{"id":32382,"date":"2022-03-14T08:31:35","date_gmt":"2022-03-13T22:31:35","guid":{"rendered":"https:\/\/rcblogau.wpengine.com\/au\/en\/blog\/?p=32382"},"modified":"2023-03-24T03:59:55","modified_gmt":"2023-03-23T17:59:55","slug":"choosing-your-small-business-phone-system","status":"publish","type":"post","link":"\/au\/en\/blog\/choosing-your-small-business-phone-system\/","title":{"rendered":"A Guide to Choosing Your Small Business Phone System"},"content":{"rendered":"

Choosing, or upgrading to, a new phone system isn\u2019t a decision you can take lightly. Your communication with your clients and partners will make a big difference to your efficiency.\u00a0<\/span><\/p>\n

Small business owners need to think about Internal communication too. If your lines of communication aren\u2019t clear, it has a knock-on effect. Orders being delayed, customer requirements not being met and more.\u00a0<\/span><\/p>\n

Types of phone systems for small businesses<\/strong><\/h2>\n

The first thing you need to know is the different types of phone services. Traditional systems are becoming less popular as online services grow.<\/span><\/p>\n

1. Virtual phone systems<\/strong><\/h3>\n

Virtual phone systems allow you to route your main business number to other lines like employees\u2019 mobile devices. This is useful for small remote teams.\u00a0<\/span><\/p>\n

If you\u2019re the kind of hands-on boss who\u2019s often out of office, small business phone systems can allow you to take calls from your mobile as though you were still at your desk.<\/span><\/p>\n

These systems are frequently installed as a mobile app. They\u2019ll usually offer additional services like voicemail, virtual receptionists and call screening. They also provide a different ringtone to your mobile phone so you know when it’s the office and when it’s a personal call.\u00a0<\/span><\/p>\n

You need to be aware that this isn\u2019t a fully online phone system. These services will still use your provider\u2019s network for call connections.\u00a0<\/span><\/p>\n

2. Landlines (PSTN & PBX)<\/strong><\/h3>\n

PSTNs<\/a> <\/strong>are your standard landline. They\u2019re not suitable for business use as you would need a separate line for each employee, making them cumbersome and expensive.<\/span><\/p>\n

PBX systems are the traditional business solution. This relies on on-site hardware to create multiple phone extensions, call forwarding to your telephone system.\u00a0<\/span><\/p>\n

This method was popular in the past and many businesses still default to the traditional phone line. However, fewer providers are offering these services and the technology is becoming obsolete due to <\/span>the rise of cloud services<\/span><\/a>.\u00a0<\/span><\/p>\n

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3. VoIP<\/strong><\/h3>\n

Voice over Internet Protocol<\/a> <\/strong>services are a modern solution to business communications. VoIP uses your existing internet connection to receive and route calls. There are advantages of this kind of office phone system for a small business. You only need the internet connection and computing equipment you already use.\u00a0<\/span><\/p>\n

You could buy VoIP phone system enabled handsets<\/a><\/strong> but you can also use a PC, laptop or smartphone with a headset. The equipment cost saving for a small business is significant. Add to this that, compared to a fully-featured PBX system, a VoIP system will have a lower service charge. You can also connect remote workers to a system like this with ease.<\/span><\/p>\n

The caveat is that you\u2019ll need a stable internet connection to give consistent service. Let\u2019s be honest though, for a modern SME, a stable broadband connection should be your first priority.<\/span><\/p>\n

4. Cloud and on-premises systems<\/strong><\/h3>\n

VoIP systems come in two main types, on-premise or <\/span>cloud-based<\/span><\/a> (managed) services. On-site services, also referred to as IP PBX, require large initial outlays. This makes them unsuitable for many SMEs. The advantage is that you own and control your system.\u00a0<\/span><\/p>\n

Cloud services give you access to unified communications across your business. They\u2019re generally more accessible for small businesses as these are third-party managed services.\u00a0<\/span><\/p>\n

Pricing is a factor when choosing a new phone system. Cloud services can provide all the functionality of a premium PBX service in a more cost-effective way. Choose your provider carefully, as any downtime for them will mean downtime for you.\u00a0<\/span><\/p>\n

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Understanding the cost of setting up a business phone system<\/strong><\/h2>\n

All different phone system options come with their own associated costs. The most expensive option is to build your own PBX or IP PBX service. This is due to a large initial investment required for equipment and skilled technicians.\u00a0<\/span><\/p>\n

Managed options, both for landline and VoIP services, are much cheaper in the short term. Ongoing service contracts, however, can cost your business more in the long term.\u00a0<\/span><\/p>\n

You also need to consider what equipment you\u2019ll need. Are you buying a suite of VoIP-enabled desk phones? Are you planning on using PCs as softphones? Additional hosted phone services, like call waiting, also carry additional charges.<\/span><\/p>\n

What to look for in a business phone system<\/strong><\/h2>\n

Your phone system must suit your business needs. There are several factors you should look at before making a decision.\u00a0<\/span><\/p>\n