How the Office Phone System Helps Grow Your Small Business?

office phone system

Every company – local or global – needs to communicate with its customers and employees. Their staff needs a secure and effective way to communicate within and outside the organization. The modern business office phone system available in the market not only provide companies a means of communication, but offer many features and functions that can simplify your tasks, improve efficiency, and even increase your bottom line. 

In our modern world, every company needs to be modern and require constant access to their office networks from anywhere. They also wish for advanced telecommunications capabilities that enable them to seamlessly transfer internal calls or receive multiple calls. There is only one solution that can meet all the company’s communication requirements – a proper phone system. Before going further, you should have a basic understanding of how a business phone system works so that you know where to start. 

What Is Office Phone System?

The office telephone system is hardware or software-based phone network. It uses Internet protocols and traditional phone lines to implement complex telephone functions in a business environment. The business telephone system uses multiple lines and different telephones to connect together on the network. This allows for better connectivity and less congestion. 

In addition, with the basic call management functions, today’s phone systems also provide unified communications, including the features of call, video call, and chat. This helps companies to work in different geographic locations and improve the customer experience. 

There are three types of business phone systems – KSU, PBX, and VoIP. Every company should know which one is best for its use. Therefore, a basic knowledge of each is necessary. 

Key System Units (KSU)

The KSU telephone system uses a central controller called the key system unit to route calls. This device supports multiple lines and provides more functions than traditional telephone systems. The KSU telephone system is designed for small and medium-sized companies with up to 40 employees. 

Private Branch Exchange (PBX)

Another type of system is a private branch exchange (PBX), which also includes cloud PBX. This is a more advanced system than the key system unit, so it allows more functions. It uses programmable attendant equipment to allow automatic routing of incoming calls. This type of business phone system is suitable for companies with more than 40 employees because it is a highly automated system. 

Voice over Internet Protocol (VoIP)

Finally, one of the best commercial telephone systems that has received the most attention is Voice over Internet Protocol or VoIP. So far, it is the most advanced enterprise phone system. It provides different features like cross-border communication and unified communication at a very low cost. As the name suggests, it uses the Internet for communication. It also has a personal number which is known as a VoIP phone number. 

Some Benefits of Business Phone System

Now that you have an idea about every phone system, you may have already figured out which one is best for your business., To expand on that knowledge even more, here are some of the most outstanding benefits of going for a business phone system.  

Save On or Eliminate Calls Expenses:

As a small business owner, communication costs are probably an important part of your budget. The VoIP phone system does not require any local installation. All your communications are hosted on the provider’s business servers. This is a cheap and time-saving option for your company. You don’t need to purchase expensive equipment, as your virtual PBX maintenance can be done remotely. You can call local and international numbers via VoIP phone number as well, which is also less costly. 

The Function of Sharing Resources

One of the most important advantages of using this technical phone system for small businesses is that everyone in the office can use the same voice resources. This telephone system allows employees to route calls to each other, and this feature alone can make your business operations run smoothly. 

Keep Your Personal Information Confidential

Using personal phones for commercial purposes may harm your privacy and data. Giving your personal number out to clients is great for mobility. But it also means that your important clients can call you anytime and anywhere. The cloud PBX phone system can keep your personal contact information confidential and enhance your ability to keep in touch with customers at any time. 

Abbreviated or Four-Digit Dialing

In an environment without a telephone system, employees communicate with other employees through Shout or Sneakernet. If an employee wants to talk to another employee, they must walk to the other employee’s desk or raise their voice. Employees only need to pick up the office phone and dial three or four digits to contact other employees, even if they are calling from the region or another state. 


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