A Savvy Guide To Creating A More Connected Operation With A Business Phone System
To build an efficient and productive workplace, you need to ensure your staff is connected, your clients can reach you, and your business partners can easily get in touch. There are many different ways of doing this in this day and age, but the one that provides the best quality service is to have a business phone system installed.
A business phone system is a suite of technologies and tools (including hardware and software), which collectively allow you to handle all aspects of voice communication. Because there are so many options available out there, deciding what kind of phone system is right for your business isn’t always easy, however, there are a few key aspects to keep in mind to make the decision easier.
Types Of Phone Systems
As already mentioned, there are plenty of different options when it comes to business phone systems. In order to decide on the BEST PBX for your business, in particular, it’s important to look into what those options are.
The two main kinds are on-premise and hosted phone systems. Small businesses often use the first option, while companies with more than 100 employees most frequently use the second. An on-premise telephone system means that you’re managing multiple calls through multiple numbers and extensions.
On the other hand, while hosted phone systems work in a similar way, the biggest difference is that there’s no hardware needed for it at your office. Instead, it will be hosted in the cloud which means you can use your phones through an internet connection.
In general, a hosted system is easier to use as it requires less configuration, and even people that have never worked in a call center before will be able to use it. Another difference is that on-premise systems have more functionality, but they also come with more risk because of the amount of maintenance and upkeep required.
The Number Of Phone Lines You’ll Need
When it comes to hosted phone systems, lines are often unlimited. However, if you opt for an on-premise system, then you’ll need to decide how many incoming and outgoing lines you require.
These options will depend on the size of your business as well as whether or not you plan to offer clients direct access to your company phone system. If you do, then you’ll need to make sure your business phone system is equipped with the number of lines required for all of your employees plus some extras.
The main idea is that you’ll need a phone line for every department of your business, one for voice over IP (VoIP) access and one more if you want to offer direct calling. However, if you need a way to increase internal communication, then you’ll need a phone line for each staff member.
Online Presence Management
Communication is incredibly important for any business, and it can be done effectively in a number of ways. If you plan on sticking with the more traditional option, it might be a good idea to set up a guide on how to answer the phone professionally that your employees can use.
However, in order to create a more connected operation for your company, it’s important to have an online presence that goes beyond the phone system you use.
In fact, one of the best ways to create a strong connection is by using a cloud-based PBX system that provides everything from voice and video conferencing to online contact and appointment booking for your office.
While not every business needs all of those tools, having a system that allows easy access to multiple companies from wherever you are is crucial if you want to provide clients with 24/7 access.
The one thing to keep in mind is that you’ll need a system that provides excellent management tools so you can easily add and remove users as necessary. So, if you are looking for awesome business phone system tools at affordable rates, take a look at SIP trunk pricing for more details.
No matter the size of your business, being able to use a phone system with different platform options makes everything easier when it comes to creating a connection between clients and customers.
For example, if you want to use your phone system on the go, i.e. with your iPad or Android device, then it’s important to find a system that can be accessed from multiple platforms without any complications such as poor call quality and compatibility issues.
In general, it’s best to look for a business phone system that uses SIP and has the capacity to integrate with third-party apps that you find valuable in your day-to-day communication. One of the biggest complaints about hosted phone systems is how they can’t be easily customized when it comes to features and upgrades.
While they’re often easier to use, on-premise systems give you more options and that means you’ll save time and money in the long run.
Scalability And Flexibility
With most hosted phone systems, scalability is limited as they’re usually designed for either small or large businesses with many employees.
While this might be perfect if your company is just starting out, if you need the ability to work on projects with clients or even other businesses, then you’ll need a phone system that can be adapted as necessary.
The one thing to keep in mind is that scalability doesn’t just refer to being able to expand your business phone system when needed, but it also means being able to scale back when needed. If your business changes, you don’t have to stick with a system you no longer need.
If you have a receptionist or a service that needs to send callers to specific departments within your business, then it’s important to look for a phone system that includes an automatic attendant option.
The main benefit of this feature is it allows you to create voice menus that direct callers based on the specifics of their requests. For example, if a caller has a question about your business hours, the automated attendant might give them specific information while also informing them of available appointments.
On the other hand, if they need to speak with someone in management or customer service, it might route them accordingly so you can ensure all incoming calls are routed to the right people within your company.
Building your business around communication means finding the right phone system is crucial to creating an effective connection between clients and customers on top of internal communication that will set the tone for how the entire operation runs on a day-to-day basis.
It might take some time to find the right system that fits your needs, but by spending some time researching different options, you can find a phone system that feels like second nature when it comes to how it’s put to use.