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 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.

She is currently with FastPBX, which focuses on helping medium-sized and small businesses grow by offering products and services that promote productivity, as well as effective internal and external communications. You can read more about business growth tips, news & events, and tech updates by visiting the blog at http://www.fastpbx.com.

By Alicia Sandino

To take advantage of FREE real time quotes and support for voice and/or data networks...comparing 200+ providers...simply ask at the following link.  It's as easy as 1, 2, 3.

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PBX Vs VoIP...Making Sense Of Today's Business Phone Systems

For the past few years, VoIP has quickly become a part of people's vocabulary. It has been touted as a convenient and cost-effective way to stay in touch with your business network and is used to optimize internal call flow. Before VoIP, however, analog PBX systems were the go-to business phone systems of choice.

PBX relates more to the traditional analog phone system that relied on the presence of large equipment and complex cabling. It also wasn't as cost effective since expenses would accumulate due to maintenance and long distance fees, and expansion was time consuming. PBX is still being utilized for business communications today, but users are quickly realizing the downsides to this technology in comparison to VoIP.

Reliability

Some will say that a PBX system is more reliable than a VoIP system because of VoIP's dependability on an internet connection. That may have been true a few years ago but just as technology has quickly evolved in the last few years, VoIP has also evolved to bypass these emergency situations with simple call forwarding features.

VoIP indeed uses your internet connection to operate but implementing a fail over strategy that involves back up endpoints allows you to continue receiving calls to a mobile device with or without internet or electricity so your customers can reach you whenever they need to regardless of your connectivity status.

Cost

If you're running a business you'll want to take any chance to save on expenses, so investing on business phone systems that can reduce your monthly phone bill should be a no brainer. With traditional analog PBX business phone systems, the initial cost can be significant when you factor in equipment and installation costs, as well as the maintenance and long distance fees which can become significant over time.

Implementing a VoIP business phone system is known to alleviate the strain of monthly bills because there is virtually no cost in setting the system up. If your office already has IP business phones, all you need to do is have the provider implement their system, which usually won't take more than a few minutes once all the documentation and ports have been completed, and you'll be ready to make calls in no time.

Even if you don't have the proper phone hardware, you can find business phones for sale at great prices that meet most budgets. Other than hardware and service, there are no maintenance fees or pricey long distance fees.

Expansion

Like most business owners, you probably intend to expand your business. Even if you don't have any immediate plans to expand your business locations, internal expansion is on every business owner's mind. With a traditional PBX, expansion meant having to install more cables, purchase the hardware, and additional maintenance costs.

With VoIP business phone systems, adding extensions is easy and affordable. With some providers, all it takes is getting in touch with a preferred agent and notifying them of the changes you want to make to your system. Some hardware may be necessary if you're adding a physical phone but it still won't add up to the spend levels of a traditional PBX.

Improvements to the PBX Phone System Over Time

Before the technology we know today, businesses hired receptionists and secretaries to physically connect communication lines to their desired destinations using switchboards. By the 1990s, VoIP started to become more popular with its ability to exchange voice data on other devices such as PCs. Fast forward to today's communication methods and we're surrounded by endless ways to stay in touch with each other right at our fingertips. In an effort to modernize business communications, the traditional analog PBX phone system is becoming more cloud based, evolving into what is known as IP PBX and Hosted PBX. Now, there is no need for excess equipment since this communication technology is making its way to the cloud.

If you're not quite sure yet that VoIP is the best option for you and you want to continue using your traditional PBX phone system, it is possible to use VoIP with your traditional PBX phone system. This hybrid option can reduce your costs just as well and make the transition to a more modern communication system smoother.

Ready to Upgrade to a VoIP Phone System?

If you're looking for a modernized VoIP phone system, be aware that VoIP and IP PBX have become similar technologies and getting the most out of these communication methods depends on the quality of the provider. With the rapid development of multi-channel communication tools and devices, it's easy to get lost in the novelty and endless list of features but always remember your specific VoIP phone system needs and the value that your new communication strategy can bring to your business for longevity and growth.

By Alicia Sandino 

To take advantage of FREE real time quotes and support for voice and/or data networks...comparing 200+ providers...simply ask at the following link.  It's as easy as 1, 2, 3.

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