The Best Phone Systems for Small Businesses 

The digital age has played a huge role in how modern businesses communicate. The rapid development of technology, which has come about in recent years, has redefined how businesses operate, how employees collaborate, and how they interact with customers. The success of many business strategies and operations depends on communications, both internal (keeping your team connected and motivated) and external (keeping your customers informed and satisfied), be they on-site or over the phone. 

Out of all the devices customers have available today, most people depend heavily on their mobile phones, preferring human representatives to handle their queries when seeking information. Consequently, phone calls remain the most popular means of communication between employees or between consumers and businesses.

With phone call communication being so vital to the running of a business, it’s important you’re geared up with the right tools. 

Business telephone systems are no longer merely a mechanism for sending and receiving calls. Providing employees with phone, video, and text communication options gives them the ability to connect with customers and handle the query in the best possible manner. 

Using factors such as the ease of use and other incorporated features, such as reliability and versatility, we compared some of the leading business phone systems to help you select the right option for your company. 

What are the different types of phone systems?

There are various types of phone systems that small businesses choose from for several different reasons. The best of the bunch will offer convenience, flexibility and easy-to-use features. The three most popular options include:

  • VoIP (or Voice over Internet Protocol): An internet-based system (that can be used on a variety of devices) for making and receiving phone calls (via the internet).
  • PBX (or Private Branch Exchange): A centralised phone network that links different people within an organisation to each other and allows them to send and receive phone calls digitally.
  • Multi-Line: A traditional phone system that uses a landline and allows operators to switch between multiple lines using the same phone. 

It’s easy to feel confused and overwhelmed by this technical jargon. However, all phone systems come with features that can help businesses stay in touch internally and externally in several ways. 

Remember, there is no one-size-fits-all solution for every business. It’s crucial to explore your options to find a phone system that ticks all of your boxes. 

The traditional choice: A multi-line phone system

This type of phone system has traditionally been the only choice in the workplace. With these lines, you can have multiple desk phones that are reachable through the same number.

Sophisticated systems enable calls to be answered on a master phone line, by multiple users. There will be various extension numbers that allow the caller to be redirected to the relevant department or individual. These calls can be directed via an Interactive Voice Response (IVR) system or manually on the telephone keypad.

Whether your caller is directed once they’ve spoken to a receptionist or filtered through an options menu, they’ll be connected appropriately throughout this process.

What are the benefits of a conventional phone system?

A traditional landline telephone serves many purposes. It gets the job done, eases efficiency and most importantly gives two people instant access to talk to each other clearly. As a small business, you may find that, despite some limitations, this option best complements how you operate on a daily basis. 

  • They’re reliable: There’s no reliance on internet connections to keep your phone line up and running. Because of this, you’ll rarely be out of service, even if the internet goes down. 
  • They’re good quality: The downside of modern technology is that it can be difficult to get a clear connection, meaning quality can be compromised. In order to guarantee a clear conversation, a traditional phone system won’t let you down. 
  • They add credibility to your business: Business authenticity plays a great deal in how customers perceive your brand. Having a landline number gives your business a physical, geographical presence that can provide potential clients with the reassurance they need. 

A cloud-based choice: The VoIP system

As technology continues to evolve and the cloud is becoming more prominent in the modern world of communication and storage, more businesses are adopting the VoIP (or Voice over Internet Protocol) system. This software is incredibly innovative but may not be for everyone. 

A cloud-based phone system relies heavily on the internet to enable users to utilise it. This system differs from traditional phone lines as it does not require optical fibres of copper wires to connect each caller. 

These phone systems are compatible with a range of devices such as smartphone apps, computer software or phones that are VoIP enabled. All data is securely stored in the cloud, ensuring all information is easily accessible to those with authority to view it. 

So, what are the benefits of cloud phone systems for a small business?

For businesses looking to save money, cloud-based solutions are a cost-effective option that does not often require much maintenance. Moreover, this choice of phone system is timeless. As technology continues to evolve, the internet will provide businesses with a long-lasting and reliable way to store data securely. 

  • They’re portable: Staff members are not limited to their workstations, meaning remote team members can access these phone systems easily. 
  • They’re scaleable: As your team grows, there is no need to purchase additional equipment. You can simply add extensions through your online system. 
  • They’re accessible: Being away from the office is never an issue with these phone lines. Users can access the portal from anywhere with a phone or tablet, so long as it is connected to WiFi. 

How alldayPA will use technology to maximise call handling for your business

Here at alldayPA, we invest thousands of pounds in adopting the latest technology. Embracing advanced software enables us to handle your incoming calls more efficiently. Thanks to the cloud-based technology we use, we never miss a call. 

We help your business stay ahead to ensure consistency is maintained in the customer service we deliver. By outsourcing your telephone calls to our specialist team, you can rest assured that we have the right software in place to take calls professionally, quickly and effectively. 

Talk to our friendly team for more information on how we can help your business strengthen its customer service today.