Best Business Phone Systems

Business Phone Systems Guide

Business phone systems are an essential component of any business. They can be used to handle customer service, sales calls, internal communications and more. They can be provided as a hosted system (also known as cloud-based) or as an on-premises system (also known as a PBX).

Hosted business phone systems are services offered by third-party companies that allow businesses to use their own phones for all their communication needs. These systems utilize Voice over Internet Protocol (VoIP) technology to convert analog audio signals into digital data packets for transmission over the Internet. With these systems, businesses have access to features such as auto attendants, advanced call routing, call recording and analytics and more. Some providers even offer additional features like video conferencing, chat bots and analytics tools.

On-premises business phone systems are physical hardware devices that require installation at your premises in order to function properly. These systems offer more control over the setup of your phone system compared to hosted services – but they also come with higher upfront costs due to the purchase of hardware. Common features of these systems include voicemail boxes, call forwarding and blocking, automated attendant menus for routing incoming calls and integration with other onsite applications such as CRM software or accounting packages.

When it comes to choosing the right business phone system for your organization, there are many different factors you should consider before making a decision such as cost, quality of service, scalability options and customer support from the provider you choose. Additionally, understanding if your team requires specific features like call queues or conference calling capabilities will help narrow down your choices when selecting a new system design.

Features Offered by Business Phone Systems

• Caller ID: Caller ID is a feature of business phone systems that allows the user to see who is calling before they answer. This feature helps the user decide whether or not they want to pick up the call and also enables them to identify callers who have previously called.
• Voicemail: With a business phone system, users can set up voicemail so that any calls that are unanswered can be sent directly to voicemail to be dealt with later. These messages can either be listened to over the phone or accessed online through an email client.
• Call Forwarding: This feature allows users to forward all incoming calls from their business line to another chosen number in case of absence, such as their mobile phone. This ensures that they won't miss important calls while they are away from their desk or out of the office.
• Auto-Attendant: An auto-attendant allows businesses to greet their customers when they call in with a pre-recorded message, often outlining options for them and giving instructions on how best to reach an operator. This helps streamline customer service operations and creates a more professional impression for potential customers.
• Conference Calling: Conference calling allows users on multiple lines, either within an organization or outside of it, to hold meetings remotely without having multiple people physically present in one room. This saves time and money and makes coordinating meetings much easier for everyone involved.
• Video Conferencing: Many business phone systems offer video conferencing capabilities which allow users on different lines at different locations to connect via video chat and communicate face-to-face without having multiple people physically present at one location. This feature is especially useful for international organizations where meeting face-to-face may be difficult due to time and budget restrictions.

Different Types of Business Phone Systems

• VoIP (Voice over Internet Protocol): Business VoIP systems transmit voice, data and multimedia communications over the internet. Traditional phone hardware is replaced with an internet connection or a Voice-over-IP gateway, allowing users to make and receive calls from any location with an internet connection.
• PBX (Private Branch Exchange): This type of system is used mainly by larger businesses that need more complex features than a standard small business phone system can provide. It requires special equipment to route and transfer calls within a business network. Cloud PBX providers provide PBX service hosted in the cloud.
• Key Systems: This type of system offers basic features such as call waiting, call forwarding, extension dialing and voicemail. Key systems are ideal for smaller businesses looking for a cost-effective solution that offers basic call routing capabilities.
• Digital Phone Systems: These advanced business phone systems are designed for larger organizations that require increased scalability and customization. They offer features such as auto attendant, unified messaging, interactive voice response (IVR) systems, conferencing services and more.
• Hybrid Phone Systems: These hybrid phone systems combine traditional phone lines with digital technology so that businesses can enjoy both types of technology in one integrated package.
• SIP Trunk Systems: SIP trunk systems are a technology used in telecommunications. They enable voice calls to be transmitted over the internet. Communications companies may use SIP trunks to provide their customers with VoIP services. The technology can also be employed for connecting legacy phone lines with IP networks.

What are the Trends Relating to Business Phone Systems?

1. Cloud-Based Solutions: Businesses are leaning towards cloud-based phone systems as they offer more flexibility, scalability, and cost savings. Cloud-based solutions also make it easier for businesses to access their communication tools from anywhere with an internet connection.
2. Unified Communications Platforms: More businesses are turning to unified communications platforms which combine voice, video, messaging, and other services into one platform. This makes it easier for businesses to manage their communications across multiple devices and locations.
3. Mobile Integration: By integrating business phones with mobile devices, businesses can make and receive calls on the go. This is beneficial for businesses that need to stay connected while travelling or working remotely.
4. Automation Solutions: Automating tasks such as routing calls or sending out messages can help improve efficiency and reduce costs for businesses. Automation solutions can also be used for customer service purposes, providing customers with quick answers to their questions.
5. VoIP Phone Systems: Voice over Internet Protocol (VoIP) phone systems are becoming increasingly popular in businesses due to their low cost and scalability. VoIP phone systems allow users to make and receive calls over the internet instead of traditional telephone lines.
6. Security Features: Businesses are also implementing more security features into their phone systems to protect against cyber threats. These features include encryption protocols, authentication methods, and monitoring tools to ensure that communication remains secure.

Advantages of Using Business Phone Systems

Business phone systems provide a range of advantages that can enhance the efficiency and effectiveness of business operations. These advantages include:

1. Increased Productivity: By having all employee communication in one place, it becomes easier for teams to collaborate and work together quickly. This means that tasks can be completed faster, resulting in higher overall productivity.
2. Improved Customer Service: With features like call forwarding and automated attendants, customers are able to get through to the right person or department more easily, resulting in better customer service.
3. Cost Savings: Business phone systems come with lower costs than traditional landlines, allowing businesses to save on their phone bills while still having reliable communication capabilities.
4. Enhanced Mobility: Business phone systems also allow employees to stay connected when they are away from their desks by using apps on their smartphones or unified communications tools like instant messaging, audio/video conferencing, and presence management.
5. Easier Implementation and Maintenance: Business phone systems are easy to install and maintain because they don't require additional hardware or wiring. Plus, they offer scalability so organizations can easily add new users as needed without needing to invest in new equipment each time.
6. Superior Security: Finally, business phone systems also provide enhanced security for all calls made over the system with encryption technology that ensures data is kept safe from malicious third parties or cyber criminals.

How to Find the Right Business Phone System

1. Identify Your Needs: Before you begin to shop for a business phone system, it's important to assess your organization’s needs—including the size of the company and what type of features you need. For example, if you run a small business, an analog telephone system may work just fine; however, if you plan to expand soon, look into digital systems or IP-based solutions that will grow with your company.
2. Research Options: Once you understand what types of features your team needs, research different options available on the market. Read reviews from industry experts and customers to find out which systems have been rated well in terms of quality and customer service. Check online forums to learn more about the advantages and disadvantages of different systems as well.
3. Talk to Vendors: You should also talk to vendors about their products so that you can compare services side-by-side in order to make an informed decision. Ask questions such as pricing structure for installation and ongoing maintenance costs, availability of technical support staff when needed, ease of use for employees (user interface), scalability (can it easily accommodate growth?), as well as any other questions that may be specific to your particular situation or needs.
4. Test It Out: Once you've narrowed down your choices, get hands-on with each system by testing out demos or conducting a trial period before making the final purchase decision. This will give you an opportunity to evaluate how user friendly it is as well as help ensure that all features are functioning properly before buying it outright.
5. Get Expert Advice: Lastly, consult with an expert who specializes in business phone systems in order to get advice tailored specifically towards your unique needs and budget requirements before making a final purchase decision.

Use the comparison engine on this page to help you compare business phone systems by their features, prices, user reviews, and more.

Who Uses Business Phone Systems?

• Office Managers: responsible for managing the operations of an office, including overseeing phone system use and troubleshooting.
• Sales Staff: typically uses the business phone system to make and receive calls, set appointments, and follow up with customers.
• IT Staff: responsible for installing, configuring, maintaining and troubleshooting any issues related to the business phone system.
• Executives: typically use the business phone system to manage client relationships and make important business decisions.
• Customer Support Representatives: tasked with resolving customer inquiries via the business phone system.
• Remote Employees: utilizes the business phone system to stay in contact with team members while working outside of the office.
• Conference Call Participants: participates in conference calls through a conference bridge feature on a business telephone system.
• Voicemail Users: use voicemail systems associated with their organization's telephones to screen messages left by callers.

Business Phone Systems Pricing

The cost of business phone systems can vary greatly depending on a variety of factors, including the size and complexity of the system and whether or not it's hosted in the cloud.

Generally speaking, for small businesses, starting at around $25-$50 a month per user is common - although this can be significantly lower if you use an app-based system instead. For medium to large businesses, traditional PBX systems may cost upwards of $200-$500 per user per month depending on features required. Additionally, many providers offer scalable plans so you can start with a few lines and more as your business grows.

Cloud-hosted systems tend to be slightly more expensive than premises-based solutions because they generally require monthly subscription fees that include regular feature updates and maintenance support. On top of these costs, there are also hardware costs that need to be taken into consideration when looking at overall pricing. These can range from handsets and headsets, wall mounting brackets or phone stands, cables/extension cords, styluses or finger pads (if touchscreens are used) and other accessories that might be necessary for proper setup.

All in all, the cost of business phone systems can vary widely based on what type of system is needed and how complex it needs to be - but with some research and careful planning upfront, you should be able to find a solution that fits within your budget and meets your specific needs.

Types of Software that Business Phone Systems Integrates With

Many types of software can integrate with business phone systems, allowing for a more efficient and streamlined work environment. For example, customer relationship management (CRM) software provides businesses with capabilities such as automated dialing, call accounting, and contact management. Businesses may also integrate their phone systems with VoIP-based software that enables users to make telephone calls over the internet. This type of integration allows businesses to make low-cost international calls while still using their existing telephone network infrastructure. Other types of software that can integrate with a business phone system are server-based applications such as voice recording systems and IVR menus that enable automated customer service options. Finally, companies may use analytics tools to track call metrics such as average speed of answer and hold times in order to adjust the workflow process or optimize customer service operations.