Small Business Phone Systems
Choosing the Right Business Phone System for Your Small Business
Selecting the best business phone system can be challenging, especially with the myriad options available. Whether you’re setting up a new office or upgrading your existing setup, understanding the different types of systems and their features is crucial to making the right choice. Moreover, if you are a modern business with intentions go go through a digital transformation, knowing how to chose a modern hone system means you’d enable business automation with it, which usually leads to great improvements in productivity and profitability.
Understanding VoIP Technology for Your Business
Voice over Internet Protocol (VoIP) has revolutionized the way businesses handle communication. Unlike traditional phone lines, VoIP uses the internet to transmit voice data. It offers a more versatile and often more cost-effective solution. By familiarizing yourself with VoIP and other business phone options, you can select a system that meets your specific needs and enhances your company’s communication capabilities.
Types of Small Business Phone Systems
Here are the primary types of business phone systems that you should consider:
- Single VoIP Line.: The simplest option, ideal for basic communication needs. This is best for use with analog handsets, faxes, and EFTPOS machines. It offers limited features but is a straightforward solution for small operations. One benefit is that it can be diverted permanently to a mobile phone. This can improve the business image whilst protecting the mobile number from being abused.
- Hosted Phone System. Also known as a cloud-based PBX, this system requires minimal onsite equipment. It provides all the functionalities of a traditional PBX system with additional features like scalability and remote accessibility. Because it’s hosted in the cloud, it is easy to add or remove users. This is making it a flexible option for growing businesses.
- Shared Hosted Phone System. Similar to the above, but using a multi-tenancy configuration, where multiple businesses share the resources of a single very large system. Offers the same functionality but at a slightly reduced cost. Some of the more advanced features of a private PBX may not be available.
- SIP PBX System. This system uses SIP (Session Initiation Protocol) to connect your PBX to the telephone network. It allows for faster line additions or removals and may unlock new features depending on your existing hardware.
What Is a VoIP Business Phone System?
VoIP technology, first introduced in 1995, has become increasingly popular, particularly with advancements in internet speeds and the widespread availability of the NBN (National Broadband Network) in Australia. VoIP systems don’t require separate phone lines, as your phone and internet services run over the same connection. The technology converts voice into digital signals, transmitting them over the internet and converting them back into audio at the receiving end.
Initially, VoIP was associated with services like Skype. However, modern VoIP systems are much more sophisticated, allowing businesses to make and receive calls through various devices, including traditional handsets, computers, and mobile apps.
Requirements for a VoIP Business Phone System
Switching to a VoIP-based business phone system from a traditional setup involves a few key requirements:
- NBN Connection: A reliable NBN connection is essential, especially if you need to support multiple concurrent calls while using the internet for other business activities. Business NBN plans, such as those offered by Commander, provide various speed options and include features like 4G backup.
- Business Modem and ATA: For standard NBN Business lines, you might need a modem/router and an Analog Telephone Adapter (ATA) to connect multiple phones.
- LAN Switch or Router: For hosted phone systems, ensure you have a LAN switch or router with enough ports for all your devices.
- IP-Enabled PBX System: If you’re opting for a SIP system, an IP-enabled PBX system and a compatible router are necessary.
In some cases, you might choose to forgo physical handsets entirely. Many VoIP systems allow calls to be made and received using apps on your computer, mobile phone, or tablet.
Selecting Handsets for Your Business Phone System
If you decide to use handsets, compatibility with your business phone system is crucial. For SIP systems, check with your provider to ensure your handsets will work seamlessly with your chosen setup. There are plenty to choose from, from inexpensive simple models to ultra-sophisticated ones.
Essential Features to Look for in a Business Phone System
When evaluating different business phone systems, consider the following features to ensure they meet your business needs:
- Auto Receptionist: This feature streamlines call routing, allowing customers to select their desired department or contact without a receptionist’s intervention.
- Core Call Features: Your system should support holding, transferring, and forwarding calls, along with hunt groups and call waiting indicators. Optional features like sequential and simultaneous ringing can enhance flexibility.
- Voicemail and Voicemail to Email: Ensure your system includes voicemail functionality, with the option to receive voicemail messages via email for easy access when out of the office.
- Softphone Support: Softphones are apps installed on internet-connected devices, enabling call functionality without the need for physical handsets. This is particularly beneficial for remote work and scaling your system.
- Call Plans: Many VoIP systems offer unlimited calls to local, national, and mobile numbers. Always verify what’s included in the plan you choose.
- Compatibility with Other Devices: Some devices, like lift phones and monitored alarms, may not work with an NBN connection or might require a separate line. Verify compatibility with your provider.
Choosing the right business phone system is a critical decision that can impact your company’s communication efficiency and overall productivity. By understanding your options and the features you need, you can select a system that aligns with your business goals and scales with your growth. Whether you’re opting for a simple VoIP Line or a fully-fledged hosted PBX system, ensure your choice supports your current operations and future expansion.
Contact Belltone Communication Systems Team for a more in-depth understanding of business phone systems.