
Choosing the right business phone system can be daunting, but fear not. This comprehensive guide will touch on all aspects of the process to help your decision-making process be as smooth as possible.
Did you know that 73 percent of customers expect companies to understand their unique needs and expectations? A fantastic customer experience is everything in business, especially for small businesses, and a communication platform can add value (or hurt that experience if not handled well). That’s why we’re going to guide you through how to choose the right business phone system.
Understanding Business Phone Systems
Definition and Importance of a Business Phone System
A business phone system is a multi-line solution that provides unlimited calling, business texting, call recording, voicemail options, call management, and other advanced features. The most popular variation of a business phone system is UCaaS, or unified communication as a service. UCaaS is packed with features and could be described as the Swiss Army knife of business communications. More on that later. A business phone system improves internal and external communications for customers and employees, saves business costs, and offers high levels of reliability and security.
How Does a Business Phone System Work?
A business phone system handles company communications through the internet using Voice over Internet Protocol (VoIP) technology. Traditional PBX systems use the public switched telephone network (PSTN), but VoIP technology offers a more modern and efficient alternative. By utilizing your internet connection to handle your business communication, you get more reliable service for a fraction of the cost of a traditional phone system. It includes advanced features like toll-free numbers, auto attendants, team messaging, email integrations, and more.
Benefits of a Business Phone System for Small Businesses
As with any business, getting the most out of an investment is crucial to a company's long-term success. The sentiment goes up tenfold when you talk about small businesses, and a proper business phone system can bring a return on the investment, which makes it a no-brainer.
Cost savings: up to 50 percent less expensive than traditional landlines
Advanced features: auto attendants, call forwarding, call routing, video conferencing, mobile app, call recording, call transcription, and more
Scalability: easily add or remove users as needed
Flexibility: accessible from anywhere, on any device
Geo-Redundant: multi-location redundancy, meaning natural disasters, power outages, etc., won't take down your phone system
Types of Business Phone Systems
VoIP Phone System: Definition and Benefits
A VoIP phone system uses internet protocol to make calls, offering cost savings and advanced features. A VoIP system can also refer to Hosted VoIP, Hosted phone system, Cloud-based phone system, and even UCaaS. There are subtle differences between the offerings, but they all rely on VoIP as a form of communication. You can think of Hosted as a mid-range system that offers unlimited calling, advanced routing, call recording, etc., but it usually lacks the overall communication connectivity of UCaaS. UCaaS is a top-shelf business phone system with all the bells and whistles as previously discussed in this guide, but the name says it all: unified communication.
Traditional vs. Hybrid Phone Systems: Comparison and Limitations
We have a couple more systems to compare that will still be options, even if only for a little longer. For reference, the FCC has deregulated traditional analog phone lines, which will soon be less available and more complicated to support.
Traditional phone systems: use physical phone lines and are limited in features and scalability. They're phone systems installed at your business location, and everything is hardwired into them. This on-premise system requires either someone on staff to maintain it, or a service call from a technician to come to the office for a service call.
Hybrid phone systems: combine traditional and VoIP technology, offering a balance of features and cost savings. These are solutions where your traditional phone system is still in good shape, but you switch the phone lines from analog to VoIP. You can save money in the short term while you search for a long-term solution.
Evaluating Business Phone Systems
Key Features to Consider
Determining your business needs is crucial in evaluating a business phone system. For some businesses, remote capabilities are the top feature since they have traveling salespeople and a hybrid workforce. Others highly value a complete communication platform, allowing call, messaging, and video conferencing. Here are some of the features to consider:
· Auto attendants | · Call recording |
· Call forwarding and routing | · Call transcription |
· Video conferencing | · Reporting and analytics |
· VoIP desk phone | · CRM Integration |
· Mobile apps | · Advanced messaging |
· Business SMS | test text |
Phone System Integration with Other Tools
A solution like UCaaS allows for seamless integrations with other platforms and services to increase the efficiency of interactions and the overall quality of work being completed. Unified communications integrate telephonic and internet communication methods into a single platform, reducing costs and improving collaboration. A joint study with Qatalog and Cornel University found that people spend 59 minutes daily simply looking for information trapped within tools and applications. Imagine how much time you would save if everything was readily accessible.
Scalability and Customization Options
Easily add or remove lines as needed
Customizable call flows and auto attendants
Integration with existing phone systems
If recent events have taught you anything, you need to be ready to pivot at a moment's notice. But not everything has to be as dire as a global pandemic or a natural disaster. It's adding the business flexibility to allow employees to work from home if they have a sick child. Another scenario could be that you service a rural area and lack options for qualified employees. You can hire someone remotely to fill your position and add them into the system almost instantaneously by having a system to grow with how you need it.
You can evaluate your specific needs and accommodate them without completely changing technologies.
Choosing the Right Business Phone
Tips for Selecting a Business Phone System
Consider your business needs and goals
Evaluate features and pricing plans
Check for scalability and customization options
Read reviews and ask for demos
The partner you choose to do business with is more important than the system you're installing. Before jumping into the business phone system requirements, get to know the people providing and supporting the system. A differentiator for Communication Services Integrated, Inc. is our dedication to providing customized solutions for our clients that fulfill their needs at a low cost of ownership.
We have in-house support staff to help through all stages of implementation and support the system for as long as you have it. You will never be left high and dry.
Final Thoughts: Selecting a Business Phone System for Your Small Business
Time for a bit of a recap:
Evaluate your business needs and goals before selecting a phone system
Consider features, pricing, scalability, and customization options
Choose a phone system that aligns with your business needs and goals
The need for a new business phone system is significant for any business. The commitment to the process could be the difference between making the right decision and half-heartedly making a decision. You know your business best, so work to find an experienced telecommunication provider with your business's best interest in mind.
Communication Services Integrated, Inc. (CSII) has been in business for over 30 years, fulfilling the needs of small and medium-sized enterprises. We hang our hat on our customer-first approach to all aspects of our business and look forward to providing that same level of extraordinary service to you and your business. Contact us today to learn more.
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