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5 Things You Need to Know About Business Phone Systems and What to Look For
Before you take on the task of researching the best business phone systems out there, here are some general things you should know to help you make the best decision for your business communication needs.
1. Premises-based PBX vs. Hosted PBX
For the most part, there are two types of PBX business phone systems: on premise and hosted. A premises-based business phone system requires specialized equipment that can be stored in your office and is typically found in large organizations. Small business owners recommend using hosted business phone systems for seamless expansion and cost efficiency.
2. Expensive equipment is not always necessary
One way your PBX business phone systems can save you money is that you don’t have to make expensive purchases on hardware. With BYOD (Bring Your Own Device), you can use your mobile phone or continue using your current hardware without any issues. Hosted PBX business phone systems also require no wiring and cabling because they are powered using your Internet connection.
3. It increases productivity and helps retain customers
You don’t have to worry about letting the message slip through the cracks. Many business phone systems include features such as call continuity and voicemail to email, ensuring you’re always on top of your messages. Cloud receptionist features like auto attendant are also available so you can provide an overall better customer experience and satisfy your buyers.
4. Encourages workspace flexibility
Modern systems give users the freedom to work from anywhere. These days, you don’t have to have an office to have a business phone system; All you need is a reliable internet connection and electricity (unless you’re using a virtual PBX and operating it directly from your cell phone). It’s also easy to expand your team and add extensions, as well as move from one location to another with an easy plug and play solution.
When you search for business phone systems, you’ll come across providers ranging from those that have been around for decades to those that have sprouted up in the last few years. While we appreciate experience, choosing a provider based solely on their shelf life may not always be best. Go with a provider that focuses their efforts on business solutions to ensure your business communication needs are met (some providers go so far as to make medium and small businesses their main focus). Check out their services and decide if they have what your business needs.
5. Not all business phone systems are created equal
How a PBX Phone System Can Benefit Your Business
Don’t be fooled by the jargon and heavy technical literature you’ll find on PBX systems. Contrary to popular belief, you don’t need to be tech savvy to learn how to operate a PBX system. If you’re buying hardware from a provider, you’ll receive a pre-configured phone that’s ready to use upon arrival. This makes it possible to plug in a device and start making calls with just about any setup. No cabling and wiring is required with a hosted PBX system so you don’t have to worry about installation fees and downtime.
All these benefits lead to one thing: more savings. Without setup costs or expensive hardware, you can use the time and money you’re saving and invest it back into your business. For even more savings, you can opt for a virtual PBX phone system that allows you to run your business from your mobile phone using your business phone number. It’s the simplicity and professionalism that most entrepreneurs see without the expense of a major PBX phone system provider.
Small business phone system features to look for
If you’re looking for any limitation that PBX business phone systems bring, they rely on an Internet connection to function. As long as you use a reliable internet provider your system will be up and running; However, many PBX business phone systems offer the ability to forward your calls to an external device such as your smartphone. This is an added security feature that gives business owners peace of mind knowing they won’t miss an opportunity regardless of unforeseen circumstances. Like this simple call forwarding feature, there are many services in a small business phone system that can save your business.
Call recording is a great way to keep voice records, just be sure to follow your state’s laws regarding voice recording. This is useful in industries such as travel agencies and medical offices when there is a miscommunication or any incident involving communication over the phone. It’s a way to meet compliance standards for specific industries and is a vital tool for business owners who rely on recordkeeping for accountability and training purposes.
You can easily streamline your customer calling experience with an automated attendant and a customized caller menu. These two features work together to provide your caller with relevant information, such as new promotions or upcoming changes to your office hours, and direct them to the people they need to talk to. Your callers will appreciate the updates and their positive experience will encourage them to recommend your service to others.
Overall, keep it simple. You may not need all the bells and whistles that a major provider offers, so understand your specific business communication needs. Look for business phone systems that reduce headaches, not add to them.
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