Despite the rise of email and social media, the ability for clients, customers, and, most importantly, employees, to pick up the phone and have a conversation is critical. Every business should have a dedicated phone number and a phone system that gives them the tools, functionality, and flexibility they need to run their operations smoothly.
However, that does not mean a traditional landline is necessary for your business. Learn how to choose the best office phone system for your business, whether you are upgrading an existing business phone system or investing for the first time.
Understanding business phone systems
Installing an expensive fixed-line telephone system and paying a monthly line rental and call rates was the only choice until about a decade ago. The internet, like so many other things, has forever changed company telephone networks, allowing for greater flexibility at a lower cost.
There are three types of business telephone systems.
- Traditional phone systems, On-Premises PBX
- VoIP PBX phone system
- Hosted VoIP phone systems
Let’s take a look at the three main business phone systems in further detail.
Traditional phone systems, On-Premises PBX
A PBX (Private Branch Exchange) phone system is a private network that uses a server kept in your business. You can communicate both within the business and with the outside world using this type of system.
Traditional phone systems are costly to construct and maintain, but they do have some advantages. This approach is the most dependable because it does not require an internet connection. This implies it will continue to function even if the power is turned off. Traditional telephone systems offer good sound quality as well.
What is the limitation? This approach does not provide as much flexibility as the others. The PBX is a box that sits on your premises somewhere and controls all aspects of your business telephony. They are also more expensive to set up and operate than virtual systems and have higher recurring expenditures.
As you are limited to the number of internal and external lines and internal extensions, installing a PBX system from the ground up is costly, and expenses might escalate if you need to add additional users. You’ll also need to spend for the system’s installation and upkeep.
However, if you already have phone lines placed on your premises or are willing to pay a premium for the security and reliability of PBX business phone systems, it may be worthwhile to spend the extra money.
VoIP PBX (Voice over Internet Protocol) phone system
The VoIP PBX, often known as a VoIP phone system, is a modern version of the traditional phone system. Traditional and VoIP PBX systems are fairly similar in that they both manage your business’s calls. The key difference between traditional and VoIP PBX systems is how they work and what technology they employ.
A traditional PBX employs ISDN (analogue or digital lines), whereas a VoIP PBX makes and receives calls over your broadband or data connection. This can be a lot less expensive than the traditional option.
VoIP PBX benefits include:
- Better quality voice calls
- Free calls between locations
- Preparation for the ISDN switch off
- Using one system for numerous locations
Hosted VoIP phone systems
Hosted VoIP phone systems are an excellent choice for businesses that do not have a physical location. A hosted telephone system is the most modern, flexible type of telephone system.
This phone system is frequently the most cost-effective solution. You will also get all the functions of a standard phone system, as well as a few extras. A range of advanced capabilities are available with hosted VoIP systems. From mobile devices such as laptops, PCs, and tablets, you can make and receive calls as well as listen to your voicemail. A cloud-based (or hosted) phone system also allows you to take calls from both your desk phone and your computer or mobile device, allowing you to use all the office phone system’s functions no matter where you are. You will never miss an important call again with cloud telephony. If you are considering a new phone system for your business, here are some steps that can help.
Cost
When it comes to purchasing a business phone system, you should have a budget in mind. Creating a communication system for your company is a significant investment. Making the incorrect decision might cost you a lot of time and money. Which option is best for you will be determined by the amount of money you are ready to invest in a business phone system. Traditional phone systems demand a substantial upfront cost. The biggest internet-related costs are associated with VoIP systems. Virtual phone systems provide the lowest initial and ongoing costs, but they still require some maintenance.
Internet connection and reliability
If you are considering an internet-based phone system, you will want to consider how reliable your office’s internet connection is. Most businesses, fortunately, have access to a stable internet connection. This is critical for an internet-based phone system to function properly. The upload and download speeds on your internet connection should be enough. A traditional phone system may be beneficial for your workplace if you do not have a steady internet connection.
Compatibility
Another thing to think about when picking a phone system is how well it integrates with your other company tools.
Choose a phone system that integrates seamlessly with your other tools, such as call scripts, CRM software, live chat, ticket management software, and email.
Consider the work your staff undertake and how they achieve their objectives. They should be able to meet their company needs with the help of your phone system.
Scalability
As previously said, purchasing a new business phone system can be a significant financial expenditure. You must consider your long-term business objectives. The size and scope of your company can influence which phone system is best for you. For example, if you plan to expand your business in the future, you will need a scalable phone system. Save money overall by planning and choosing an appropriate phone system now.
Do you need a new business phone system?
Employee productivity and customer happiness can both benefit from an effective corporate phone system. The most difficult element is deciding on the proper type and provider. Choose a company that provides excellent customer service when purchasing a business phone system. The top business phone system supplier will work with you to assess your existing and future business demands and produce a solution that is right for you.
To learn more about how our products and services that may help support your business, contact us today.