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How to Choose the Best IT Telephone System for Small Businesses
Communication is an essential resource in any business as it determines the outcome of the business. If you need your business to have smooth communication channels, then you better choose the right IT and phone system. But choosing the right information technology can be a difficult task. For that reason, you need to thoroughly research the best systems in the market. On the other hand, you can consider the following factors as they will guide you in choosing the best IT and phone systems.
First, you need to understand your calling need before you choose a phone system for your business. How many calls do you make each day or month? At what time do you make these calls? How many employees does your company have? Once you answer these questions, you will be able to know the type of phone system that will meet your needs.
Secondly, you need to choose a phone system that will be easy to use. The standard telephone system should have call forwarding, voicemail, and internet feature. More so, it should be able to put a call on hold, transfer calls as well as increase and reduce volumes. So, when you are choosing a telephone system make sure you choose one that has the above features and one that you and your employees can operate with ease.
Apart from that, make sure you put your business staffing needs into consideration. Here, you need to look at how many employees you have and how many employees you think your company will have in the future. For example, if you have five employees, you can choose to buy a basic phone. However, as you choose a telephone system, remember that as your business needs so do your calling needs. For that reason, consider buying a modular type of telephone that can manage in-house calls and outgoing calls.
Moreover, choose a flexible telephone system for your company. A flexible phone system that is upgradable or expandable will allow you to add more telephone lines unlike having a basic phone system that accommodates only two lines.
Call quality is one of the most important things you should not overlook when you are choosing a telephone system. Ideally, you want a telephone system that will allow you to communicate with your clients smoothly. So if you choose a phone system that has poor quality, it will not only chase away potential clients but it will show how unprofessional you are. To avoid this, look for a phone system that offers excellent voice and call quality.
With that in mind, when you are choosing a telephone system, it is important to buy from a reputable telephone dealer. In that case, choose a telephone maintenance company that has experience in carrying out these services. Most importantly, sign a telephone maintenance company. The telephone maintenance company protects your business should the telephone system fail. So, ensure you work with a reliable telephone provider.
What Are the Different Types of PBX Phone Systems?
The phone call is still the first mode of contact between a business and a potential customer in many instances. This means that having a reliable, state-of-the-art PBX system is a crucial decision for any organization. As technology has advanced we have gone from analog exchanges to digital and virtual systems, which means that choosing your ideal phone system solution is becoming increasingly difficult.
What is a PBX Phone System?
PBX stands for Private Branch Exchange, which is a private telephone network used within a business. The users of this PBX share several outside lines capable of making external phone calls - these phone calls are carried out of the public switched telephone network (PSTN).
PBX phone systems used to only be reserved for large enterprises, but over the years the prices in installation and running costs have been reduced significantly; which means any business can now invest in an office phone system.
Features of Yealink PBX phone systems include; welcome messages, call holding, call conferencing, automatic call distribution, a directory of extension numbers, and archiving of call records. There are many other features available depending upon the type of system you invest in and if you require and third-party plugins.
There are three main types of PBX phone systems
Traditional PBX/Analogue PBX
Traditional PBX or analog phone systems exist as a physical exchange box on your company's premises. The overall costs of this type of PBX system may seem higher than other systems, but due to scaling and costs calculated per employee, the price decreases with the number of ports required.
Here, a phone box is used that connects all the on-site phone lines (ISDN lines), the costs are usually higher due to installation, downtime, and maintenance, and support. As traditional PBX systems tend to be more complex and bespoke it requires a certified engineer to fix any issues.
Many businesses prefer to operate on traditional PBX phone systems with their in-house overheads. Usually, this is in the form of a comms room that is looked after by your IT team, it also gives you full ownership of the hardware unlike in other PBX solutions. For companies operating out of one building, the PBX phone system can be just as beneficial as a virtual system.
You can still have all of the same benefits of a PBX but your exchange box is located and serviced virtually by the telecoms provider. Hosted PBX phone systems are the best phone systems for small businesses as they do not require an in-house IT team to manage or maintain any hardware.
VoIP/IP PBX
An IP PBX system is what is also known as a VOIP system (Voice over IP) and delivers voice or video over a data connection. It can also interoperate with the traditional PSTN.
The IP PBX will convert the voice into data and transfer it across the network as packets. Using data networks for voice can significantly reduce the cost of long-distance, and international phone calls; and considerably reduce the overheads of traditional line rentals.
An IP PBX solution is also able to switch calls between VoIP and traditional telephones while still offering the same functionality as your traditional PBX phone system. It is different from a hosted or cloud-based solution as the IP PBX is owned by the business, just as with a traditional PBX.
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