Phone systems have been around for decades. However, telephones are still critical elements in the survival and growth of companies. Also, the number of telephones used by businesses has grown exponentially over the years.
An ideal phone system allows businesses to handle complex processes, like handling customer service calls to transferring calls to the right representatives. Know more about the different phone systems your company can use along with their potential benefits by reading this article.
Types Of Business Phone Systems
Business phone systems can be classified into three major categories. These are the following:
● Key System Unit
The Key System Unit (KSU) has already benefited a lot of small businesses. This easy-to-use system has all the functions fit for small organizations, like making and answering customer calls and transferring calls to the right employee.
But, KSU systems have limitations that might not make them great choices for large businesses. Many KSU telephones can only cater to about ten operators at a time. So, if your company is handling surges of calls from a huge number of clients every day, then this type of phone system might just put other callers on hold before you could even establish any connection with them.
● Private Branch Exchange (PBX)
You might see the PBX system as a more advanced version of KSU telephone networks. The PBX has more features than KSU like predictive dialing, and it also allows for the automatic routing of calls. You can find these functions in phone systems provided by brands like Call Cowboy.
A third-party company may also host the PBX system to help lighten the influx of calls received by companies. PBX-hosted services may also deliver cost-saving opportunities as the programmable switches stay in the third-party company instead of the organizations using the telephones.
● Voice over Internet Protocol (VoIP)
VoIP allows the operator and the caller to communicate even if these individuals are in separate countries. Albeit this feature might be common in KSU and PBX phone systems, calling costs could be significantly less when using VoIP systems than other business telephone solutions.
As its name suggests, this phone system uses the Internet to make and receive calls. Hence, the connection doesn’t go through landline connections, which would otherwise make the calls more expensive than intended.
Benefits Of A Good Phone System
Several benefits could be in store for companies that use the right phone system. Some of these are the following:
Switching from a landline phone system to a business telephone solution may help many enterprises to save money in the short- and long-term.
For example, using a VoIP system could help reduce expensive costs from international calls. Organizations that communicate with foreign clients might find it appealing to switch from a traditional telephone system to a VoIP network.
Take note that a VoIP system should sit within the same broadband Internet connection your company uses, so you may not need to install separate connections for the phone and the Internet.
Another example is using a phone system compatible with sending voicemails, especially for marketing campaigns. Take note that dropping voicemails is more inexpensive than other techniques like cold calling. So, drop voicemails with services offered from Drop Cowboy, and you can save a significant amount of cash for your marketing schemes.
Easy Sharing Of Information Within The Workplace
Imagine working in an environment where you need to talk to a particular individual located in a different office. That scenario might not seem challenging, but what if you need to travel flights of stairs before you can reach that person? Moreover, what if the colleague you need to talk to regarding a particular concern is in another city?
Companies can set speed-dial numbers to different members of the workforce in various departments. For instance, you can dial three digits like 125 to reach the company manager. Those three numbers can be easier to remember than memorizing 7 or 10-digit contact details, which would otherwise make communicating with long-distance colleagues a hassle.
Efficiency in collaboration within the workplace is vital to the success of any company. Friction might increase between departments when delays exist during the relaying of information.
For example, sending an email to the company graphics designer about urgent changes to a client’s logo design. This person, however, might not be able to read the email immediately as they’re busy working on another task. This could result in a disappointed client as your company failed to meet their demands.
Take note that one upset customer might lead to another if your business doesn’t resolve the main source of the issue. Change your phone system with communication tools equipped with modern features to lessen the risks of message-relaying mishaps.
Builds Transparency Among Colleagues
One problem with specific communication protocols brought by conventional phone systems is that it’s challenging to find the source of the relayed information. Thus, many business owners see data recording as a must-have feature in communication devices. Thankfully, phone systems meant for business use have this functionality.
Create transparency in the workplace by using business telephone solutions with data recording features. Aim to use phone systems with visualization tools and dashboards. The connected application may also be integrated with other tools to help produce reports with accurate information.
Making a visual representation of the information recorded from calls may help company managers and supervisors to spot opportunities and trends, which might otherwise go unchecked. Then, let specific pieces of data become available to a majority of the workforce to help develop transparency within the workplace.
Improved Data Security
Business phone systems are not an exception when it comes to data security risks. This is why many organizations fear data leaks, which could put their companies at disadvantageous positions, especially with regard to industry competitions.
A few examples of data security risks with phone systems include:
● Call Interception
Perhaps, one of the most significant security risks in the business world is message interception. Several messages come and go, and some of these might contain sensitive materials. Smart yet malicious individuals could intercept calls to listen to a private business conversation, hoping to capture pieces of information like bank details.
Another disadvantage of using traditional phone systems is that there’s little evidence to justify that the other person on the separate line is the individual to whom you intend to talk.
For example, a person might put on the guise of a known businessman and tell you that your organization has unpaid debts. If you’re using conventional phones with limited security features, you might think that you’re talking to the same person you’ve been communicating with for a while.
There are individuals who find joy in disturbing your operations.
One way these folks can achieve that goal is to overload your phone lines with prank calls. If you’re expecting urgent calls from clients, then these unsolicited calls could prevent you from reaching your target audience.
Fortunately, reliable business phone systems now exist to help prevent these tragedies from happening, thanks to their advanced features, such as the following:
● Data Encryption
Specific phone systems may include voice data encryption to help secure data before, during, and after calls. For instance, aim to use VoIP solutions using Secure Real-time Transport Protocol (SRTP) to help encrypt the packet, traffic, and signal data.
● Virtual Private Network (VPN)
Telephone systems that connect to the Internet may take advantage of VPNs to communicate with leads and clients with restricted access to communication channels. The use of a VPN also encrypts data during the call transference to help minimize risks of data breaches and leaks.
● Call Restriction
Specific phone systems might also allow your company to restrict calls coming from particular sources. For example, if your sales representatives are receiving a significant amount of prank calls from specific mobile phones, then you can limit receiving calls that specific demographic for the time being. But, remember to tell your leads and customers about this change. Otherwise, your target audience might find it annoying if they can’t reach your firm.
More Features To Improve Different Business Operations
Various traditional telephone systems may only do two things: making and receiving calls. But, modern phone solutions for businesses may have more capabilities, helping improve productivity in different organizational aspects.
Other great features of business phone systems are as follows:
● Multiple Line Handling
Many conventional telephones can only cater to one call at a time. These devices might not be effective in addressing the concerns of various leads and customers.
Use phone systems equipped with multi-line handling to let you or your representative cater to different lines at once and at any given time. This feature allows you to put people on hold while you attend to more urgent concerns.
Business phone solutions may also offer voicemail services, which would allow your business partners and clients to leave voice messages that go to your voicemail inbox. Use this functionality to listen to recordings at periods that you find most convenient.
● Conference Calling
You might need to communicate with two or more people at once with a telephone. Use conference calling features to lessen the time and effort it takes to send messages across different people of concern.
Aim to use reliable phone systems to let your company gain the benefits listed above. Connect your company to your target audience while ensuring productivity with the help of the right business phone solution. Take the time to research the right telephone solution for your firm to gain value from the purchase.