Before you take on the task of researching the best business phone systems out there, here are a few general things you need to know to help you make the best decision for your business communication needs.
1. Premise-based PBX vs. Hosted PBX
For the most part, there are two types of PBX business phone systems: Premise and Hosted. A premise-based business phone system requires clunky equipment to be stored within your office and is usually seen in larger enterprises. Small business owners are recommended to use hosted business phone systems for seamless expansion and cost efficiency.
2. Expensive Equipment is Not Always Necessary
One way your PBX business phone systems save you money is by not requiring you to make expensive purchases on hardware. With BYOD (Bring Your Own Device), you can use your mobile phone or keep using your existing hardware without any issues. Wiring and cabling is also not necessary as hosted PBX business phone systems are powered using your internet connection.
3. It Can Boost Productivity and Help Retain Customers
You won’t have to worry about letting a message slip through the cracks. Many business phone systems have features in place like call continuity and voicemail to email to ensure you always stay on top of your messages. Cloud receptionist features like auto attendant are also available so you can offer an overall better customer experience and keep your buyers satisfied.
4. Promotes Workspace Flexibility
Modern systems provide users with the freedom to work from anywhere. These days, you don’t need 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 straight 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.
As you search for business phone systems, you will come across providers ranging from those that have been around for decades and some that have sprouted in the last few years. Although we praise experience, it may not always be best to choose a provider solely on their shelf life. Go with a provider that focuses their efforts on business solutions (some providers go as far to make focus medium-sized and small businesses their main focus) to ensure that your business communication needs are being met. Check out their services and decide whether or not 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 heavily technical literature you may 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 purchasing hardware from a provider, you will most likely receive a pre-configured phone that is ready to use as soon as it arrives. This makes it possible to just plug in the device and start making calls with barely any set up. Cabling and wiring is not necessary with a hosted PBX system so installation fees and downtime is not something you would have to worry about.
All of these benefits lead to one thing: more savings. Without set up 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 choose 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 many entrepreneurs look for without the cost of a major PBX phone system provider.
Small Business Phone System Features to Look Out For
If you’re looking for any limitation that PBX business phone systems bring, it would be that they rely on an internet connection to function. As long as you’re using a reliable internet provider your system will stay up and running; however, many PBX business phone systems offer the ability to forward your calls to an external device, like your smartphone. It’s an added security feature that gives business owners peace of mind knowing that they won’t miss an opportunity regardless of unexpected circumstances. Just like this simple call forwarding feature, there are many services within 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 in regards to voice recording. It comes in handy with industries like travel agencies and medical offices when there is miscommunication or an incident regarding an exchange of information over the phone. It’s a way to meet compliance standards for certain industries and has been a crucial tool for business owners who rely on record-keeping for accountability and training purposes.
You can easily streamline your customer’s calling experience with an automated attendant and customized caller menu. These two features work together to give your caller relevant information, like new promotions or upcoming changes to your office hours, and direct them to the people they need to speak with. Your callers will appreciate the updates and their positive experience will encourage them to recommend your service to others.
Overall, keep it simple. You might not need all the bells and whistles a major provider might offer, so be sure to understand your specific business communication needs. Look for business phone systems that reduce the headaches, not add to it.
Alicia Sandino has been working in the virtual phone service industry for several years providing insights on the benefits of business phones.