Best Business Phone System

A business phone system, also called a Private Branch Exchange (PBX) system, is a communication network that enables businesses to manage their internal and external communication efficiently. A variety of features and functionalities are available to streamline and enhance communications within an organization.

Investing in the right business phone system can give your organization a competitive edge. This detailed guide provides an in-depth look at business telephone systems and the top business phone systems for small businesses with their features, pros, and cons. Let’s get started.

What Is A Business Phone System?

The business phone system is a multi-line phone system that offers unlimited calling, automated choices, ring groups to reach numerous employees at once, voicemail-to-email capabilities, and call recording features.

A business telephone system is an advanced communication network created to meet the telecommunication needs of an organization. It facilitates efficient call routing and management by connecting multiple internal phone lines. Most modern business phone systems have a host of features that streamline communication, enhance team collaboration, and increase productivity. Choosing the best business phone system can increase your bottom-line profits and give your business a competitive advantage over rivals.

The phone software used in business today is much more than merely about receiving and making calls. They are now regarded as a comprehensive communication solution called unified communications. A business phone system has multiple tools on a single platform, making communication within and outside the organization very effective.

Unified Communication systems completely change the way the employees of a company communicate with their clients, customers, or co-workers. It is not just regular calling; a lot is handled with the right business phone number.

What are the Benefits of Using a Phone System for the Business?

Modern-day Business Phone System offers a lot of advantages for a business. Here are some of the benefits that a business gets by using a Business Phone System:

1. Automation

   Its automation feature is a great advantage of using the modern phone system for business. There are three different kinds of automation.

2. Inbound

   As the name suggests, the inbound call system is for incoming calls. The receiver of the call can choose to answer the call or perform functions such as replying to the call with a pre-recorded message.

3. Outbound

   The outbound automation feature functions very similarly to the inbound one. However, this feature works for outgoing calls instead of incoming calls.

4. Hybrid

   The hybrid automation is for both incoming and outgoing calls. The business phone system has automation features for Inbound and Outbound systems.

5. Conference Call

   Another common feature of phone systems is call conferencing. It makes talking to two or more people at the same time much easier and uncomplicated. It is quite simple to use. The caller must dial the number that adds it to the current call. Some phone systems also allow joining ongoing conference calls by displaying it on the screen for users.

   Conference calls are a great way to save money since the employees do not have to travel around for important meetings, and much can happen on a conference call. This is a great way of improving communication.

6. Voicemail

   Most businesses do not operate 24x7, but this does not mean that they have to lose their valuable customers. The voicemail feature of the phone system helps customers reach out to you, even when they call outside of the working hours of an organization. Voicemails are also a great way of communicating directly with customers and giving them important information. Besides, they are the most professional way of communicating to the customer how important they are.

7. An Improvised 'On-Hold' Experience

   One of the trickiest times is when a customer’s call is on hold. And this can become exasperating for a customer if the wait gets long. This often happens in small business organizations that do not have enough customer support agents to answer the calls. The voicemail feature in a phone system is the best solution for this issue. The time to hold a call can be effectively used to communicate with the customer and educate them about the running offers, discounts offered, and tips on how to use the products and promote them.

   With too many choices on offer, it can be an overwhelming experience to find the perfect phone system for one’s business. Since different systems come with different features and tools, it is advisable to look into the personal requirements of your business and then choose a business phone system that fits your bill.

8. Shared Phone Lines

   In a traditional phone setting, you must install a separate phone line for each employee. Not only will this increase your operational costs, but it will also increase the administrative burden of managing multiple phone lines.

   With an Internet business phone system, your employees can share phone lines with different extensions. This helps you save extra expenses and resources.

9. Auto Attendant

   As discussed, auto-attendants are becoming the new normal in the telephony industry. An online business phone system has an auto-attendant feature allowing you to provide customers with a seamless experience. Besides, it creates a solid first impression and helps you with powerful branding.

10. Abbreviated Dialing

    A call center floor consists of hundreds of employees. If one employee has to speak to another seat on the other side of the floor, he would need to walk over to the person's desk. This doesn't seem efficient in any way.

    Business telephone systems allow employees to communicate with each other via telephones. This eliminates the need to walk across the floor, increasing employee productivity.

11. Reduced Conference Call Expenses

    Call bridges largely reduce conference call expenses. You'll have to pay for phone line expenses without a call bridge. These costs may sound insignificant, but they can pile up if you have multiple phone lines. Call bridges to eliminate this hurdle and reduce your conference call-related costs.

12. Call Transfer

    So, one of your call executives is on a call when the customer suddenly asks something tricky. Call center guidelines suggest calling agents transfer the call to their seniors if they cannot answer a query.

    An affordable business phone system allows you to transfer calls easily with a button click. This eliminates the need for manually asking another employee to pick up a line.

How Does A Business Phone System Work?

Most business phone systems have advanced functionalities that streamline calling operations. The business phone system utilizes an automated attendant or IVR to greet the caller and present various menu options to handle incoming calls. The caller can select their desired department or extension, which prompts call routing. The system then directs the call to the appropriate destination, such as a receptionist, specific employee extension, or voicemail.

Furthermore, business telephone systems support features such as call forwarding, call transfers, call recording, and conference calling. These systems can be hardware-based or cloud-based phone systems and often integrate with other tools and software for better efficiency and productivity.

Different Types of Phone Business Systems

Businesses have a variety of phone system options to choose from, each with its own unique features, capabilities, and deployment models. Following are some of the most widely-used types:

1. Traditional Landline Systems

   Traditional landline phone systems, commonly referred to as public switched telephone networks (PSTNs), utilize copper wiring and analog signals for transmitting voice calls. These systems are generally supplied by landline service providers and necessitate on-site PBX equipment to manage call routing and other features.

2. Private Branch Exchange (PBX) Systems

   PBX systems are utilized to build private telephone networks within organizations. They can be deployed both on-premises and in the cloud. On-premises PBX systems require physical hardware and equipment set up at the business premises, while hosted PBX solutions are managed and maintained by an external service provider.

   PBX systems are more advanced than KSU-less systems. They operate with programmable switching devices that enable the automatic routing of calls. Besides automation, these systems have an uninterruptible power supply and can function without electricity.

   Hosted PBX is the newer variant of PBX systems. In these systems, the telephone provider hosts the programmable switching devices instead of you installing it on-premise. This provides a bit more flexibility and helps you reduce installation and maintenance expenses.

3. VoIP

   One of the most popular phone systems, VoIP, uses an internet connection to make calls. Using a VoIP phone system, the company workers can access the business phone number via their mobile phones.

4. Cloud-Based VoIP Systems

   The biggest advantage of cloud-based VoIP phone systems is that there is no hardware and maintenance except the phone itself. The service provider is completely responsible for maintaining and updating the technology for the client. It is a great choice for a growing business since scalability is easier.

5. SIP Trunking

   Session Initiation Protocol (SIP) trunking is a method of using an internet connection to connect an office phone system to the Public Switched Telephone Network, allowing for voice, video, and other real-time communication services over IP networks. By eliminating the requirement for physical phone lines, businesses can benefit from VoIP technology facilitated by SIP trunking. It can be implemented with both on-premises PBX systems and cloud-based phone systems.

6. Virtual Phone Systems

   Virtual phone systems, sometimes referred to as cloud-based phone systems or virtual PBXs, are hosted in the cloud and require no physical hardware. Calls can be routed through an internet connection, and the system is managed by an external service provider. A virtual phone system offers unparalleled flexibility, scalability, and features such as automated attendants, call forwarding, voicemail, and compatibility with other business tools.

   In the virtual phone system, when a client calls the main business phone number, their calls are transferred to the workers' mobile phones or home phones instead of desk phones. The system works as a call-forwarding solution.

7. Hybrid Phone Systems

   Hybrid phone systems combine the best of a traditional office phone system and VoIP technology, providing businesses with the ability to leverage their existing infrastructure while gradually transitioning to VoIP capabilities. Hybrid systems often involve an on-premises PBX system connected to VoIP services or cloud-based features for increased flexibility.

8. Mobile Phone Systems

   As the usage of mobile devices in business environments has increased, mobile phone systems have gradually become prevalent. These systems leverage the latest technology and mobile apps to offer features such as business calls, voicemail, and call management on employees' smartphones or tablets. Mobile phone systems can be used as standalone solutions or may be integrated with other telephone systems for streamlined communication.

9. Key System Units (KSU)

   The original phone systems used key system units (KSU). This type of phone system could accommodate a limited number of phone lines. Hence, it was mainly used by small businesses with less than 40 employees.

   A KSU is easy to use and functions like a home telephone system. It has all the basic telephony features, but it lacks portability. These systems use a central switching device to select phone lines manually.

   KSU-less systems are also available. These systems are portable and much more flexible. But they also have line limitations. Most KSU-less systems don't allow for more than ten phone operators. Therefore, they're suited for micro businesses only.

Key Features Of The Best Business Phone Solutions

The best phone solution for a small business offers a range of key features that enhance business communications, improve productivity, and facilitate business operations. The following are some of the key features of telephone systems for small businesses:

1. Omnichannel Communication

   The best phone system comes with an omnichannel communication feature to enable organizations to engage with customers seamlessly across multiple communication channels. It aims to provide a consistent and integrated customer experience, regardless of the channel customers choose to interact with the business.

   The omnichannel communication feature in the business phone system supports multiple channels, integration capabilities, and centralized management. Using this feature, businesses can improve their customer communication strategies, streamline interactions, and deliver outstanding customer experiences across all touchpoints.

2. Automated Callbacks

   An automated callback is one of the advanced features of business phone systems that allow callers to request a callback rather than waiting on hold. When a caller selects the callback option, the system automatically puts them in a queue and notifies them when an agent is ready to address their call. This feature enhances the customer experience by minimizing wait times and optimizing efficiency for businesses.

   The callback feature is advantageous for both businesses and customers alike. It reduces customer dissatisfaction due to prolonged wait times, enhances efficiency by reducing call abandonment rates, and allows agents to focus on addressing customer queries rather than overseeing calls in real-time.

3. Interactive Voice Response (IVR)

   The Interactive Voice Response (IVR) feature is a key component of today’s business phone systems. The IVR system utilizes pre-recorded voice prompts and touch-tone or speech recognition technology to interact with callers.

   The IVR system not only provides self-service options but also acts as an auto attendant, supporting smooth call routing to connect the caller to the appropriate agent or department. Using self-service menu options, callers can get the relevant information or access the specific department, service, or extension they wish to reach. This greatly enhances the efficiency of directing calls and eliminates the necessity for manual transfers.

4. Global Connect

   Global Connect or international calling is another crucial feature of the best office phone systems for small businesses. This feature is specifically designed for businesses with a global presence or those involved in international operations. The feature lets businesses make and receive calls to and from different countries.
    
   Using this feature, companies can dial international numbers straight from their business phone system. The system recognizes the international format and performs call routing accordingly. The best business phone system provider generally provides different pricing plans or packages customized to international calling needs, allowing businesses to manage costs while maintaining global connectivity.

5. VoIP Functionality

   The best business phone system features VoIP capabilities that enable you to communicate without cords. With VoIP features, you can interact with prospective clients and customers online.

6. Auto Attendants

   An auto-attendant system works like an email autoresponder program. It gives a professional greeting to the caller and enables call routing to cell phones. Though nothing can replace live interaction, auto-attendants can be equally handy in peak rush seasons.

   And now, with AI, auto-attendants have become the new normal in the telephony industry. Some well-programmed auto-attendants can even resolve customer queries without any human involvement.

7. Mobile Twinning

   Mobile twinning allows you to link one phone number to two cell phones. Thus, when there's an incoming call, it will ring on both cell phones. With this feature, you can make your mobile phones an extension of your business telephone. Therefore, you can easily take calls even if you're out or working remotely.

8. Voicemail to Text or Email

   Customers send voicemails a lot. The voicemail-to-email feature automatically sends the received voicemails to the email. This way, you don't have to check your voicemail inbox and your email separately.

   Furthermore, sending voicemails to email enables faster retrieval of messages, mobile listening, enhanced record-keeping, and improved responsiveness.

9. Conference Bridges

   A conference bridge allows you to dial into a virtual conference with a group easily and quickly. The traditional video conferencing process is lengthy and tedious. First, you must call one member and manually add people individually.

   Conference bridges resolve this hurdle. They allow you to host a video conference immediately without any management hurdles.

10. On-Hold Messages

    Customers hate waiting in call queues, and they're more likely to get frustrated and disconnect if they hear nothing but silence.

    A VoIP business phone system offers tailored music and on-hold messages to avoid losing callers. It also helps you improve customer experience and develop a professional image for your brand.

11. Call Recording and Accounting

    Understanding the behavior and demands of your customer is critical. Many businesses focus on completing as many calls as possible but overlook the necessity of analyzing their call performance.

    The call recording and accounting feature automatically record all calls made through a cloud business phone system. This allows you to analyze each call executive's performance and conduct effective training and coaching exercises accordingly.

    You can also assess the recorded calls to capture missed details, ensure regulatory compliance, and improve customer experience.

Difference Between Business Phone System and Business Phone Service

Though the terms "Business Phone System" and "Business Phone Service" seem quite similar, in reality, both refer to different aspects of an organization’s telecommunications infrastructure.

A business phone system is typically a hardware or software solution that facilitates both internal and external communication within an organization. This includes the physical or virtual equipment, infrastructure, and features that enable telecommunication services within the organization.

Additionally, a business phone system usually comprises a private branch exchange (PBX), desk phones, voicemail systems, call routing, and other features required for effectively managing phone calls, call queues, and overall communication within the organization.

On the other hand, business phone service indicates the actual telecommunications service that provides connectivity to the public switched telephone network (PSTN) or internet Voice over Internet Protocol (VoIP), enabling businesses to connect with customers and other businesses. Business phone services enable businesses to communicate with clients, customers, and partners via voice calls. These services can be offered by traditional landline phone systems companies or internet-based VoIP providers.

Business phone service providers often provide different plans and pricing options for voice calls, including local, long-distance, and international calling. Moreover, they offer additional advanced features such as call forwarding, mobile applications, conferencing, and integration with other communication tools.

To summarize, a business phone system refers to the internal infrastructure and equipment utilized for managing phone calls within an organization. In contrast, a business phone service is an external service that connects your business to the telecommunications network, thus allowing for communication with outside entities.

How To Select The Right Business Phone System For Your Organization?

A robust, feature-rich business phone system can skyrocket the efficiency of your customer support and telemarketing team. But with so many small business phone software solutions, making the right choice can be tricky.

When selecting the right business phone system for your organization, it is important to consider your specific requirements and objectives. The following steps can help you make an informed decision:

1. Cloud-Based and Compatibility With Mobile Devices

   Investing in cloud-based phone systems, commonly referred to as Voice over IP (VoIP) or hosted PBX, can provide better flexibility and scalability. Cloud-based solutions are easy to scale up or down as your business grows or adds new locations. Cloud-based phone systems have lower upfront costs compared to traditional on-premises systems.

   Now let’s talk about compatibility with mobile devices. Choosing a phone system that is compatible with mobile devices allows your employees to use their mobile phones as extensions of the business phone system. They can easily manage calls using their mobile devices, access voicemail, and use features such as call forwarding or presence management.

2. Number Portability

   Always remember that your phone number is a crucial component of your business identity. Maintaining your current business phone number ensures familiarity for your customers and reinforces continuity. Furthermore, a reliable phone number enhances the professionalism and trustworthiness of your business. Additionally, retaining your existing number simplifies marketing processes, eliminating the need for extensive rebranding.

   Therefore, when selecting a phone system or service provider, it is important to confirm that the system explicitly states that it permits you to port your existing business phone number. If you are planning to switch to a new phone system, make sure your present service provider allows number porting and is compatible with the new system.

3. Encryption and In-Call Security

   Encryption and in-call security are essential for protecting your organization's trade secrets and intellectual property. Encryption ensures that the contents of phone calls remain secure and confidential, which is especially critical for organizations dealing with sensitive data, such as financial institutions, healthcare providers, or legal firms. Additionally, in-call security guarantees that conversations remain intact and unaltered during transmission.

   Also, in today's digital landscape, customers prioritize their privacy and expect organizations to manage their data securely. By implementing encryption and secure communication protocols, you demonstrate your commitment to protecting customer information and building trust with your clients.

4. Visual Voicemail

   Visual voicemail is another important feature to consider when selecting the best business telephone system for your organization. This feature enables users to view a list of their voicemails on their phone's display or designated app, providing a visual representation that includes information such as the caller's name/number, timestamp, and even transcription of the messages.

   With Visual Voicemail, users can easily manage their messages. This is especially beneficial for remote employees, who can access their voicemails from any location with an internet connection, be it a phone, tablet, or computer. It allows organizations to maintain consistent brand identity and provide tailored messaging to incoming callers.

5. Internal Team Messaging

   Internal team messaging is an essential factor to consider when selecting the ideal business phone system for your organization. It provides employees with the ability to quickly and effortlessly communicate with one another. Having a robust internal team messaging feature offers seamless communication, file sharing, and coordination among staff, regardless of their location.

   Internal team messaging provides a centralized platform for conversation storage, file sharing, and vital information retention. This is invaluable for the purposes of knowledge retention, welcoming new employees to the organization, and referencing prior conversations or decisions. Business phone systems often come with integration capabilities that enable seamless integration between various productivity tools and software for convenience.

6. Create a Staffing Plan

   First, analyze your business plan and determine the number of probable users. Don't only count the number of employees you have now but also how many you're expecting to have 3 or 5 years down the line.

7. Select the Required Features

   Virtual business phone systems can vary when it comes to features. Some small business phone companies might only offer call sharing and auto-attendant, whereas advanced solutions come with abbreviation and integration features.

   But you won't need most of the advanced features if you're a small business with 10-15 employees. Therefore, understand your business's requirements and find a solution accordingly.

8. Consider Your Location

   Your requirements will differ if you're located in one city only compared with a business in other cities, states, or countries. With the company’s expansions and international presence, the number of locations and the need for top small business phone systems with remote capabilities also increases.

9. Select the Phone Technology

   As discussed before, you have options for KSU-less, PBX, or VoIP systems to choose from. KSU-less systems have phone line limitations, so they're ideal only for microbusinesses with less than ten employees.

   A PBX or hosted PBX system could be a suitable pick if you're a small business with under 50 employees in one location. And if you're an enterprise with offices and teams in multiple locations, opt for a cloud-based VoIP solution.

10. Conduct Thorough Testing

    You never know how easy or hard adapting to a new telephony system will be. It might take your team a few days or months to get entirely accustomed to it. Therefore, it's essential to test the new system thoroughly. Review the usability and training requirements to ensure your team doesn’t struggle using the new system.

Top 5 Business Phone Systems: Comparison

If you are searching for the best small business phone system for your organization, then you can consider the below-mentioned providers based on your specific requirements. Below, you can explore the five popular business phone systems with their features, pros and cons, and pricing information:

1. CallHippo

CallHippo is a cloud-based business phone system that provides robust features to facilitate communication and collaboration within organizations. With its simple-to-use interface, users can quickly configure and set up their phone system without needing any technical expertise. It also offers mobile apps for iOS and Android, which enable users to make and receive calls on the go easily.

With virtual phone numbers available for various countries, CallHippo enables businesses to expand their reach and provide services to international customers. Besides, it facilitates remote work and ensures connectivity even when employees are not in the office.

Features

• Virtual phone numbers
• Call forwarding
• Call recording
• Voicemail
• Interactive Voice Response (IVR)
• CRM Integration (like Salesforce and Zoho)

Pros

• CallHippo offers affordable pricing plans for all kinds of business organizations.
• The easy setup and usage make it the best business telephone system for small businesses.
• It ensures extensive global coverage to help businesses expand their reach globally.

Cons

• Compared to some competitors, CallHippo provides limited advanced features.
• The integrations with other business tools may be limited.

Pricing

• CallHippo offers multiple pricing tiers starting from $16/user per month. They also have custom enterprise plans available.

2. HoduPBX

HoduPBX is a well-renowned business phone system that offers a range of features to facilitate seamless communication within organizations. The multi-tenant IP PBX software offered by HoduSoft allows service providers to provide hosted services on their servers to generate more revenue. It has been crafted with scalability in mind, allowing businesses of all sizes to reap its advantages. In addition, HoduPBX can easily integrate with CRM software, thus improving customer relationship management by providing a unified view of customer engagements and allowing for more accurate tracking and follow-up.

Furthermore, HoduPBX can be deployed both as an on-premises solution or in the cloud, allowing businesses to select the method that best fits their requirements.

Features

• Auto-attendant
• Call queues
• Call recording
• Voicemail
• Advanced call routing and IVR options
• CRM Integration ( like HubSpot and Zoho)

Pros

• HoduPBX offers a wide range of features for efficient call management.
• It provides excellent integration options with CRM systems.
• HoduPBX is a scalable solution, which makes it a perfect choice for small businesses to large organizations.

Cons

• HoduPBX is a relatively new product compared to some competitors in the market.
• Setting up HoduPBX may require technical proficiency and familiarity with IP PBX systems.

Pricing

• HoduPBX offers both on-premises and cloud-hosted solutions. Pricing varies based on the number of users and specific requirements.

3. RingCentral

RingCentral is a cloud-based business communication platform that provides a unified solution for voice, video, team messaging, and collaboration tools. This comprehensive platform is designed to be flexible and reliable so it can scale with your business as it grows, making it easy to add or remove users and features based on changing needs.

RingCentral can be seamlessly integrated with popular business applications, allowing for improved productivity and smoother workflows. Furthermore, it offers international phone numbers and facilitates global communications - making it an ideal choice for companies operating across different countries.

Features

• HD Audio
• Video conferencing
• Team messaging and collaboration
• Integration with business apps

Pros

• RingCentral offers a comprehensive feature set for unified communications.
• It provides a robust mobile app with full functionality, supporting remote work.
• It is a reliable and scalable solution for businesses of all sizes.

Cons

• RingCentral has higher pricing as compared to some competitors.
• Some of its advanced features may require higher-tier plans.
• Configuring advanced settings or customizations may require technical expertise.

Pricing

• RingCentral offers different pricing tiers, starting from $19.99/user per month for basic plans. Advanced features are available in higher-tier plans.

4. Nextiva

Nextiva is a well-established cloud-based business communication platform that provides reliable and high-quality VoIP calling with versatile advanced features. Its cloud infrastructure ensures utmost reliability, supported by redundant data centers and network infrastructure to reduce the risk of downtime.

Additionally, Nextiva's video conferencing capability enables users to host online meetings, webinars, and video conferences with features such as screen sharing, chat, and recording.

Features

• Auto-attendant
• Call queuing
• Voicemail
• Advanced call analytics & reporting
• CRM Integration

Pros

• Nextiva is well-known for offering reliable and high-quality voice services.
• It offers a comprehensive suite of communication features, including video conferencing, team messaging, and advanced call management capabilities.
• It is easy to set up and comprises a user-friendly interface.

Cons

• Some businesses may find that Nextiva's pricing structure is comparatively on the higher side.
• The advanced features may be limited in lower-tier plans.

Pricing

• Nextiva offers different pricing plans, starting from $20/user per month for their basic plan. Advanced features are available in higher-tier plans.

5. Dialpad

Dialpad is another top business phone system that offers superior voice calling features, such as local and international calling, call forwarding, call recording, and voicemail. This cloud-based solution also provides advanced video conferencing capabilities with HD video and audio streaming, screen-sharing capabilities, and collaboration tools to support online meetings and team collaborations.

Dialpad's modern and intuitive interface enhances user experience, allowing for easy navigation and utilization of its features. Additionally, it supports remote work, ensuring users stay connected and manage their communication no matter where they are.

Features

• Voice calling
• Video conferencing
• Team messaging
• AI-powered transcription and analytics
• Integration with business applications.

Pros

• Dialpad comprises a modern and intuitive interface.
• It is highly focused on AI and automation features.
• It offers better flexibility and scalability options.

Cons

• Dialpad's pricing structure is quite high compared to some competitors.
• Its international calling rates can be expensive in some cases.
• The options for customizing call routing or configuring complex settings may be limited.

Pricing

• Dialpad offers different pricing plans, starting from $20/per user per month. Advanced features like call center capabilities are available in higher-tier plans.

How to Implement A Business Phone System?

Setting up a small business phone system requires careful consideration of several important steps to ensure effective communication within your organization. Here are some of the important steps to consider while setting up small business phone systems:

1. Select the Right Business Phone System

   Choosing the appropriate business phone system is crucial when setting up a small business phone system. The best small business phone ensures that your small business has a reliable, efficient, and scalable communication solution that aligns with your specific needs.

   The right phone system is the one that meets your business's communication needs, contributes to the professional image of your company, enables scalability to accommodate your business's evolving needs, results in cost savings in the long run, enhances productivity and efficiency within your organization, and last but not least, supports remote work through features like mobile apps, softphones, and virtual extensions.

2. Select Your Business Number

   Picking the right business number is also important when setting up a small business phone system. It helps in creating a professional image for your small business, enhancing the credibility and trustworthiness of your company among customers and clients. It can also be aligned with your brand identity and make it more recognizable.

   Having a business number also helps businesses to gain more control over call routing and management. You can set up call forwarding, IVR menus, and call queues to ensure that calls are efficiently directed to the right department or employee. Regarding privacy and security, a business number helps keep personal and business calls separate, ensuring that your personal contact details are not disclosed to customers or clients.

3. Identify Your Preferred Device

   When setting up a business phone system, you must identify your preferred device to select the most suitable communication device for your organization's needs.  No matter what type of phone system works best for your business, you can customize it to provide the best communication experience, whether that involves a traditional desk phone, a softphone application on your computer, a mobile app on your smartphone, or a combination of these options.

   For instance, if your business requires mobility or supports remote work, you can opt for a mobile device or softphone application that allows remote employees to stay connected and access the phone system's features from anywhere with an internet connection. For enhanced compatibility and integration, you can select a phone system that can seamlessly integrate with your current hardware, software, or CRM systems.

4. Add Extensions

   Extensions are a must-have when setting up a small business phone system to ensure effective internal communication. Through easy information sharing, collaboration, and call transfers between team members, extensions facilitate smooth and efficient communication within your organization. Extensions also enable efficient call routing within your business phone system.

   Additionally, extensions can be utilized to make direct outbound calls, empowering sales reps or employees to have their own designated business phone lines. Overall, extensions offer a level of organization and structure to corporate phone systems, conveying a professional, reliable, and well-established corporate image.

5. Select and Pay For The Features You Need

   By selecting and paying only for the features you need, you can avoid unnecessary expenses. Nowadays, many business telephone solutions providers offer different pricing tiers or allow businesses to customize their plans according to the specific features they require. By selecting the right features, you can create a customized phone system that fits your specific needs and workflows perfectly.

   Keeping unnecessary features can add complexity and confusion to your phone system. Therefore, by just focusing on the features you need, you can keep your system streamlined and user-friendly. Moreover, rather than investing in features that are not needed, you can invest in other areas of your business that can contribute directly to its development and success.

Businesses That Benefit From A Business Phone System

A robust and reliable business phone system can benefit a wide range of businesses across various industries. Let’s look at some of the examples of businesses that can most benefit from a business phone system:

1. Small and Medium-sized Businesses (SMBs)

   SMBs often lack resources and rely heavily on effective communication with customers, clients, and partners. A business phone system can provide them with advanced call management features, improved customer service, and cost-effective solutions for improved communication.

2. Remote and Distributed Teams

   Businesses that deal with remote workers or have distributed teams can benefit from a business phone system that offers features such as virtual extensions, mobile apps, and video conferencing which help keep teams in different locations connected and productive.

3. Customer Service and Support Centers

   Businesses having dedicated customer service or support centers can benefit from a business phone system that is equipped with advanced call routing, call queuing, and monitoring capabilities. These features help to streamline customer interactions, improve response times, and promote customer satisfaction.

4. Sales and Marketing Teams

   Sales and marketing people also need efficient communication to effectively communicate with prospects and close sales. A business phone system featuring call recording, call analytics, as well as CRM integration provides valuable insights into sales activities while enhancing lead management processes.

5. Professional Service Industries

   Businesses in professional service industries such as law firms, accounting firms, real estate agencies, and consulting service providers can take advantage of the features provided by business phone systems such as call forwarding, auto-attendants, and voicemail management to improve client communication and project a professional image.

6. Retail and E-commerce Businesses

   Businesses in the retail and e-commerce industry that receive a high volume of customer calls can benefit from features like call queuing, IVR, and CRM integration. These tools offered by a business phone system help streamline customer inquiries while enhancing the overall customer experience.

7. Healthcare and Medical Industry

   Businesses in the healthcare and medical field, such as healthcare providers, doctors' offices, and medical practices, can take advantage of a business phone system that provides features like secure messaging, appointment scheduling, and call routing. This type of system allows them to respond quickly to patient inquiries and easily manage communication within the practice.

Market Trends and Statistics of Business Phone Software

As of 2018, the global VoIP and telephony software market was valued at $20 billion and was projected to reach $55 billion by 2025 with a 12% CAGR. Several factors are driving this growth, and as technology is advancing, new trends are also emerging.

Let's delve into some future trends in the business phone software market.

1. The Rise of UCaaS

   Unified Communications as a Service (UCaaS) platforms are gaining popularity. VoIP powers these systems, but they include additional capabilities. In addition to calling, they offer features like video/web conferencing, faxing, text messaging, and team collaboration. The biggest benefit of UCaaS is that it centralizes all online communications within a single platform.

2. AI for VoIP

   Artificial Intelligence (AI) isn't a new name, but it's certainly a newcomer to the telephony sector. Modern-day VoIPs come with AI capabilities that enhance and optimize the auto-attending capabilities of a business phone system. With AI, you can create smarter, human-like digital assistants that can perform real-time sentiment analysis of the caller.

3. In-App Integrations

   Integrated VoIP capabilities have become the cornerstone of modern-day business communications. Moving to and fro between different apps and tabs can adversely impact your call executives' productivity. Platforms with integrated in-app communications resolve this hurdle by assembling all communications into a single dashboard.

4. Increasing Mobility

   Telemarketing and customer support teams are becoming increasingly remote. VoIP vendors now have mobile versions for various mobile platforms to keep up with this trend. This means your call executives can work efficiently while traveling or working remotely.

5. The Disappearance of Traditional Phones

   The use of landlines or analog phones has been decreasing over the past decade. Not only in business settings, but landline phones are disappearing in households, too. Thus, VoIP providers are focusing on cellphone-centric business phone solutions. And it'll be no surprise if landline phones entirely disappear by the end of this decade.

6. 5G Technology

   5G has almost made its way to mobile phones, and one of its primary applications will be in business telephone systems. Despite several developments in VoIP technology, call quality and latency remain important areas of concern. With superior latency and Quality of Service (QoS), 5G is a VoIP trend to watch out for.

Pricing of Business Phone Systems

The cost of business phone systems can differ significantly based on factors like the provider, the features, the number of users, and any additional services or add-ons required. Since the pricing of business phone solutions varies based on various factors, it is recommended to connect directly with the provider to get accurate pricing information. However, on average, business phone systems can range between $15 and $ 30 per user per month, depending on the features, customization, and level of service required by your organization.

Conclusion

In conclusion, selecting the best business phone system is crucial for organizations of all sizes and industries. A reliable and feature-rich phone system can significantly enhance communication, collaboration, and customer interactions. Just make sure to choose a phone system depending on the unique needs and priorities of your business. After all, selecting the right solution for your business can empower your communication infrastructure, improve operational efficiency, and help you deliver exceptional customer experiences.

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