How to Choose the Best Phone System for Small Businesses
Good communication is essential for any business growth. It is your business phone system that determines how convenient and easy it will be for you to communicate with your clients and customers. Depending on your business needs, there are various options available in the market when it comes to the phone system. Over traditional home system, new advanced phone systems can do much more than making or receiving calls. Before you choose a phone system for small business, you need to understand your business communication needs and then compare the options available. We will help you make a wise choice if you know what exactly you want.
Different Phone System for Small Businesses
Traditional Landline System
Landlines are also known as Public Switched Telephone Networks (PSTNs). An organization with low internet speed will need landlines to carry on their communication with their clients. Those who prefer the traditional phone system should know that these are not budget-friendly. You not only have to pay for the phone system and calls but also spend your money on in-house IT-Staff to manage and maintain these phone systems. Landlines are reliable but highly expensive.
Virtual Phone System
This kind of phone systems is best suited for remote workers and sole proprietorships. This lets the caller who calls on the main business phone line to connect with remote workers on their mobile. It works best as a call-forwarding solution as a call can be transferred to other employee’s personal phone. One doesn’t have to stick to office desk phone to attend the customer. Virtual phone systems are loaded with features like voice-mail, call-forwarding, automated receptionist, toll-free number, call screening and others.
VoIP Phone Systems
This is the most widely accepted phone system adopted by businesses all over the world. VoIP phone systems for small business pair your phone with your internet connection to connect you with your customer. You should only go for this system if your internet connection speed is good, otherwise, the system will not benefit you in any way.
There are a number of benefits of VoIP as they come with a bundle of features like automated attendants, call queues, call conferencing, voicemail box, and computer integration etc. These systems like Virtual phone system also lets the remote workers connect with the office phone system via their mobile phone. These are easy to set up and configure, plus they are significantly cheaper than a traditional phone system.
If you have decided to go for a VoIP phone system, then the next step is to choose whether you want to go for on-premises VoIP or cloud-based VoIP.
- On-Premises VoIP: Businesses which wants to have full control of their systems and access their equipment all the time can select on-premises phone system. But you will require to have an in-house IT-team to set up and maintain these systems. Businesses with regulatory or compliance requirements can also go for this one as it is difficult in the case of cloud-based phones.
- Cloud-Based VoIP: Small businesses with limited budget that don’t have the staff to maintain their PBX hardware should choose cloud-based VoIP. Cloud-based VoIP is installed, manage and maintained by the service providers. Cloud lets the user add multiple lines and have quick access to new features. All you need is a device with the internet connection to connect with people anywhere at any time.
What Else to Look for While Choosing Phone System
Price: Different phone system cost you differently. One the one hand, landline could be really expensive, whereas cloud-based phone systems are budget-friendly and easy to access. The price may also vary with features and package you choose.
Reliability: No matter which phone system you are selecting, make sure that the one you choose is reliable and suits your business needs.
Security: If your business needs security than on-premises phone system and landlines are a good option. However, if you are choosing a cloud-based system, then do look for data encryption during transmission.
Mobility: For virtual system, mobility option comes with the system, but with VoIP, the provider offers various options. Some provide apps that let the user make calls through their mobile phone or allow you to use softphones.
Support: If you don’t have an IT-staff to manage and maintain your phone system, then support service is a must. Look for a provider and system that offer you 24x7 support in case of emergency.
Bottom Line
Before choosing anything for your business, you need to assess your business needs and analyze your budget. A new phone system can change the way you communicate with your clients and customer. It even modifies the way you communicate within your organization. So, make a choice very carefully without losing efficiency.
Different Phone System for Small Businesses
Traditional Landline System
Landlines are also known as Public Switched Telephone Networks (PSTNs). An organization with low internet speed will need landlines to carry on their communication with their clients. Those who prefer the traditional phone system should know that these are not budget-friendly. You not only have to pay for the phone system and calls but also spend your money on in-house IT-Staff to manage and maintain these phone systems. Landlines are reliable but highly expensive.
Virtual Phone System
This kind of phone systems is best suited for remote workers and sole proprietorships. This lets the caller who calls on the main business phone line to connect with remote workers on their mobile. It works best as a call-forwarding solution as a call can be transferred to other employee’s personal phone. One doesn’t have to stick to office desk phone to attend the customer. Virtual phone systems are loaded with features like voice-mail, call-forwarding, automated receptionist, toll-free number, call screening and others.
VoIP Phone Systems
This is the most widely accepted phone system adopted by businesses all over the world. VoIP phone systems for small business pair your phone with your internet connection to connect you with your customer. You should only go for this system if your internet connection speed is good, otherwise, the system will not benefit you in any way.
There are a number of benefits of VoIP as they come with a bundle of features like automated attendants, call queues, call conferencing, voicemail box, and computer integration etc. These systems like Virtual phone system also lets the remote workers connect with the office phone system via their mobile phone. These are easy to set up and configure, plus they are significantly cheaper than a traditional phone system.
If you have decided to go for a VoIP phone system, then the next step is to choose whether you want to go for on-premises VoIP or cloud-based VoIP.
- On-Premises VoIP: Businesses which wants to have full control of their systems and access their equipment all the time can select on-premises phone system. But you will require to have an in-house IT-team to set up and maintain these systems. Businesses with regulatory or compliance requirements can also go for this one as it is difficult in the case of cloud-based phones.
- Cloud-Based VoIP: Small businesses with limited budget that don’t have the staff to maintain their PBX hardware should choose cloud-based VoIP. Cloud-based VoIP is installed, manage and maintained by the service providers. Cloud lets the user add multiple lines and have quick access to new features. All you need is a device with the internet connection to connect with people anywhere at any time.
What Else to Look for While Choosing Phone System
Price: Different phone system cost you differently. One the one hand, landline could be really expensive, whereas cloud-based phone systems are budget-friendly and easy to access. The price may also vary with features and package you choose.
Reliability: No matter which phone system you are selecting, make sure that the one you choose is reliable and suits your business needs.
Security: If your business needs security than on-premises phone system and landlines are a good option. However, if you are choosing a cloud-based system, then do look for data encryption during transmission.
Mobility: For virtual system, mobility option comes with the system, but with VoIP, the provider offers various options. Some provide apps that let the user make calls through their mobile phone or allow you to use softphones.
Support: If you don’t have an IT-staff to manage and maintain your phone system, then support service is a must. Look for a provider and system that offer you 24x7 support in case of emergency.
Bottom Line
Before choosing anything for your business, you need to assess your business needs and analyze your budget. A new phone system can change the way you communicate with your clients and customer. It even modifies the way you communicate within your organization. So, make a choice very carefully without losing efficiency.
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