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The pros of having a business telephone system

Updated: Nov 6, 2022

Man talking through a headset

It makes no difference if you have a small or large company; having a business phone system rather than a regular phone system is always extremely helpful. Here are numerous reasons why you should select them:

Builds better relations with the customer

To improve your company's reputation, you must maintain a positive and healthy relationship with your customers. Each business phone system contributes to the development of a positive client relationship for your company:

1. Multiline Telephone System - This allows users to call directly to the required department if they know the correct number.

2. PBX Telephone System - Automatically redirects consumers to the appropriate department; provides straightforward software integration to aid in customer management; and provides basic call forwarding to ensure that no client calls are lost.

3. VoIP Telephone System - This phone system offers a wide range of services. It features an intelligent call forwarding tool, which assures that no customer is ever lost because every call will be routed to any device of preference, and it enables CRM connectivity to make use and management easier. It also features intelligent software integrations with numerous applications to deliver the greatest customer experience, as well as the possibility for customers to choose their own music on hold to keep them entertained. It also has multiple voicemail features, so if a call is missed for any reason, the customer can still leave a message, which will be received by the business.

Increases mobility for employees

Employees can be on the go or stay put in the office using these technologies, and corporate phone systems are built to work with them.

1. Multi-line Telephone System - Can make calls internally and externally simultaneously.

2. PBX Telephone System - Can make both internal and external calls at the same time, and calls can be redirected to a mobile phone.

3. VoIP Telephone System - It can also make simultaneous calls both internally and outside. Calls can be forwarded to any device of choice, and the same number can be used for many devices in multiple places. It can also collect consumer call data to aid the company's sales and marketing efforts. Any business can easily relocate using a cloud-based or hosted phone system, and the phone system will be ready to use in minutes. As long as the agent has an internet connection, he can access all of the features from anywhere in the globe.

Improvement with internal communication with staff

While focusing on external communication with clients, it is critical not to overlook good internal communication within the company to ensure that everything runs smoothly.

1. Multi-Line Telephone System - Is able to dial and transfer calls internally.

2. PBX Telephone System - External calling is an alternative in addition to internal calling. It can also transfer calls between offices and hold conference calls with them.

3. VoIP Telephone System - Internal calls can be dialed quickly and calls can be transferred quickly. Voice and video conferencing with other offices across the world is feasible. Even internal instant messaging is conceivable with software integration.

Boost the company's productivity

Because business phone systems automate many operations and give accurate data, they boost the efficiency of any company, large or small.

1. Multi-line Telephone System - Provides a different phone number for each department. This means less time is spent on call redirection.

2. PBX Telephone System - Calls are automatically directed to the appropriate department, and basic call data is collected to aid in the development of business strategy. Calls are also forwarded to mobile phones, ensuring that no crucial calls are missed.

3. VoIP Telephone System - This particular service provides virtual support to consumers and quickly directs them to the appropriate department. It also has an Intelligent API for automated call response. Additionally, it provides deep statistical insight into each conversation, allowing for the identification of the best and worst-performing personnel. They build better plans to boost ROI, monitor data patterns to ensure businesses capitalize on the time spent with customers, and forward calls to any device anywhere in the world with detailed statistics on each conversation.

Which business phone system Is right for you?

Person's hand lifting a phone from its base

You will only want the best for your company as a business owner. However, because every business has distinct demands, there are a few things to consider before choosing the best telephone system for your company.

The expansion potential of a multi-line telephone system is restricted. Its call management skills are similarly limited. Even though it is the cheapest of all the phone systems, it is not built to last.

Installing a PBX telephone system, on the other hand, can be costly. In comparison to a multi-line phone system, it provides a lot more call management options. It's also capable of expansion, which comes at a cost because more hardware is required. It can also be connected to the internet for additional functionality.

In terms of features and call handling, a VoIP phone system is unquestionably the best. It might be tiny or large due to the flexibility of its ideas. The maximum scalability is provided by VoIP phone systems.

Which Option Should You Take? Cloud-hosted or on-premise?

On-premise telephone systems include multi-line and PBX systems. Depending on your preference, VoIP can be on-premise or cloud-based. So, let's start with on-premises.

Depending on the size of your company, on-premise telephone systems necessitate hardware, including heavy machinery. That gear will also need to be maintained.

While it is very simple to expand a multi-line telephone system due to its simplicity, there is a limit to how far it may be expanded.

The PBX telephone system and the VoIP telephone system are the more complicated ones. To effectively maintain, upgrade, or expand them, a competent technical specialist will be required. Now, the tech specialist can be hired in-house or contracted, but in any case, the expense of operating an on-premise phone system will rise.

Now we'll look into cloud-based phone systems. The only sort of hosted telephony now accessible is cloud-based VoIP. Furthermore, upkeep is minimal. There is no need for hardware, and all maintenance is handled by the supplier remotely. As a result, a hosted phone system is far less expensive than an on-premise phone system.

What Features Are You Looking For In A Phone System?

This is entirely dependent on your company's requirements. Consider why you're upgrading your company's phone system. Do you want extra communication channels, extensions for more departments, greater customer service, and so on?

If all you need is a few more lines, a multi-line system is a way to go. It's straightforward and should suffice for a small business with only a few lines of code.

A PBX system is a good choice if you need extra lines and maybe some basic call management functions, as well as some visibility into call data. The fundamental functions of a PBX phone system should suffice for your needs.

However, if you want advanced features, extensive analysis on each conversation, and basically everything above, plus a little more, consider acquiring a VoIP telephone system for your company.

How Do You Choose Your Service Provider?

This will be the final step before receiving a business phone system. The best course of action is to conduct extensive research. Check with several providers. Compare their features and costs.

Examine their client service and reviews. Before you make a final decision on your supplier, be sure everything is in order.

The contract is something that many people overlook. Always double-check that you've read and comprehended the agreement before proceeding. This is because if you want to upgrade to something new or different in a short period of time, you don't want to sign a long-term contract.

How much would a business phone system set you back?

This is a difficult question to address directly. The cost of your business phone system is determined by a lot of factors:

- The cost of installation at your location. Is it big? Is it small?

- Hardware costs, PBX system, cable lengths, and how many routers are required?

- How many handsets are you looking for?

- How many lines does your company require?

- How much will maintenance cost if you don't have an in-house tech specialist and want to do it yourself?

It's difficult to give a price estimate for any size firm because each has its own set of requirements. Although corporate phone systems are intended to meet those specific requirements, the easiest method to receive a cost estimate is to contact a supplier and get quotations directly.

If you need help to migrate to VoIP PABX, call Simplyfree.

Simplyfree is based in Wellington, New Zealand and provides smart business phone solutions such as Fibre, Broadband, Toll-Free, 0800 numbers, Unified Communications, Conference Calls, Call waiting, Call queuing, Voicemail to email, call recording, video team meetings and more!

No one knows VOIP phone solutions the way Simplyfree does.

Simplyfree is New Zealand's business telecommunications specialist, focusing on VOIP phone solutions for all New Zealand businesses. Simplyfree's strengths come from years of experience in both telecommunications, ITC and business.

Call Simplyfree today.

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