Should you Invest in a Phone System for your Business?
by Abdul Aziz Mondal Investing Published on: 22 June 2020 Last Updated on: 07 November 2024
Many small businesses operate with a single or two-lines for phones; some even use mobile phones to communicate in-house and with clients. While this can work to some degree, every business will benefit from an advanced telephone system in the competitive business terrain of today.
A business phone system will help you run your office more effectively, may reduce the expense of having a receptionist, enhance customer satisfaction, and boost your professional credibility.
There are a wide variety of telephone systems available, some of which are supplied by large telephone service providers such as O2, Vodafone and Virgin, and many that you can buy from third party suppliers. The options can be a little bewildering so it’s a good idea to start by reviewing a business phone system guide online.
Most business phone systems are purchased outright, so there are no monthly fees payable to maintain the system after installation, making it such a good investment for businesses of all sizes. It is also often possible to pay for business phone systems install mentally or on finance,
If you still have questions about whether to invest in or upgrade your business telephone system, the 10 points below may help you.
1. A Good Business Phone System Improves Workflow
A reliable business telephone system benefits not only your customers but also your employees. Communicating with colleagues is so much simpler when you can depend on a clear, easy to use the network.
It allows the employees to quickly and efficiently relay important information. You’ll remain in the know whether you’re on the move or at the office. Some systems allow a transfer of your business call to your mobile phone, making it easy to keep up with your correspondence no matter where you are.
2. Business Phone Systems Can Reduces Costs
Perhaps the most important reason you need a business phone system is that it eliminates costs in various areas of the business.
For example, VoIP business phone systems do not require installations at the premises unless you choose to have your own server to handle the data you enter.
Secondly, business telephone systems are especially useful in eliminating the need to purchase new hardware for every new employee.
Thirdly, business phone systems were found to reduce the cost of communications. Studies show that despite the price tag of these systems, small businesses have been able to see cost cuts. Such reductions result from internet integration, which varies from conventional telephone calls that charge every minute of each call.
3. A Business Phone System Can Enhance Professionalism
There are certain things a company needs to have and one of them is a telephone number. Consumers want a way of reaching out to their favorite brands.
A phone number shows them you are not out of reach and you have a presence outside the internet. People will begin to see your operation as more professional and you can use your business number as a form of advertising.
As an added bonus, a vanity number, toll-free number, or even a virtual phone number will impress customers even more. These numbers are easy to remember and make it an even better marketing option.
4. Business System Makes Phone Lines Shareable
In a business environment without a dedicated phone system, the line on that person’s phone would need to be terminated in order for an employee to reach a specific phone line.
If a business wishes to have a different telephone number for each employee, one telephone line plus a jack for each employee would need to be installed.
Employees are able to share phone lines through the use of a phone system. The system provides access to each line and telephone set and assigns each employee a separate extension, making business communications easy and seamless.
5. Accessible from Anywhere
You are not limited to having a phone number or restricted to one location with a VoIP telephone system.
A VoIP system allows you the ability to provide several numbers with various codes that are very useful if you have an international or multi-region organization. VoIP offers workers the ability to work no matter where they are. It’s not the best idea to take your business phone with you during your holiday but, if necessary, you can do it with VoIP and accept business calls from anywhere, at any time.
6. Application Integration
Unified communications systems allow users to instantly post messages, schedule and hold virtual meetings, and share files from their desk phone or softphone without extra hardware.
In order to streamline workflows, customer relationship management, and other business applications such as SalesForce, NetSuite, and AMS 360 may also be integrated with the phone system.
7. Data-Driven Telecoms Improves Business Intelligence
Businesses are more data-driven than ever before, and since the center of your business correspondence is your telephone network, you will be able to use it to see what works and what doesn’t.
Many phone systems will allow you to track things like call time, call abandonment, call duration, and other metrics that can tell you a lot about customer service and sales.
8. Multiple Features in One
Switching to a business telephone system simplifies communication in your small businesses.
If you need call management features such as routing and call logs or interactive resources such as conference calling and online meetings, you can get all these and more just in a single phone system.
Instead of using a set of tools that don’t always work well with each other, you could focus on one simple solution that includes parts that are designed to all work together.
Changing to a business telephone system also allows you access to new technologies that can’t match consumer telephone lines; everything from call screening to call answering, automated call monitoring, and team collaboration software.
9. Conference Calling
One of the most valuable aspects of the telephone networks is their ability to facilitate conference calls.
This prevents meeting cancellation if one party is unable to make a physical appearance and allows for more flexibility in scheduling meetings. Allowing people to remotely attend meetings can save you thousands on travel and accommodation costs, as well as reduce other travel problems.
10. Keeping Your Private Information Private
If you use personal phones for business, there is a risk to your privacy. Giving clients your cell number may be great for doing business on the go but that also means your clients can call you anytime, anywhere, even if you’re on holiday or spending time with your family on a weekend.
A business phone system keeps your personal contact information private and improves your ability to stay in touch whenever you choose.
And while BYOD policies are becoming more and more common, if the workers use their own phones, then your own data can be at risk.
A business telephone system helps you to monitor when and where customers contact you and keep your confidential information secure.
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