The Ultimate Guide to Different Small Business Phone Systems.

A business phone system is a multiline telephone system typically used in business environments, encompassing systems ranging from small key phone systems to large-scale private branch exchanges. A business phone system is an advanced calling network designed to improve communications for small to large organizations. Having the right business phone system can drastically improve your business. Because they are designed to handle the complex needs of a company, like customer service calls and call routing to get calls to the right person, office phone systems have capabilities beyond a residential phone service.

Some of the most useful features of a business phone system:

  • Multiple lines, allowing your business to speak with several customers at once
  • Voicemail, that stores messages and makes retrieval possible, even when you’re away from the office
  • Automated features like auto attendant that can answer the phone and direct callers to the appropriate extension
  • Conference calling that allows for more than two people to be on the same call—a great benefit for meetings, especially with remote workers
  • On-hold music or messages to let callers know that they’re still on an active line

There are a few different types of telephone systems suitable for small office or business use: multi-line, VoIP, PBX, and Cloud-based phone systems. These systems are differentiated primarily by the technology used and the cost and the service provider. Most of the communications functions of one type of system can be replicated on the other systems, but the cost to do so can vary drastically.

Many businesses are confused by all the terms and tech talk around phone systems. You may feel the same way! Maybe you’ve wondered:

  • “How do I start the process of upgrading my business phone system?”
  • “How does the PBX phone system work?”
  • “What do I need to know before investing in a new business phone system?”
  • “What are the different types of business phone systems?”
  • What are the different types of Internet connections?
  • “How much does a new business phone system cost?”
  • How does a cloud-based phone system work?
  • What is a keyphone system?

Having trouble deciding?

We take the confusion out of choosing the best business phone system!

We’re here to help!

Contact Us Today!

 What are the different types of business phone systems?

Multi-Line Phone Systems

Multi-line phone systems are your basic small business phone system. They have several lines run through the same unit, allowing the operator to answer each phone number individually or send calls to voicemail. These systems are pretty basic, making them a great fit for many small businesses. It’s the old stand-by to unify communication and stay in touch with your customers. Simple two-line phone systems have separate phone units, allowing multiple people to be on a call at the same time. More complex 4-line phone systems allow for even more employees to take or make calls simultaneously.

When shopping for a new multi-line business phone system, decide how many lines it supports compared to how many users you will need on the system. You don’t want to pay more than you need, but you also want a business phone system that allows you room to grow.

VoIP Phone Systems

VoIP stands for “Voice over Internet Protocol” and is feature-rich, reliable, efficient, and affordable and can be an integral part of a small business or a mid-sized business phone system solution. VoIP phone systems operate using broadband internet connections rather than traditional landlines. This allows several advantages over standard phone systems, including ease of installation, scalability, and advanced features, such as setting up a virtual receptionist to handle calls and forward calls to employee cell phones using a mobile app.
Just like a traditional phone system, with a VoIP business phone system you can have unique phone numbers, it can also handle toll-free numbers, plus you can route calls to extensions for specific employees.

When shopping for small business VoIP business phone systems, look for integration with other systems your company uses. One of the unique advantages of VoIP service is that it can connect with other business systems like CRM (customer relationship manager) software, allowing automatic logging of interactions and more. One potential downside is its reliability—you’ll need to ensure you have high-speed internet access for it to function properly.

PBX Phone Systems

PBX stands for “Private Branch Exchange”, which is a private telephone network used within a company or organization. A PBX business phone system routes incoming and outgoing voice calls through the business’s phone lines and offers a variety of advanced features like call holding, voicemail, call recording, routing to extensions, and conference calling.
A PBX phone system is different from a standard multi-line phone system in that the call switching and routing does not occur directly through the phone unit, but rather is centralized. This makes a PBX business phone system more easily scalable and often more cost-effective than a key system. PBX phone systems are very flexible and can also be hosted in the Cloud and handle VoIP calls.

Cloud Phone Systems

A Cloud phone system takes your infrastructure off-site, handling call routing and signal processing remotely, which can save you money and time on system upkeep and growth. A Cloud phone system can be a hosted PBX system or a VoIP system. There are many benefits to hosting your small business phone system in the cloud including saving office space, third-party hosting and maintenance, scalability for easy growth and cost-effectiveness. A Cloud business phone system saves space in your office and reduces costs to house equipment onsite. It is hosted on a third-party server, so your company won’t have to worry about maintenance, your hosting company typically handles that.

The disadvantage is that you’re relying on the hosting company to maintain your system uptime and keep things running smoothly, whereas with an on-site system your IT department can handle any issues that arise.

Having trouble deciding?

We take the confusion out of choosing the best business phone system!

We’re here to help!

Contact Us Today!