Business Telephone Systems: Find Out What’s Right For Your Business
You have been using a basic business telephone system to communicate with your customers and employees, but you have started to feel like it is time to upgrade to a more modern system.
Many people only use a business telephone system for making calls, but there are many other features that can be used to improve communication and productivity in the workplace. In order to get the most out of your business telephone system, it is important to understand what they are and how to use them.
As a business owner, you know the importance of communication and how it can impact your bottom line. You also know that upgrading to a business telephone system can be a big investment, so you want to make sure that you choose the right one for your company.
This article will provide you with an overview of business telephone systems, the benefits of using one, and how to choose the right system for your company.
What are business telephone systems?
A business telephone system is a multi-line phone system that is typically used in an office setting. Business telephone systems can range from simple, single-line systems to complex, multi-line systems with features like voicemail, caller ID, and call forwarding.
The main difference between a business telephone system and a residential phone system is the number of lines. Business telephone systems can have two or more lines, while residential phone systems usually only have one line.
Another difference is that business telephone systems are designed for businesses, so they typically have features that are not available on residential phone systems. For example, business telephone systems often have caller ID, call waiting, and voicemail.
Types of Business Telephone Systems
Key Systems (KSU)
Key systems are the most basic type of business telephone system. KSU is efficient up to 5 uses so they are typically used in small businesses with 10 or fewer employees. They have a limited number of features, but they are typically less expensive than other types of business telephone systems.
A user selects the external line they wish to use by pressing a button on the keypad. The call is then connected to the outside line.
Private Branch Exchange (PBX)
A PBX is a more complex business telephone system that can be used in businesses of any size. PBX systems are controlled by a central server that is located in the business.
They are more expensive than KSU systems, but they offer more features and flexibility. Users of a PBX system can communicate with one another via private phone lines.
Virtual Phone System
A virtual phone system is a cloud-based business telephone system. Virtual phone systems are typically used by small businesses and home businesses.
They are less expensive than other types of business telephone systems, and they offer many of the same features as more expensive systems. Users can make and receive calls from anywhere using their laptop or mobile device.
Benefits of Using a Business Telephone System
There are many benefits of using a business telephone system, including:
- Improved communication: Business telephone systems can help to improve communication between employees and customers. They can also help to improve communication between different departments within a company.
- Increased productivity: Business telephone systems can help to increase productivity by allowing employees to make and receive calls more easily. They can also help to reduce missed calls and lost messages.
- Reduced costs: Business telephone systems can help to reduce the costs of making and receiving phone calls. They can also help to save on long distance and international calling charges.
- Enhanced features: Business telephone systems often have enhanced features that can be used to improve communication and productivity. For example, many business telephone systems have voicemail, caller ID, and call forwarding.
How to Choose the Right Business Telephone System
When choosing a business telephone system, there are a few things you should keep in mind, including:
- Your business needs: The first thing you should do is assess your business needs. You should also think about what features you need and what your budget is.
- Your business size: The size of your business will play a role in determining which type of business telephone system is right for you. Nowadays, a virtual phone system is sufficient for a small business.
- Your budget: Business telephone systems can vary widely in price. You should set a budget and then compare the features and prices of different systems.
- Installation and set-up: You should also think about the installation and set-up process. Some business telephone systems are easier to install and set-up than others.
How to use your business telephone system to its fullest potential
Now that you understand the different types of business telephone systems and the benefits of using one, it’s time to learn how to use your system to its fullest potential.
Here are a few tips:
- Make sure all employees are trained on how to use the system: This is important for ensuring that everyone knows how to use the features of the system.
- Take advantage of the enhanced features: Business telephone systems often have enhanced features that can be used to improve communication and productivity. Take advantage of all the features your system has to offer.
- Set up voicemail: Voicemail can be a great way to ensure that you don’t miss any important calls. Make sure you set up voicemail on your business telephone system.
- Stay organised: A business telephone system can help you to stay organised and keep track of your calls. Use the call log feature to its fullest potential.
A business telephone system can help to improve communication between employees and customers, increase productivity, and save on long distance and international calling charges. You should assess your business needs and budget before choosing a system, and make sure all employees are trained on how to use it.
Additionally, be sure to take advantage of the enhanced features offered by your system and stay organised by using the call log feature.