Stay connected with a Secure Business Telephone System Anytime, Anywhere.
The digital age has led to more than the development of technological advancements. It has redefined how business processes are done, how team members connect and collaborate, and how businesses interact with customers. From remote to mobile interactions, communication is not only preferred but also vital to the success of business strategies and operations.
According to a recent survey, more than 60% of consumers prefer calling businesses on the phone. Phone calls remain at the top of the preferred communication channels even today.
With more telecom choices than ever before, we understand that it is no easy feat to decide on the right business telephone system for your company. Before we jump into your available options and must-consider elements, it’s important to understand how business phone systems work in the first place.
How Do Business Phone Systems Work?
A business phone system often works with a PBX (Private Branch Exchange), which is a system within a company that manages call flows and auto-routes calls based on pre-configured rules. This means that with a PBX, when a caller reaches your company, he/she can be directed to his desired extension automatically without anyone having to intervene, greatly enhancing business efficiency.
PBX phone system components have evolved over time. When it first came out, generally known as analog/legacy PBX phone systems, small businesses had no option but to rely on traditional copper wire lines to communicate. Very limited telephony features were available to leverage at that time.
The emergence of VoIP (Voice Over Internet Protocol) has changed the game. The possibility of using internet phone service has brought about the next generation of VoIP-based phone systems that allow you to make voice calls using a broadband Internet connection. Such robust VoIP systems for small business has made advanced telephony services like auto-attendant, music on hold, call queue, and call recording possible and opened up more opportunities for companies to rocket business communications with reduced costs and improved efficiency.
What Are My Options for a Business Phone System?
There are two primary types of VOIP phone systems used by businesses worldwide: hosted (cloud) and non-hosted (on-premise) systems.
Hosted (Cloud) VoIP Phone System
If you want the best of the maintenance-free systems and have a toehold on the future, cloud phone systems are the ideal choice. They take the form of software or web application and work with the help of an internet connection. These systems don’t have a physical PBX system. Instead, a virtual PBX hosted on the cloud keeps its engine running. The service provider handles all the virtual PBX maintenance and updates, freeing you from many IT concerns.
Cloud phone systems are considered future-proof. They offer features of a complete phone system and allow growing businesses to add phone lines and users with ease. Greater mobility can also be expected as users can access their office phone functionality anywhere with an internet connection.
Some benefits of choosing a cloud-based system are:
No upfront cost for equipment (only installation/set up)
Fixed monthly fee
Flexibility to expand or reduce your system and add or remove features by adjusting your monthly rate
Unaffected by outside factors such as severe weather – very reliable.
Best for growing businesses on a fixed budget that don’t have an IT staff to operate and maintain PBX hardware. They’re also great for businesses that want quick access to new phone system features, have multiple locations, and want their system all on one platform.
Non-Hosted (On-Premise) VoIP Phone System
An on-premise VoIP business phone system is one where the PBX hardware is kept on-site in your server closet. Instead of physically connecting to the PBX with copper wiring, phones connect to the PBX over an office’s Local Area Network (LAN), often leveraging the same internet connectivity that your office computers do.
Top-notch on-premise VoIP systems for small businesses allow you to reap all the benefits of modern VoIP technology: reduced call rates, free internal calls, rich VoIP functionality, increased mobility, scalability, etc. Advanced features like Interactive Voice Response (IVR), call queues, call recording, and conferencing are delivered with the ease of use.
Some benefits of choosing an on-premise system are:
All equipment is housed in your business. You have full control.
Re-configure your system without needing to coordinate with your vendor.
Data is stored on-site rather than in the cloud.
The total lifetime cost of equipment is generally lower than cloud systems.
Best for small businesses wanting the functionality of a sophisticated phone system at a reasonable price and want to take full control over their system and access the equipment at all times.
What Is Unified Communications and What Are Its Benefits?
Now that some of us are beginning to work remotely, companies need to find a way to serve users who refuse to be tethered by wires and physical locations. The result has been an influx of fantastic communication tools, designed for almost every touchpoint in the average business. The only problem? We’ve innovated so fast that the sheer number of communication tools available is enough to overwhelm any user or IT team.
Fortunately, we have a solution. Enter Unified Communications.
The term ‘Unified Communication’ or ‘UC’ describes not only how we connect different communication systems for the digital workforce, but collaboration tools too. That’s why you will often hear the phrase UC&C which simply means ‘Unified Communications and Collaboration’.
Seamless UC ensures a higher level of interaction throughout the globally-dispersed workforce. It breaks down the silos between enterprise teams, and ensures that no matter where you work, you can still access the same secure system.
In short, UC incorporates:
Messaging (persistent chat)
Voice and video calling
Meetings
Team collaboration (channels)
File sharing
Integrated apps
…and so much more.
Whether you decide to go for an on-premise or cloud-based phone system, you will have the choice to adopt unified communications.
Some benefits of Unified Communications are:
Better productivity: Teams can connect however they feel most comfortable, using any device or medium they choose.
Reduced costs: With cloud-based UC, companies can implement unified communications with less initial outlay and reduce overall operating costs.
Stronger performance: Because employees can communicate and collaborate instantly, they can solve customer problems faster and improve your business's reputation.
Enhanced user experience: A good UC strategy can delight your employees and even reduce turnover in your organization by giving people more freedom to work as they choose.
What Are Some Things to Look for In a Business Phone System?
When you’re thinking about which type of VoIP system to invest in, you must consider a handful of elements. Here are a few major categories to think about when choosing a business VoIP service:
Features
The first and most important aspect of choosing the right solution is understanding the features offered. Identifying the features available and aligning them with the needs of your business is crucial.
If critical telephony features like call queues, auto-attendant, and conferencing are missing or cost extra, the product may not be the right solution. In general, a VoIP small business phone system that comes with unified communications capacity will be the best for businesses to grow and shorten communication runaround time.
Some basic call features to pick the best VoIP system include call forwarding, call routing, caller ID, music on hold and emergency number.
Costs and Investments
Best VoIP systems for small businesses must be able to accommodate business needs while also accommodating the budget. Initial costs, total costs of ownership, and existing infrastructure should all be considered.
Initial Costs:
Hosted VoIP solutions usually have a low upfront cost and are typically charged as a monthly fee per user. Using an on-site VoIP phone system has a higher upfront cost, but then no, or only very little, recurring monthly fee. If both systems offer sufficient services, you’ll need to consider if your company finances call for one payment model over the other, that will likely decide which type of system you should choose.
Total Costs of Ownership:
It’s hard to decide if a hosted VoIP solution could cost less or higher than an on-site hardware investment, as they’re paid in different models. But your years of system usage may give a basic hint. Make a simple calculation based on the year you tend to use the system, and you’ll get your answer.
Existing infrastructure:
Consider your current technology infrastructure: your existing PBX, phone sets, or any type of trunks. Make an evaluation or consult with possible service providers to see if they can be seamlessly preserved and incorporated into the new system. Excellent interoperability between your existing infrastructure and the new solutions will not only help you achieve the best cost-efficiency but also save you much trouble in the provisioning process.
Ease of Use and Management
If you do not have dedicated IT resources, think of a phone system that is easy to use, manage, and set up. Ideally, with a top-rated phone system, you can make changes (e.g. adding extensions for new users) within point-and-click configuration in minutes and without relying on professional system administrators. Four key features of an easy-to-use VoIP phone system are Web-based Control Panel (Online Portal), IP Phone Auto Provisioning, Mobile Softphone and Event Notification (Instant Alert).
Secure Your Business Communications Future with Cabco
Business phone systems are more than just technology in this day and age. It is an asset and one that could make the difference between the loss of customer trust and your gain of customer loyalty. No matter which system you choose, adopting unified communications is a straightforward way to save money on something that is paramount to all businesses: telecommunications.
Beyond that last reminder, you need a business phone system because it gives your company the chance to grow with your employees and your customers.
Whether you are looking to have a new phone system installed or have your current system updated, our team at Cabco is here to answer your questions, offer advice, and customized solution that’s the perfect fit for your business goals.
Cabco is an authorized agent to Regional Carriers.