In the early stages of a business, many owners use one or two landline phones along with their personal mobile phones to communicate with their clients and vendors. The system works great for a business that is at its infancy stage, but as the company escalates – poor voice quality and lack of connection creates a problematic situation.

To avoid the conveniences, it is best to have business phone systems installed in your operations.

What is a business phone system?

A business telephone system is designed to handle the various communication requirements of an organization such as call handling, call forwarding, conference calls, and shared/private voice networks. It is also customizable and you can equip a couple of phones or a full-fledged private branch exchange system (PBX) – according to the needs of your business.

Here, let’s take a look at some of the different types of phone system available for businesses.

1. Multi-line phone systems

The multi-line phone system, also called the Key-System Unit is one of the best office phones for small business. It works by executing several phone lines from a base unit, allowing the operator to handle each number individually. You can also customize the number of phone lines you need – depending on your workforce.

Another advantage of a multi-line phone system is that it is low-cost with the ability to upgrade as the business grows. It also comes with most features, required to streamline your business operations including call forwarding, voice mail, called ID, call waiting, conference calls, and auto-attendant. It’s one of the most reliable modes of communication for phones and makes it easy to stay in touch with customers and vendors at all times.

2. VoIP phone systems

A Voice over Internet Protocol (VoIP) system utilizes the internet instead of traditional phone lines. With a VoIP phone system, you can benefit from a range of advanced features like setting up a virtual receptionist to handle calls and integration of CRM. It is also easy to install with limited maintenance, as the service provider hosts the main system on their premises and takes care of all the technicalities.

Using the internet also makes it easy for the clients and the employees to communicate with each other from different countries. It is suitable for businesses with a large number of employees who can use the system without any error or delay.

3. PBX phone systems

As the name implies, PBX or a private branch exchange works like a private phone network for the office. A PBX system works differently than a standard phone system for offices. It comes with a centralized switch that automatically routes the calls to its designated location.

Moreover, the PBX system comes with uninterrupted power supply, allowing the businesses to continue their operations even without electricity. PBX phone systems are scalable and an ideal option for medium to large sized businesses.

4. Cloud phone systems

A cloud phone system is a managed network at a remote or off-site location. It can be connected with either your PBX phone system or a VoIP and allows the businesses to enjoy the communication without any hassle of maintenance and upkeep.

What are the benefits of a business phone system?

There are many advantages of installing a business phone system in your company. These include:

• Reliable connection
• Improved voice quality
• Equipped with all the necessary features
• Allows customization according to the business size
• Easy and quick set up
• Requires minimal hardware

Above all, a business phone system offers unified communications – especially to organizations that are doing heavy telephone work. The phone system is integrated with several other devices, including computers, allowing the workforce to handle phone calls and voice messages via internet.

This not only saves the employees time but also increases their productivity.

Why companies fail to install business phone system?

Despite its benefits, many companies continue to use their personal phones in their workforce instead of installing a business phone system. This is mainly practiced by small business owners who, in fear of rising costs, prefer to use mobile phones in their professional environment.

Yes, they are mobile and allow the employees’ to remain in constant touch with office – regardless of their location. However, using the same number for both – personal and professional use can compromise the work-life balance. It can also disrupt the workflow and decrease the employees’ productivity.

Luckily, a business phone system is an investment rather than a burden on the budget. Installation charges for a basic setup are quiet affordable and you have the ability to expand the features as your business grows.

Scroll down to find out how much a business phone system costs.

Phone system pricing factors

Pricing factors for a business phone can vary significantly among different businesses and the type of system you select for your company. The service can also be customized according to the requirements of the organization. However, the basic pricing protocol is dependent on the following:

• Number of users: Analyze the workforce and decide on how many total phone lines are needed for your business. Keep in mind that certain areas of the office, such as reception only require one telephone line and can be utilized by all employees.
• Number of locations: Does your office have only one location or do you have operate from multiple locations? The final cost of installation at a single site will be comparatively less than having phones installed at different locations.
• Type of phone: Not all phones are the same and the final cost will depend on the brand model you select for your business phone system.
• Add-on features: All business phones are equipped with basic features such as call forwarding, conference calls, hold, and automated callback. However, you can pay to get extra features for your system such as CRM integration, conferencing, and call center facilities.
• Required training: Complex phone systems may require you to get training for your staff. This will not only help them effectively manage the technology but also eliminate the chances of malfunction.
• Annual maintenance: Contracts often cover annual maintenance of the phone system and upgrade/replacement of equipment as needed. Check with the provider to see the services they are offering after installation.

However, it is estimated that a base-line system can cost you around $200 per handset while a top-of-the-line system can equate to around $1,000 per handset.

Choose a business phone system and get uninterrupted communication

Communication remains to be a vital part of customer service. And despite living in an era of emails, instant messages, and chatbots – the need to talk to a real person remains apparent. In fact, a recent study by Usabilla concludes that around 55% of the consumers say that they want to talk to a human on the phone.

Additionally, vendors and clients also prefer to use the phone as a medium of communication for fast and personal response. This leads us to a conclusion that phone lines are not just an option for the business of today.

If you are also considering getting a phone system for your company, don’t wait any longer. Simply fill out the form above and get a quote according to the requirements of your organization.