Before you take on the task of researching the best business phone systems out there, here are some general things to know to help you make the best decision for your business communication needs.

1. PBX based on the premise vs. Hosted PBX

For the most part, there are two types of PBX business phone systems: local and hosted. A premise-based business phone system requires bulky equipment to be stored within your office and is typically seen in larger businesses. Small business owners are recommended to use hosted business phone systems for smooth expansion and cost effectiveness.

2. Expensive equipment is not always necessary

One way your PBX business phone systems save you money is by not requiring you to make expensive hardware purchases. With BYOD (bring your own device), you can use your mobile phone or keep using your existing hardware without any problem. Wiring and cabling are also not required, as hosted PBX business phone systems are powered by your Internet connection.

3. It can increase productivity and help retain customers

You won’t have to worry about missing a message. Many business phone systems have features like call continuity and voicemail to email to ensure you’re always on top of your messages. Cloud receptionist features like auto attendant are also available so you can deliver a better overall customer experience and keep your shoppers happy.

4. Promotes Workspace Flexibility

Modern systems give users the freedom to work from anywhere. These days, you don’t have to have an office to have a business phone system; all you need is a reliable Internet connection and electricity (unless you’re using a virtual PBX and operating directly from your cell phone). It’s also easy to expand your equipment and add extensions, as well as move from one location to another with a simple plug and play solution.

As you search for business phone systems, you’ll come across providers ranging from those that have been around for decades to some that have emerged in the last few years. While we commend the experience, it may not always be best to choose a vendor solely based on its lifespan. Go with a vendor that focuses its efforts on business solutions (some vendors go so far as to focus on small and medium businesses as their primary focus) to ensure your company’s communication needs are met. Check their services and decide whether or not they have what your company needs.

5. Not all business phone systems are created equal

How a PBX phone system can benefit your business

Don’t be fooled by the jargon and highly technical literature you can find on PBX systems. Contrary to popular belief, you don’t have to be tech savvy to learn how to operate a PBX system. If you’re buying hardware from a carrier, chances are you’ll get a preconfigured phone that’s ready to go as soon as it arrives. This makes it possible to simply plug in the device and start making calls with little setup. Wiring and wiring is not required with a hosted PBX system, so installation fees and downtime are not something you need to worry about.

All of these benefits lead to one thing: more savings. With no setup costs or expensive hardware, you can use the time and money you’re saving and put it back into your business. For even more savings, you can choose a virtual PBX phone system that allows you to run your business from your mobile phone using your business phone number. It’s the simplicity and professionalism that many business owners are looking for without the cost of a major PBX phone system provider.

Small Business Phone System Features to Consider

If you’re looking for any limitations that PBX business phone systems bring, it would be that they rely on an Internet connection to function. As long as you use a reliable internet provider, your system will stay up and running; however, many business PBX phone systems offer the ability to forward your calls to an external device, such as your smartphone. It’s an added security feature that gives business owners peace of mind knowing they won’t miss out on an opportunity, regardless of unexpected circumstances. Just like this simple call forwarding feature, there are many services within a small business phone system that can save your business.

Call recording is a great way to keep voice records, just make sure you follow your state’s laws regarding voice recording. It is useful for industries such as travel agencies and medical offices when there is a miscommunication or an incident related to an exchange of information over the phone. It is a way to meet compliance standards for certain industries and has been a crucial tool for business owners who rely on record keeping for accountability and training purposes.

You can easily optimize your customers’ calling experience with an automated attendant and personalized call menu. These two features work together to provide callers with relevant information, such as new promotions or upcoming changes to your office hours, and direct them to the people they need to talk to. Callers will appreciate the updates and your positive experience will encourage them to recommend your service to others.

In general, keep it simple. You may not need all the bells and whistles a major vendor might offer, so make sure you understand your specific business communication needs. Look for business phone systems that reduce headaches, not increase them.