In spite of the fame of email and chat apps for customer service, many customers still prefer talking on the phone with a real representative. Moreover, there are various businesses and sales people who use telephone marketing to acquire new clients or keep in touch with existing ones. Even though more people use other ways to communicate than before, it’s still vitally important for companies and customers to be able to communicate in real time. In this piece, we’ll talk about different kinds of business phone systems, as well as what features they offer.

Best Phone Systems for Businesses

In the past, setting up a phone system for a small business was as easy as getting a phone number and distributing it to your customers. However, business communication has evolved, and customer expectations have increased significantly. You'll need essential features such as multiple lines, auto-attendants, conference calling, call forwarding, and more to serve your customers now. Here are the top business phone systems you may want to consider:

• Key Systems Unit

The most basic phone system utilizes a key system unit (KSU), ensuring it is suitable for small businesses with up to 40 employees handling phone operations due to its limited capacity for phone lines. This system is user-friendly, similar to a home telephone, and includes all essential business features, but it lacks portability and flexibility. It relies on a central switching device, the KSU, to manually manage phone line selection.

A variation of this system is the KSU-less phone system, which offers the same capabilities but is portable and flexible since it is entirely wireless and does not use a central switching unit. However, it has significant limitations, supporting only about ten phone operators and not being commercially available—you must specifically request it from a phone system provider. The KSU-less system is ideal for small to medium businesses that do not plan to expand their workforce, but it is not practical for small businesses aiming for growth.

• Private Branch Exchange

Beyond basic business phone systems, businesses can choose PBX systems. These are more powerful with automatic call routing. They're ideal for larger companies with at least 40 employees due to their automation. A primary advantage is a backup power supply that keeps phones working during outages. Hosted PBX, a variation, stores the switching device with a phone provider, saving on setup and maintenance costs. However, traditional PBX systems need to be updated, with Panasonic even stopping production in 2023. While digital PBX options exist, modern internet-based phone systems offer more features and affordability.

Unlike KSU systems that must be installed and maintained on-site, PBX systems offer two options: cloud-based (hosted) or on-premises. Installing a PBX system requires buying equipment upfront, which might be expensive. However, the ongoing costs might be lower in the long run. The downside is that your IT team will keep the system running. Hosted PBX, which uses Voice over Internet Protocol (VoIP), is a phone system on the Internet. Setting it up is simple: sign up online, get office phones, and pay a monthly fee. This fee covers the phone service, maintenance, and any problems that might arise.

• Voice Over Internet Protocol

The rise of Voice over Internet Protocol (VoIP) has significantly impacted business communication strategies. This innovative technology facilitates seamless global communication, eliminating geographical barriers. Utilizing VoIP only requires an internet connection and a computer, empowering remote collaboration and geographically dispersed teams. While the cost of a business internet network system, which grants access to VoIP features from any computer, might be the most expensive option, its versatility and scalability offer substantial value.

Choosing between traditional PBX and newer VoIP systems involves weighing several things. Traditional PBX comes with a hefty upfront cost for hardware and equipment. VoIP is much cheaper because you can use devices you already have, like smartphones and computers, as long as they have internet access. Additionally, traditional PBX restricts functionality to the office because the system is physically located there. VoIP offers more flexibility as it doesn't rely on on-site equipment, allowing employees to use it from anywhere with an internet connection.

Conclusion

As your business grows, it will become more complicated. It is a good idea to invest in new phone systems. These usually cost between $10 and $20 per user each month plus extra fees. There are many companies that offer these services in the US so make sure you think about which one will be best by considering different factors like pros/cons as well as prices, savings potential, how easy it is for users to learn & use the system effectively, and others. The final amount you pay will depend on a few different things such as how many lines you need. If you have a big company, there are companies out there that will give you discounts if you get more than a certain number of lines. It's important to weigh all of these things carefully before deciding what to do.