A business phone system can work great—if you know how to use it. From upgrading your landlines to providing easy access to specific employees’ voicemail, a business phone system can replace the desk phones and add more functionality to any business. It can connect a mobile device via call forwarding, making it seem as though a remote worker is right there on-premise. And with conference calling features like call recording, it can make every phone call a potential resource for future business ideas.
But there’s just one thing: you’re not sure how it will work! And while terms like “private branch exchange” and “voice over internet protocol” might through you off, the good news is that a modern business phone system is a phone service that can be amazingly simple and easy to use.
Let’s explore how upgrading your VoIP phone systems can lead to better business communications overall.
What is a Business Phone System?
Let’s start with the basics. A business phone system in the modern sense is typically one that works over an internet connection. These VoIP phone systems (voice over internet protocol) can then serve your small business by giving you a unique phone number, adding extensions that work like additional phone lines, and potentially even offering you potential internal messaging services. You can then manage this phone system through desktop software or a mobile app, just like any other program you’ve gotten used to.
How do they differ from landlines? For starters, you can incorporate mobile phones into your phone service provider when you use a software-based solution. That means remote workers can use advanced features or solve business needs simply by accessing the VoIP service on their Internet provider.
We should also explain what a business phone system can do from an overall perspective. Let’s tackle it from the opening of any telephone system—the first call—and then take you through the rest of the customer journey.
What Happens When Incoming Calls Come Into Your Business?
If you’re using an office phone system like the one we’re talking about here, you’d be amazed at how automatic and easy it can be to manage incoming calls. But let’s explain further. Here’s what can happen when a customer calls you:
- Dialing up your business phone number. Don’t forget—it all starts with one number! Like traditional phone systems, your small business phone system will have a clear phone number. You can even set it so customers can use text messaging with this number, making your business phone system more responsive to the modern world.
- Speaking to a 24/7 auto attendant. The auto attendant can handle a call transfer, for example, and send incoming calls wherever the customer wants them to go. That can even include call forwarding to the cell phone of the appropriate person. This is when it comes in handy to have a remote team—you might have people who are awake on other sides of the globe and ready to work.
- Queues. If you’re overrun by incoming calls, the auto attendant can set up queues so that your customers are managed on a first-come, first-serve basis. This helps you balance out the customer support calls and assign them to the appropriate personnel while the software automatically keeps the queue moving when each customer service provider is ready to move to the next call.
- Time management. If there is a bit of a pause because a customer has to wait, you can set your business phone system to handle the downtime with ease. Maybe your company doesn’t have the bandwidth to answer every call on your virtual phone system. If that’s the case, you can use your unified communications system to play a message or hold music that keeps them entertained and in the loop. Also known as a “cloud phone system,” this style of business phone management will make your company sound like a large company—even if there’s just one employee handling calls.
- Conference calls and video conferencing. What happens when a customer gets the appropriate phone? You’ll see it on your caller ID and you can use your mobile phone app to enter a conference call. From there, you can use video conferencing to talk things over with your client/customer—or you can simply use voice conferencing.
Phone system features like this just scratch the surface of what’s possible with VoIP technology. Also known as business VoIP, these phone systems can make all types of businesses sound like they’re situated in large office buildings with plenty of pros—even if you’re working with a remote team.
Should You Use a Business Phone System?
You might stick to an old type of phone system, like a landline. But ask yourself why you’re really sticking to this. Is it really because of the call quality? Likely not, as VoIP can provide crystal-clear audio with ease. Is it because you don’t want to switch phone system providers? You’d be amazed at how easy it is to transition to a small business phone system.
A new phone system might sound intimidating, but when you experience it in real-time, you’ll see just how great it can be in action. Not only can you set up new features that help your business to run semi-automatically—at least when it comes to incoming calls—but will help you dedicate more time to getting work done. And with integrations, handsets, and other telecom devices that can expand your repertoire, you can truly create a business presence that feels much larger than your company may actually be.
To get your system to route calls properly—while sounding like the old analog system you enjoyed so much—it’s time to transition to a new phone system. Whether dealing with international calls or handling call forwarding to your remote team, a new business phone system can do it all. Consider using our telephone solutions to upgrade your business—and the way it runs.