How to Choose the Best Phone System for Your Business

Communication in a growing company is essential. A good phone system will help establish good communication between the company and its stakeholders. Depending on the industry, a small business has 20 to 250 employees. Without any phone systems in place, operations will be limited, and financial opportunity costs will likely happen.

Here’s what you need to learn about small businesses’ communications systems.

Benefits of a Phone System

Phone systems have call routing and volume call management capabilities that residential phone lines do not offer. A small company with multiple transactions in a day will need access to inbound and outbound calls. You would want to manage all calls without compromising conversation quality.

Today’s phone systems offer multiple lines, call forwarding, auto messages, and conference calls. Advanced capabilities include visual voicemails (i.e., voicemail to text transcriptions) and handset support (i.e., wireless headsets). Your business may not use all these features. For instance, a company in the customer service industry will have a higher need for advanced features than a company in the manufacturing industry.

Types of Phone Systems

Assess your business environment before deciding what phone system to use. In general, there are three types of phone systems, namely key system unit (KSU), private branch exchange system (PBX), and voice over Internet protocol (VoIP).

  • Key System Unit

The key system unit is the simplest system among the three phone systems and ideal for small businesses with less than 40 employees. It features the basic call management functionalities, but it puts a limit on the number of phone operators. It is run by a central switching device that must be operated manually.

  • Private Branch Exchange System

A private branch exchange system handles over 40 employees and has programmable switching mechanisms. That is, you can program the routing pathway of inbound calls to save staff hours. More importantly, it has an extendable power supply that allows units to run after hours without electricity, and it can be supported remotely without needing costly installations.

  • Voice Over Internet Protocol

Lastly, voice over internet protocol is the most advanced among the types of phone systems and by far the most costly. It allows small businesses in different countries to communicate smoothly since all functionalities are accessible via PC. It’s also expandable in terms of the number of users.

Factors to Consider When Choosing Phone Systems

When deciding on phone systems for small companies, many considerations fall into the picture. Often, the size and nature of the business are the main considerations. If the company has no expansion plans, it is better off having a KSU phone system. However, if the company’s nature of business requires multiple call interactions in a day despite its relatively small number of employees, a PBS phone system may be a better option.

Location is a critical factor, too. A small company with less than 40 workers distributed widely around various states or countries would require specialised features like VoIP. But then there are additional costs to consider. Fortunately, affordable cloud-based phone systems are available nowadays. Contact a provider today and see how they can help you.

If you are confused about your decision, do not hesitate to contact the telephone system company for quotations and inquiries. They can help recommend the right phone system for your business. There is no harm in asking. Initial interaction with a provider is encouraged as it helps determine the quality of customer service they offer to clients.