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Business Telephones: 5 Tips for Your Business Phone System

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The Private Branch Exchange (PBX), the origin of business phone systems, started in the 1960s. It was bulky and expensive, so only multi-national businesses took advantage of it. Today, PBX is more accessible and cheaper.

Each business today needs one, but did you know there’s a more modern alternative? Phone systems are transitioning to the cloud.

When looking for the best system for your business telephones, technology is only one thing to consider. Keep on reading for some tips on implementing and using a phone system.

1. Understand Different Phone Systems

There are different phone systems businesses can use, but there are three basic ones: traditional or on-premise PBX, VoIP, and hosted VoIP. Which one do you think your business needs?

You have to study the pros and cons of each before deciding the best choice for you. VoIP, for example, is the updated version of the traditional system. It uses broadband internet to receive and make calls.

It has more advantages, such as cheaper costs, higher quality calls, and such. The most modern type of telephone system, however, is the hosted VoIP system. It does away with the traditional box on the wall, using the cloud platform to make and receive calls.

The best system for your business telephones depends on your needs. Consider your phone’s purpose, your business size, your desired features, and your budget.

2. Assess the Features You Need

Create a list of your needs. It will determine the best office phone system for your business.

First, consider your business’s general needs. It’s your main driving force to get a reliable and secure system.

These are the most important factors since a huge part of your operations will rely on your phone system. When it goes down, it compromises your business continuity. You’re likely to lose potential revenue. 

As for other features, here are some business phone system tips to find out your set of requirements:

Talk to Your Staff

Before you look for phone systems, have a meeting with your staff. Find out their phone system requirements. Don’t forget to discuss the available options for your business right now.

If you have an existing phone system and want to use a new one, ask your staff what they like and don’t like about the current one. What do they need to be more efficient and productive? Consider those features and prioritize them when necessary.

Put Yourself in Your Customers’ Shoes

Look at the phone system from your customers’ point of view. After all, it’s your lifeline to them. Will it be easier for clients and customers to reach the necessary people within your organization?

The new phone system should upgrade their experience when they want to talk to your business. How does it put them on hold? Can you customize the hold experience?

A good business phone system not only improves the communications in the internals of your company but also your customer service. It’s your way of communicating beyond your organization’s walls.

3. Decide on the Employees Who Will Use Phones

Your needs will depend on different factors, including the people using the phones. Do you only need a line for the key employees or do you need everyone to have one?

It determines the kind of system your company requires. Let’s say you only need two lines for four to five people. In this case, you can buy simple business phones from a local store.

However, if you need more lines for more staff members, you’ll need a more complicated setup. The more people, the more features you might want as well.

You must also think of the future when implementing a business phone system today. Are you hiring more staff members within three years? Are you planning to create new roles soon?

Answer these questions and you’ll find the best system around.

4. Consider Remote Working

Many industries shifted to remote working due to the current health crisis. Even though many are going back to their offices, around 22% of the workforce will continue working remotely by 2025.

It means you have to consider this factor when making decisions based on the future of your business. Even if you don’t have remote workers now, you could start allowing it a few years down the road.

You then have to consider what remote workers would need in a phone system. At the least, you need a VoIP system to accommodate them. This type makes it easy for them to connect as long as they have access to the internet.

An advantage for your business is the ease of managing VoIP from anywhere. Whenever there are issues, you can fix them regardless of your location. You can also outsource its management to another company for peace of mind, like https://www.ics-com.net/managed-it-services-houston/.

If you experience a problem on-site, they don’t always have to come down to fix it. They can remotely manage your system too.

5. Determine the Costs

Of course, the installation and maintenance costs are also an important factor when deciding on a business phone system. It depends on a variety of factors, such as the type, the size of your company, and more.

When you’re talking to a phone system provider, ask about the installation, equipment, and licensing costs. Ask whether they’re charging recurring costs like monthly fees.

Don’t feel discouraged by the high costs, though. Always remember, having a reliable phone system saves you money in other business areas.

Get the Right System for Your Business Telephones

Communication is everything in a company. Make sure to determine the best system for your business telephones. Doing so keeps your operations running smoothly.

However, it’s best not to stop your search here. The best phone system helps improve your productivity and connect to your customers.

If you want to learn more, visit our website for more valuable tips.

Source: DailyDiving

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