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Best Office Phone Systems For Your Business

Finding the best Office Phone System for your business is now faster and easier! Compare prices, reviews, features, and get free consultation to find the perfect software.

Table of Contents

What is an Office Phone System?

The interoffice phone system has superseded the conventional single-line telephones. The customary way included a multitude of single-line telephones that only contributed to the complexity of the telephone network. The induction of the interoffice phone system has rendered a nimbler way to minimize time and maximize call reliability. The office phone system is basically of two types and varies based on structure and implementation. Multiline and PBX are two categories of office phone systems.

Multiline telephones are the office phone system for small businesses. It has the most basic topology specially designed to meet the telephone connectivity requirements of low office settings. Its central phone system connects you with up to ten other phone lines all over the office space. The primary system separates them with the extension like 'Line 1' and 'Line 2'. The receptionist or the answering machine receiving the call will reroute the call on the desired line.

Phone Branch Exchange a.k.a. PBX carries out a similar usual task as that of the multiline system but without human assistance. This type of system befits large enterprises. With this system, you don't have to integrate additional phone lines; instead, you can forward the call digitally across different departments. PBX automates call forwarding and also entitles you to dial an extension with the menu option.

How to Efficiently Use Office Phone System?

The working of the multiline office phone system is elementary. Each phone line is assigned to a different phone number and conducted as a separate phone line. When the phone rings, the receptionist will forward the call, and if the line is in use or busy, the caller gets straightaway directed to the voicemail.

Another feature that the multiline system offers is 'rollover.' Rollover can address multiple calls simultaneously. So if various calls come at the same time, then the request is redirected to other available phones in the system.

PBX is more elaborative compared to multiline. But its usability and reliability are beyond compare. It dispenses a buffer or electronic messaging that instantly attends the caller. Its menu option enables the callers to use the extension anytime during the call. Another benefit of PBX is that it offers the same extension to the non-members as for interoffice communication.

PBX authorizes the caller to either dial the central number and then redirect to the extension or directly make contact with the extension number. It uses a single phone to make all the phone calls within the office and route all the requests to the extension.

Which Features Are Essential in the Virtual Phone System for small businesses?

The features that define an apt office system are:

  • Flexibility: Nowadays, the workforce prefers mobile communication as it allows them to establish a connection from any location effectively. The twinning feature enabled by this office phone system allows the users to transfer and receive calls from desk to mobile and vice-versa. Click-to-dial, on-phone corporate directory, and other features permit the workers to be more productive, regardless of their location.
  • Incorporation with different applications: Enterprises identify and take advantage of every possibility to be competitive. When you integrate your phone system with various apps like CRM, it proffers features such as a screen-pop when searching in for the caller ID, access to call settings, click-to-call, and many more.
  • Integrated Messaging: This integrated messaging or communication feature is exceptionally sturdy when combined with your calendar and your phone system. With a business-class unified communication feature, your integrated office phone system authorizes you to see your colleague's availability instantly, whether they are in a meeting or on an active phone call. It shows their availability in real-time. Advanced communications tools like these are vitally important for today's businesses.
  • Portal: The web-based Administrator Portal authorizes the administration to control the communications system as per the company's convenience. It doesn't notch costly move, change & add fees. The admin can log into the Portal from any location to alter call routing, reset passwords, and more. He doesn't have to follow the old-fashioned way of submitting tickets to the provider and waiting for them to make the changes.
  • Video Calling: These days phone service providers dispense integrated video calling for smooth, face-to-face interactions between colleagues from any location via video-enabled HD desk phone. In a recent survey conducted, it was observed that more and more organizations are now using video communication solutions for effectual interactions.
  • Corporate Directory: This facet entitles the users to search your corporate list directly from the handset. It makes the process easy and quick to explore the internal contacts and dial their extension. This fairly standard feature in the phone systems has proven out to be a valuable tool in increasing efficacy of office communication. Also, many unified communications systems comprise a group directory integrated into the unified messaging feature. It allows you to accelerate the phone call with the click of the mouse.

How a Wireless Office Phone System Revolutionizes Your Business Communication?

Nowadays, the phone system equips top-notch features and functionalities that dictate the viability of office communication. Presently, the office phone system embeds an automated receptionist to provide a personalized service to the caller like connecting the operator and dialing the extension. Its comprehensive call center solution offers a real-time solution for all the queries. Its feature-rich functionality also allows the agents to an audio conference to the supervisor. It permits you to record the calls to improve the training, customer service, and above all, the call center management.

The hosted PBX feature of the office phone system allows you to route the critical calls to the right person anytime and anywhere. You can also move the request from one network to the other without disconnecting the call. In addition to the above, you can read the message in the inbox and send/receive it via email. Lastly, the voice managers and receptionist provide expert support to the customer and redirect the call to the appropriate operator.

The Role of Corporate Phone Systems in Your Business

In this hyper-modern era, technology has played a significant role in reindustrializing companies. One such example is the office phone system. It is the quickest way to communicate among different departments. Without this, the smooth functioning of any business would not have been possible. It is the most successful communication medium within and outside the organization. The office phone system has majorly contributed to enhancing productivity and improving all business transactions.

Regardless of the infrastructure and size of the company, it fosters to all their needs. With easy and economical installation, it blends perfectly with the business environment. Internet faxing and toll-free calling escalate the volumes of calls, promoting the company significantly. As a result, you could notice a substantial improvement in the customer retention ratio. Office phone systems deliver an enhanced customer service along with improvised sales, subsequently, strengthening the business.

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Frequently Asked Questions (FAQs)

    • Office phone systems have two categories – Multiline and PBX. Multiline are the most basic version that are designed to meet the needs to small business organizations. It has a central unified platform that is connected with numerous extensions. Receptionists route calls on desired lines for effective communication. PBX are more suitable for large firms, and do not require human assistance. They automate call transfers across extensions for better efficiency.
    • Wireless office phone systems can offer a range of benefits for small business organizations:
    • Flexibility in communication
    • More personalization
    • Enhance customer service
    • Integration with existing applications
    • Corporate contact directory
    • Multi-channel client communication
    • Modern office phone systems have stringent security measures to ensure that your sensitive information is not leaked. Password protection, data encryption, firewalls, and user access controls are some integrated security measures.
    • Most office phone systems are user-friendly and intuitive. They have navigable dashboards and simple features; hence do not require intensive user training.
    • Yes, organizations can purchase multiple phone lines for their business. They can also purchase additional phone lines at a later stage if the business expands.

Kiran BajpaiBy Kiran Bajpai | Last Updated: October 28, 2020

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