fashioned and expensive
- They are not portable because they have to be wired into the building.
- A traditional telephone system uses a physical infrastructure, such as telephone switches and cables, to provide phone service
How to Select a Phone System for Your Business
- Look at the functionality
- Consider your employees’ needs
- Determine what features you need
- Select a system that supports your unique
- Make sure the seller is a reputable company
- Get third party advice from experts
- Figure out how many lines you need
- Choose a system that integrates with your other devices
- Check out the options for mobile solutions
Personal Phone Systems Vs Business Phone Systems
Your phone is a personal phone, and you use it to talk to other people. Business phone systems used to be analogue. But analogue systems were expensive and hard to set up.
Now, most business phone systems are digital. You call someone else on a certain number, and your phone connects you directly to them, using the Internet. You don’t have to pay for long-distance calls, and it is easy to set up.
While most people today use mobile phones, this is a big mistake. mobile phones are too expensive, and they don’t work everywhere. Even if you are willing to pay for them, they can’t be counted on to work when you really need them. And if you leave your cell phone at home, you are out of luck.
A reliable phone system provides uninterrupted service to all employees. Most businesses need more than one phone. Employees must sometimes work from remote locations. Customers and potential customers must sometimes call.
A business also needs to make calls itself. A phone system that lets employees make and receive calls wherever they are helps a business keep employees productive.
Choosing a phone system is only the first step. The second step involves figuring out how to install and use it. How do you set up your phone system? How do you use it? How do you keep it running?
A lot of people choose phone systems without really thinking about any of this and end up with systems that are hard to set up and hard to use. The best way to avoid this problem is to choose a system that’s already set up and ready to work.
The best phone system for most businesses is one that has all the features you want and is affordable. It’s tempting to try to reduce the problem to hard technical questions. Which is better, VoIP or analogue? Which processor is faster? Which is more reliable? But there’s no one answer.
The best phone system is whatever one that gives you what your business needs.
Yes, that means asking lots of questions.