Personal smartphones are powerful. However, these smartphones don't always satisfy business needs. Business core voice communication needs often include the ability to use the same number across multiple devices, ease of ordering and installation of their devices, a basic set of voice features and an advanced set of user and group-level features. A web portal to administer and properly manage the subscriber base and a multitude of device options to choose from (real or virtual). Last but not least the system needs to be scalable and support the future business needs as they grow and expand. Most voice business offers are network or cloud-based and are accessed via a reliable and fast Internet connection. Businesses need to be very careful in choosing a provider, type of connection and connection speed for their business to be able to support potential business tasks to be performed daily. These tasks include video conferencing, file sharing, and other data-intensive communications.
Why do businesses need phone systems?
Business phone systems provide efficient communication tools for employees. They are necessary for interactions with customers, investors, partners and suppliers. Here is a closer look at the advantages of business-specific phone systems.
- A centralized contact point for customers and clients;
- The ability to manage calls and log voicemails;
- Built-in features like conference calling and video conferencing;
- A network that allows mobile and messaging integrations;
- Communication and collaboration tools across departments;
- A unified system operating under one set of security protocols and usage policies. A good phone infrastructure is scalable. It can provide the framework for small businesses to easily add devices and features as they grow.
Phone systems for large enterprises
Large enterprises need different phone features than smaller businesses. There are three main phone system options for big companies.
- Enterprise VoIP uses a Cloud or Network-based platform for voice calling. These systems can be cost-effective; however, they fully rely on the Internet connection at the business site.
- Private branch exchange (PBX) systems require installing phones and wiring. However, internet protocol PBX systems provide the same centralized phone service without the hardware requirements.
- Unified communication (UC) systems provide platforms to manage voice, video, messaging, email and other forms of communication. These may include VoIP service alongside other tools, like video conferencing platforms. Large companies may look for hybrid solutions. For instance, a firm may combine VoIP and PBX features to meet their needs.
Phone systems for small businesses
Although small businesses don't always need the same solutions as larger enterprises, owners should still balance their current needs with the needs of future growth. In general, though, small business owners can choose any of these phone options.
- Landlines may be sufficient for a business with one location and a limited number of employees. However, these landline phones have long-distance and other fees and require physical wiring and landline phones.
- VoIP options are also available for small businesses. These cloud-based solutions offer more versatility and scalability for small businesses while providing features like multi-line call management.
- Virtual phone services use internet connections to transmit calls over the internet. Though it lacks VoIP features, this choice is cost-effective because it does not require landline infrastructure. Similar to large businesses, small businesses will need to make this decision based on their daily activities and communication needs.
Typical price range of business phone systems
Pricing for business phone systems depends on the number of lines and equipment. The company's current internet system and equipment can also affect the price. Businesses installing VoIP systems need to consider the one-time cost of installation and the ongoing service costs. While the costs vary greatly depending on company size and features and whether you chose hosted or on-premise solutions, the total start-up costs for on-premise VoIP systems can cost thousands of dollars. The ongoing monthly service charges are typically $10 to $30 per line. Managed VoIP networks offer service for around $20 - $35 per month per line. This option requires purchasing hardware, though service providers may have special offers to lower equipment costs. Ultimately, the costs will depend on the number of lines a company needs.
What is a multi-line phone system?
Multi-line phone systems allow one device to manage calls for multiple numbers. Many businesses use this system to manage multiple calls at once, route them to other extensions and place callers on hold. These actions are highly necessary to handle a high call volume with fewer missed calls. Multi-line setups can be advantageous for small business owners or entrepreneurs. They can use it to answer business and personal calls on the same phone. As such, they can maintain a professional image without having to use a second phone.
Device options
Businesses can rely on different types of devices for voice calls. These can range from traditional landline phones to mobile phones and computers.
- Smartphones connect via cellular service. Depending on the plan selected, they also provide data connections for messaging, video calling and virtual voice calls. These devices may integrate into existing communication platforms. They allow continuous connections, even when the user is away from the office. However, they do not offer the multi-line features or functionality of a traditional landline or IP phone.
- IP phones look like traditional landline phones but connect to the internet. They support VoIP calls. Also, they may offer multi-line functionality and other features. A company has to purchase these devices, adding to setup costs, but they have features and excellent voice quality compared to other devices.
- 4G Desk phones: Cellular Desk phones offer the best of all worlds to businesses of all sizes since they offer ease of installation, reliable service and feature delivery and the highest level of security in the market today.
- Softphones utilize the software on computers, laptops, or smartphones. A company may supply headsets or other accessories to make communication easier for people using these applications. Softphones do not have the dedicated voice protocols of IP phones, but they can also work on existing hardware. The best device depends on the functionality a company needs and the type of business phone system they choose.
Tips for choosing the right business phone system
Business phone systems offer different qualities. A company needs to weigh specific variables and come up with the choice that best fits its needs. Here are some of the most important considerations to make when choosing a system.
- Business size: Smaller companies may benefit from consumer solutions or managed services, while larger companies often need customizable systems.
- Integration with other communication systems: Companies may want to manage voice, video calls, messaging and emails on one platform. The ability to centralize device management can also be a deciding factor.
- Service and installation costs: Companies looking to cut costs may seek solutions that don't require additional equipment. Those needing specific features could weigh the benefits versus the cost of the investment. Companies with data security concerns or compatibility issues also need to ensure their chosen system meets these important needs.
How to set up a business phone system
After defining requirements and choosing a business phone service, the company has to take specific steps to set up its system.
- Select a provider and business plan that meets their requirements.
- Assess current internet networks to ensure they can handle the increase in traffic.
- Assign phone numbers, extensions and devices to employees.
- Create rules for routing calls to different numbers and extensions.
- Provide training on system use and run tests to ensure readiness. The company may also want to implement new security measures. These protections can eliminate vulnerabilities to the overall network.
Common challenges for updating and installing a system
Careful choices and methodical setup can reduce problems. However, companies may still run into issues when installing or updating their phone systems. Here are some of the most common pitfalls.
- Site readiness: The company needs to perform an adequate and thorough analysis of the site readiness to assess if the current internet connection, access points, firewall and cabling are in place before they are ready to deploy the devices part of the solution.
- Network readiness: The company needs to run speed tests and assess bandwidth to avoid slowing down its entire network with a new internet-based phone service.
- Quality of service (QoS): VoIP services use data packets to digitize voice calls. Without an efficient network, connection issues, lag and jitter could occur. The company may need to implement QoS methods, like jitter buffering, to help avoid problems.
- Device compatibility: This concern may come up after an update. Some devices may not be able to run new applications. The IT team needs to verify comparability before each update. Compliance issues may also arise. For instance, a company needs to check that all mobile devices meet emergency service requirements. Usually, this involves providing a physical address that emergency services can respond to in the event of a 911 call.
Insurance and protection plans
Today's business phone systems are heavily reliant on devices and hardware. The upfront cost of a business phone system makes equipment insurance a necessary consideration. Device protection plans can replace damaged phones or other calling equipment in certain circumstances, depending on the plan selected. This protection helps the company to protect its device investment. Third-party insurance is often available to help protect tech equipment. Managed VoIP service providers and others may offer insurance designed to ensure quick replacement of devices used on their managed networks.
Alternatives to a business phone system
VoIP and virtual phone services may not be the ideal solutions for every company. Some alternatives may provide the right features for a business's unique needs. These options include:
- Messaging apps have calling and call management capabilities. These solutions may be cost-effective and sufficient for small businesses building their unified communication platforms.
- Video conferencing tools can accommodate video calling needs. However, a company would need to integrate other applications, like a business messaging platform, for a complete communication system.
- Virtual phone numbers can help a small company separate business lines and manage calls. These alternatives do not provide the full features of a VoIP service. However, if a company is willing to integrate one or more into its communication system, it may get the necessary traits to help manage business communications. Today's technology allows companies to get internet-based business phone systems that provide flexibility and scalability. A company needs to consider their needs before choosing a phone solution. By assessing call volume, equipment needs, and integration with other communication systems, your company can get the insights needed to select the best phone system for their needs.
