For most businesses, phones are the first point of contact for their customers and clients. For this reason, investing in a high-quality Business phone system is a no-brainer. However, with so many kinds of phone-based technology available, choosing the right one is anything but easy.
1. Type of Business Phone Systems to Choose From
Businesses can choose between three business phone systems: landline-based systems, on-premise VoIP systems, and cloud-based VoIP systems. Let’s look at each system more in-depth.
1. Traditional or Landline
Traditional landline systems are run on public switched telephone networks (PSTN), which comprises switched telephone networks operated by phone carriers. They transfer signals using copper wires to make and receive calls. They’re one of the most common business systems.
Landlines phones are considered reliable and time-tested because they aren’t dependent on an internet connection. However, they’re often costly to maintain and require in-house staff to service them. They also aren’t scalable and leave businesses vulnerable to security breaches. Apart from the traditional/ landline phones, people use virtual phone for business, especially when you are using long-distance services with not incurring long distance charges.
2. On-Premise VoIP
These systems use Voice Over Internet Protocol for handling calls. VoIP allows you to make voice calls using an internet connection. Depending on your service, you may only be able to call other subscribers who require special equipment or anyone with a telephone number.
With an on-premise VoIP system, all of the required telephone equipment, like the PBX servers, cables, and VoIP phones, is hosted by the company. While they’re a bit cheaper than traditional landline systems over time, they require a huge upfront cost and uninterrupted power.
3. Cloud-Based VoIP
If you’re looking for a phone system for small businesses, a Cloud-Based VoIP system is one of the best. Cloud-based VoIP systems streamline and unify business communications thanks to VoIP, but businesses benefit from having their software and equipment stored with a third party.
When you use a cloud-based VoIP, you don’t have to pay any upfront cost for additional hardware, and you don’t need any technical knowledge to set up the business phone system. Plus, VoIP comes with features like conference calls, email, call recording, and data security compliance.
2. What to Look for in a Business Phone System
There’s no doubt that a cloud-based VoIP system is the best option for your business, but what company should you choose? Here are 5 things to look for when upgrading your business phone system.
1. Premium/Quality Features
Cloud-based VoIP systems come with several premium features, such as SMS, voicemail to text, unlimited calling, a unified inbox for calls, voicemail and message, group texting, auto-replies, and app integration, and more. Compare each system based on its features.
2. Scalability and Growth
A traditional business phone system makes scaling your business a complicated process because you have to add or delete numbers manually. Cloud-based VoIP systems allow you to add multiple numbers at a time from its companion app. You’ll be able to onboard new hires in minutes.
3. High Call Volume Efficiency
If you receive a high volume of calls or you often receive an unexpected rise in calls at some point in the day, you’ll need a phone with load balancing options. Cloud-based VoIP systems are optimal for allocating calls in real-time. Plus, you can use call-waiting features to manage calls.
4. Overall Maintenance Costs
One reason why companies avoid upgrading their business phone systems is the high upfront cost, but if you find a system that has a flexible price plan, you get the best of both worlds. A cloud-based VoIP system is customizable, so you can upgrade or downgrade based on your needs.
5. Disaster Recovery and Remote Work
Cloud-based servers are practically disaster-proof. If any unfortunate event occurs and your phone lines are cut, your VoIP system will switch your current server to a different location. Since your data is duplicated within the cloud, you won’t lose any data during a blackout.