All businesses would like to be able to communicate with its stakeholders whenever the need arises. Companies require the ability to connect to any office inside the organization from any location around the globe. Additionally, they require features that allow the transfer of calls from clients internally or take several calls at once. Only one answer is available for all communication needs of a business : a business phone service.
Companies can manage their phone calls in a more efficient manner with the business phone system rather than a regular phone system. A business phone system makes use of several lines and phones that are interconnected through the network. This provides better connectivity and less congestion as well as other advantages.
Alongside the essential call management functions, nowadays Business phone systems provide unified communication that includes video, phone and chat types of communication. This allows businesses to be able to operate from various areas and improves the experience for customers.
Business Phone Systems can be comprised of three kinds: KSU, PBX, and VoIP. It is essential for businesses to be aware of which one is best suited for their requirements. Thus, a fundamental understanding of each is essential.
Key System Units (KSU)
The main system unit is the supreme of the business phone systems. It is able to meet basic requirements for telecommunications. Small firms, which have up to 40 employees, should opt for this type of system. The system is limited in the number of phone lines integrated into it.
It’s the closest an enterprise phone system could get to the standard home phone system. While it has basic features for calling but it does not have some typical features like versatility and portability. Most basic KSU will manually select the phone line choice, but as technology advances KSU-less systems have come out too. They’re mobile, flexible and totally wireless.
Even with the enhanced capabilities KSU-less systems are suitable only for small-sized businesses and are not appropriate for businesses that are growing or expanding.
Private Branch Exchange (PBX)
As a business expands and expands, it is no longer able to function on the standard KSU or KSU-less systems. You must choose the PBX, also referred to in the Private Branch Exchange System. When compared to KSU it is more advanced and has additional features, such as automated routing of calls.
PBX is equipped with an inbuilt power management system that allows the company to maintain communication in the event of power loss. It is the ideal system for companies that has over 40 workers.
There is a less expensive version to the PBX system, which is known as hosted PBX. It is the primary device, the programmable switching device that is installed on the telephone provider’s premises, instead used by the enterprise. This helps reduce some cost of installation and maintenance.
Voice through Internet Protocol (VoIP)
One of the most discussed telephone systems for commercial use is Voice over Internet Protocol or VoIP. At present, it is the most modern telephone system for business. It lets you communicate across borders as well as unified communication. Like the name implies, it makes use of the internet to communicate.
Since the technology is in its early stages, VoIP is the most expensive phone system for commercial use. Costs vary based on the amount of employees who communicate or needing to communicate. Thus, companies that wish to reduce costs can go with hosted VoIP.
After you’ve decided on which system is best for your company It is possible that you would like to investigate the most important features or advantages of a business telephone system.
7 Benefits of the Business Phone System
A lot of small-scale businesses are operating with an assortment of one or two-line phones. Some even make use of mobile phones to talk with prospects and customers. Businesses operate with low-cost, low-quality Voice over IP.
But both types of companies have gotten familiar with poor call quality and limitations in functionality. I’m not sure why these companies use this method, as commercial telephone systems are extremely inexpensive.
For a small monthly rental or subscription fee the small business can set up a system that can be comparable to a more expensive phone system that was available five to 10 years ago. To comprehend the way a commercial phone system designed for small-scale businesses will change how your company communicates it is essential to understand the benefits of a business phone system.
The most significant advantages of a business telephone system are as follows. These can help a big or small company in selecting the best communication method to ensure its efficiency, professionalism as well as cost-efficiency and improved customer experience. Therefore, without further delay here are some of the envious benefits of a business telephone system:
1. Shared Phone Lines:
In an environment that is not a phone system where an employee needs to connect to a specific phone line, that line would require to be cut off from the phone of the employee.
If a company wishes to establish a separate telephone number for each employee, they’ll have to have a single telephone line as well as a jack for every employee. This can be extremely expensive for many businesses , and possibly expensive for certain.
By utilizing an enterprise phone system, employees can use the same phone lines. The system gives access to each phone and line, and assigns an extension to every employee. In this way that a 23-channel PRI system can be used in an office that is small to medium in size.
2. Abbreviated or Abbreviated or Four Digit Dialing:
In an environment without a phone system employees can communicate with fellow employees using a sneakernet or shout. That means that if a person would like to converse with another employee, he’d be required to walk to the desk of the other employee or raise his voice.
In an office telephone system workplace, employees select their handset to dial 3 or 4 numbers to call the other person, even when they are calling outside of the area or in the other state.
Businesses can cut down on cost of long-distance because their intracompany calls is carried out through their own company’s internal networks, and not the one of a phone company (AT&T, Verizon, or CenturyLink)
3. Auto Attendant
If you’ve ever dialed an organization and heard recorded instructions for entering an extension number or to call by name you’ve been in the presence of an automatic attendant.
Simply put, an auto Attendant is a replacement for an operator on live and route the calls that come in. The Auto Attendant can answer any calls that come in and allows users to dial extensions and name or offer various options.
If the caller is confused or can’t find the answer he’s looking for, he may use the route to Operator’ option (usually by pressing zero) to speak to an operator who is live.
It’s a good alternative for small businesses because the owner will need to pay a receptionist take his calls and interrupt their work to respond to them on his own without an auto attendant.
4. Unified Communications:
Unified Communication is another major benefit of a phone for business system. It offers a single user interface for all kinds of communication. This includes instant messaging, voice video conferencing (video conferencing) as well as data sharing and presence. It’s a method to eliminate monthly recurring costs.
An employee may reach another employee, if the latter is accessible via phone. If not, the employee may send an email for communication urgently. Employees are able to connect screens with other employees as well as clients, and collaborate.
If your company has two-line or one-line telephones purchased from local Staples and you’d like to use voice messages. In this case you’ll be required for a month-long cost for each voice message mailbox as well as the forwarding features.
5. Reduce or eliminate conference Costs for calls:
At a cost of a tiny increase it is possible to purchase a conference bridge that is available using a business telephone system. 3 Way Calling typically costs less than $5 per month per phone line, however it can cost more when a company has multiple telephone lines, and the conferencing feature is only limited to three people.
Third-party conference services permit greater number of participants, but they cost per minute and can be costly. A conference bridge is purchased, which will eliminate the cost per month and can be used to support several participants.
6. CRM Integration:
Corporate phone systems permit companies to integrate their CRM (Customer Relationship Management) into the phone system. Through this integration, customer account details can be displayed on the computer of the person receiving the call screen whenever they make a call. This is made possible by Caller ID technology. The recipient can swiftly get acquainted with the customer, which allows them to enhance their customer experience.
Sales and customer service representatives are able to make calls to their desks by pressing the mouse. All calls are recorded and automatically entered into the CRM system of the company. Typically , this feature includes an option to record calls. This feature records every call that is outgoing or inbound and the recordings are saved with the account details of the customer. The recordings can be used to train, monitor legal and training purposes.
7. Transfer Calls:
If you’re looking to look unprofessional, consider operating without a phone system for your office. “Hey Bob, pick up line 2!” should never be heard in a workplace trying to impress your client.
Telephone systems let employees take calls and transfer them with just a touch. The calls can be routed to another employee , or to that individual’s voicemail.