BEST PHONE SYSTEM FOR SMALL BUSINESS – Cost Saving Options

In today’s world, phone systems are no longer used to make and receive calls. It serves more of a unified communication service or system to the employees for communication or interaction via phone, video, and text. It gives businesses the flexibility to connect with consumers and clients in any way they want. If you are looking for the best phone system for a small business you just started or just need an upgrade, here are some of the things you must consider before getting your hands in the market. 

As we move forward to find the best phone system for small businesses, you must know that there are some key features that must not be compromised for the price or other reasons to makes the most out of your investment. 

KEY FEATURES; SMALL BUSINESS PHONE SYSTEMS

Small businesses might benefit from a variety of features available in today’s business phone systems. This is undoubtedly the most significant advantage of cloud-based phone systems. 

This is undoubtedly the most significant advantage of cloud-based phone systems. Because of the capital required to build the appropriate equipment, only larger businesses could previously afford feature-rich systems, which is not the case with today’s small business phones. 

Unlimited Calls:

Many cloud-hosted VoIP phone services today offer unlimited domestic calling at no extra cost. This gives you a monthly service cost that isn’t affected by the number of calls your company makes and receives.

Automated Calls:

An auto-attendant takes incoming calls and routes them to the relevant person or department.

Groups Calls:

This function helps organize staff so that whenever someone needs a specific request from someone in the group, such as customer service, all of their phones will ring. It allows you to adjust the ringing as per your needs, such as you have the option for all phones to ring at the same time or in an order set by you. 

Voicemail:

Many company phone systems include voicemail-to-email functionality in addition to regular voicemail. This function sends voicemail audio recordings or transcriptions to the person’s email inbox, allowing them to read or listen to their messages even while they are not at work to respond as soon as possible when they receive the notification.

Phone Call Recording:

This feature allows users of phone systems to record their conversations. The calls are then saved in the cloud or on local storage like desktops to be listened to later.

Extension dialling, call forwarding, call queues, and connections with Microsoft Office and Google Workspace are all useful features of many corporate phone systems.

These systems also include capabilities like video conferencing, instant messaging, presence indicators, and online meetings that can help a company collaborate more effectively.

TYPES OF SMALL BUSINESS PHONES 

There are various choices available to businesses that need a multiline phone system. The options vary depending on various factors like; 

  • Location of the equipment 
  • How connections are formed

A private branch exchange offers a piece of equipment that allows you the functionality to receive and make calls. Whereas, PBX technology allows organisations to take advantage of all of the features and tools that unified communications systems have to offer,  whether on-premises or in the cloud. It includes; 

  • Automated calls
  • Queue calls
  • Groups calls

Let’s have a look at the types of phones that are available for small businesses. 

Landline

Local and regional phone companies offer traditional connections to phone systems for landline phones. These solutions necessitate PBX equipment onsite. which is maintained and upgraded by your in-house IT team. For all of the PBX equipment, these systems necessitate a significant upfront capital investment that can cost less or more depending on your requirement.

VoIP

VoIP phone for small business

Voice over Internet Protocol (VoIP) systems solely rely on the internet connection to facilitate calls rather than traditional copper wiring connections like landline systems. This enables you to use the same internet connection that your business use for the phone system. VoIP systems are divided into two categories:

TYPES OF VOIP:

  • Cloud-hosted VoIP systems:

Cloud-hosted VoIP systems: the phone system provider is in charge of its upkeep and upgrades. All you have to do to use a cloud-hosted system is connect your business’s configured IP phones to your local area network. 

Price: There are usually no initial expenditures with these systems. Businesses, on the other hand, pay a monthly per-user cost. Monthly fees typically vary from $15 to $60 per user.

  • On-premises VoIP: 

Like landline systems, the PBX is located within your company. You’ll be responsible for all of the upkeep rather than letting a professional handle it. The distinction is that these systems still allow calls to be made through the internet rather than over a landline. This provides your company more control over the phone system’s operation and allows you to implement any security you desire. 

Price: On-premises VoIP systems demand a significant upfront capital investment as well as lower monthly expenses to cover the necessary connections for making and receiving calls.

Virtual Phone Systems – BEST PHONE SYSTEM FOR SMALL BUSINESS

A virtual phone system is another alternative available to small businesses. There is no need for any equipment, including phones, to use these systems. A virtual system functions as a call-forwarding tree with many branches. You set up these systems that divert all the incoming calls to your main business numbers or cell phones automatically. 

You have complete control over where and how calls are routed. The payments for these systems are only paid on a monthly basis.

CHOOSING THE BEST SMALL BUSINESS PHONES

There are various factors that you must no overlook to buy the best phone system for your small business. 

  • Features and functions – as mentioned above, even the basic phone system must have key features to ensure that all your needs are covered. 
  • Phone calling of unified phone system – understand that if you need only a caller ID and a phone or you are looking for a more complete package like video conferencing, instant messaging, call diverting, and much more. 
  • Reliability – make sure your phone system is working when you need it, especially if you are using a cloud-based phone system. 
  • On-site phones or virtual phones – know that if you need on-site desktop phones like VTech DS6151 or Panasonic 2-Line Corded/Cordless Phone System. Or if you are fine with internet or virtual phone calls. 
  • Pricing and plans – it is important to know that if you are getting the best plans that suit your company’s needs. Do not go over the board with additional phones, as you can always add later if you need some. 

Verdict 

Virtual phones make the best options to do some cost-cutting on new on-site phones and set up. First and foremost, comes your needs and requirements. Cloud-based phones weigh over on-site phones as they offer the best services to small businesses. You can simple implement any unified phone system for your small business, which was not possible in older times because of the expense it comes with. 

If you are choosing a phone system for a small business, the cost mostly depends on where it will be hosted. For instance, both the systems offer almost the same services, but the installation and hosting varies. For cloud hosting, you only have to worry about the per-user monthly fee, whereas, for on-premises phones, you have to invest in one-time upfront costs. 

Choose wisely!

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