RingCentral Office vs. Building a New Phone System for your Small Business

An office phone system is the easiest way to reach your customers, clients, suppliers and partners. It must also be the easiest way for them to reach you. You would not want customers getting disappointed on calls that are routed incorrectly or disconnected, or even flustered by a cluster of automated options. This system also enables your business communication to run smoothly without any hassles or interruptions. An office phone system allows you to attend to every call regarding queries and concerns about your company products and services. By being able to attend to every call, you foster a better and improved customer relation service with your clients.

Small and medium scale businesses find the office phone system very expensive. Installation, maintenance and operational costs are too expensive that only the big companies can afford. There are already plenty of big companies that have benefited from purchasing new phone system thus increasing their gap with the small and mid-sized businesses.

With all the benefits offered by the office phone system, the clamor for small business phone system has surged. Small and medium scale businesses need the office phone system as much as the big multinational companies do. The demand for an effective telecommunications system led to the creation of a new phone system that specifically caters to the needs of small and mid-sized businesses.

There are many new phone system service providers out there that provide small business phone systems. In choosing for the right kind of telecommunications system for your business, there are a lot of things that you need to consider before purchasing. The very first thing that you would want to know is about the credibility of the service provider as well as the business phone system features and the services that they offer.

One of the many service providers that stand out among the competition is RingCentral Office. RingCentral Office provides its customers with a reliable and affordable small business phone system. This company has already earned a lot of awards in the business communications sector that serve as a testament to the quality of their product and services. Among the features and factors that should be included in a business communication system are listed below:

1. Voicemail – This feature enables your customers and callers to leave voicemail messages in the business communications system of your voicemail box. This is a lot better alternative as compared to the idea of leaving handwritten messages. Handwritten messages carry the risks of being incorrectly transcribed. This would allow your clients to freely express their concerns without directly talking to you. With the aid of voicemails, you can screen calls, answer the ones that are very urgent and leave the other calls to be recorded. This will allow you to concentrate with the work at hand and take calls later after you are done. You can also forward your voicemails to your mobile phones or email. This eliminates the problem of losing any important calls. Other service providers charge the voicemail services; RingCentral voicemail is included for free when you purchase their business telecommunications system.


2. Auto-attendant – This functions as a human receptionist, receiving all incoming calls, faxes and voicemails. Since it is automated, it is able to work non-stop 24/7. With this feature, you are guaranteed that your company will receive all incoming calls, faxes or voicemails even after office hours. This is also the one responsible for rerouting calls and call forwarding. Call forwarding enables you to receive calls even if you are not in the premises of your office. Your calls can be forwarded to your mobile phone and email depending on the specifications of your service provider. This allows you to be more flexible in business. This feature is very useful for sales agents and mobile businesses since they do most of their business on the road. Like voicemail, this feature also comes free with RingCentral.


3. Internet Faxing -This enables you to send and receive faxes through the Internet. This kind of faxing is much faster and more convenient as compared to the traditional way of faxing. It also saves you a lot of money, since operating it would not require the user with fax paper and ink. It can also be encrypted with passwords, giving you more privacy regarding your faxes. Your faxes can be accessed wherever you are as long as you have a device that has an Internet connection. This feature integrates your computer and your telephone into one system, eliminating the need to add new phone lines. Internet Faxing also is incorporated to the RingCentral small business phone system.


4. Toll free numbers – These are numbers that charge calls to the called party instead of the calling party. This feature encourages current customers and prospect clients to call. It does not only increase call volumes but sales from these calls as well. Toll free numbers are non geographical, meaning they are not restricted to an area code. You can opt to own an area code that is different from that of your business location. You can also obtain your own set of vanity numbers that are alphanumeric, which are easier to remember rather than having a set of random numbers. This does not only increase recall among your clients but also can be used to promote your products and services. (e.g. BESTCARS)

Aside from its functionality, you also need to look for a service provider that would maximize your business communication system. You should inspect service providers that give your business enough capacity for your current needs while having room for growth, which can also be considered as business phone system expandability. This allows you to accommodate possible business changes and expansion. When shopping for a phone system, look for those that are easy to install and configure. Installation costs of some service providers are too hefty for any small and mid-sized businesses to afford.

You also need to ensure the compatibility of these new phone system with your other existing equipments and will be able to support all the requirements of your business communication. Mobile phone and computer integration are the equipments that would greatly boost your business, provided that they are compatible and can be integrated into your new business phone system. This is important for communication with workers that are constantly on the field and satellite offices. If both equipments can be integrated, you eliminate the problem of giving different numbers to your clients, since all numbers are incorporated into one main number.

You can find all of these in RingCentral Office. With a RingCentral phone system, you can cut your company's expenses drastically. With other business phone system service providers, these features come separately. RingCentral has an affordable and unique kind of system which can be an asset to any business, whether big or small.