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Business telephone system:
How to modernise your business communication
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Defining “business telephone system”
A business telephone system is a multi-line phone system used by a business in an interconnected, professional way.
This type of system includes multiple handy features to take communication to the next level. From video conferencing to instant messaging, the unified communications required in today’s world are far from the simple landline phone calls of yesteryear. Much greater functionality is now needed to address modern business needs.
The main purpose of a business telephone system is to act as a medium of effective communication both internally and externally. A good system will help your team to:
Collaborate
Enable flexible working
Build customer relations
Improve business transactions
It will enable your company to gain, retain, and win back customers. Therefore, playing a significant role in increasing sales and reducing costs. Business systems can range from a few telephones in a small business, right up to complex Private Branch Exchange (PBX) systems used by large organisations.
Benefits of using a business telephone system
There are huge benefits to using a modern telephone system, no matter what the size of your business.
The advanced features on offer really can make a difference. They can provide improved customer service and overall efficiency, as well as being cost-effective. Read on as we walk you through some of the benefits in more detail.
Sharing telephone lines allows calls made to one number to be answered by multiple phone devices and handsets. If each employee had to have their own phone number and phone line this would be really expensive.
When calls are answered, they can get handed off to other phones which share the same number. This is an efficient way of distributing calls within a specific group. Outbound calls from a shared lines group will have a consistent phone number instead of individual numbers or extensions.
Modern business phone systems are so popular because they provide access to so many features and tools.
From call forwarding and call recording capabilities to call logs, metrics, analytics, and even voicemail-to-email, comprehensive and consolidated features make life so much easier. It’s like a one-stop-shop!
Simplified conferencing will allow your business to increase efficiency and team collaboration. And, all at the same time as reducing travel expenses. An all-inclusive audio and video conferencing solution can also help you to build customer engagement and generate leads.
Hundreds of callers from around the world can take part in hassle-free conference calls with a cloud-based system. This helpful feature is particularly useful for businesses with remote teams and multiple locations. Handy tools such as screen and file sharing help to enhance efficiency and experience.
There is no ‘best’ way to communicate with clients, which is why modern business telephone systems can help you to unify all communication channels. This means that you will no longer need to have multiple tools at your disposal.
A unified communications solution will help you to increase productivity and reduce costs. Switching between different communication channels and devices can be very time-consuming—not to mention exhausting and confusing. This more efficient method of client communication will also be cost-efficient as there is no need to pay separately for lots of different services.
Today’s high-quality phone systems portray a really professional image. Even small businesses can take advantage of multiple features to help with this. These include reliable call transferring, hold music, and the ability to directly send calls to mobile phones.
Providing first-class customer service is the ultimate way of maintaining a professional image.
A modern business system utilising VoIP technology can offer significant cost savings when compared with a more traditional alternative. There is no need for the large initial outlay required for landline systems or to have a dedicated IT team on site.
Using the latest technology can also help to future-proof your organisation.
Modern business systems add real value, improving call routing and call quality for both businesses and callers, while also improving customer experience.
If your customer experience isn’t up to scratch then you can guarantee that some of your customers will seek the services of a competitor and not return. This is why it is so important to get your use of communication channels right.
Choosing the right provider will empower your outbound campaigns and improve your inbound response, helping to grow conversion rates. Every business needs to do this to flourish. Value is also added in terms of employee efficiency, collaboration, and satisfaction. A unified, easy-to-use communications solution can even be the key to retaining your best staff.
Call Management, Conferencing, HD Video meetings, and team messaging in one collaborative solution
Types of business telephone systems
There are four basic types of business telephone systems. These are known as PBX, VoIP, KSU, and KSU-Less.
Let’s take a closer look at them so you can decide which is the best type for your business. Each one has its advantages and disadvantages. For each type of system there is a cloud-hosted and non-hosted version available.
1. PBX
PBX phone systems are most suitable for organisations with 40+ employees. PBX stands for Private Branch Exchange, which is a largely automated system. Incoming calls are routed automatically by use of programmable switching devices.
Traditional PBX systems use analogue or digital lines known as ISDN. They can be used with standard desk phones or Digital Enhanced Cordless Technology (DECT) phones.
On-premises PBX systems require hardware to be installed and maintained. They offer many advanced features, but are expensive and often require specially trained technicians.
In the hosted version, switching devices are hosted by a phone system provider rather than them being installed on-premises. This offers a more affordable solution for smaller businesses.
2. VoIP
Voice over Internet Protocol (VoIP) is the most advanced and updated type of telephone system.
Unlike other phone systems which are circuit-switched, where there’s a dedicated line for each call, VoIP systems are packet-switched. This means that little packets of information are sent over a broadband or data internet connection, before being reassembled in the right order at the other end.
VoIP systems are the most feature-rich and global solution to telecommunication requirements. Callers and recipients can be in different countries and use either traditional office phones or iOS or Android mobile devices, such as Samsung phones.
This type of business system works with an internet connection and all its functions are accessible by computers. VoIP phone systems can be hosted by a provider. They use your internet connection and a cloud phone platform to enable calls to be made and received. The advantages of this are that less installation and maintenance is required by your business.
3. KSU
KSU stands for Key System Unit, which is a central-switching device that manually determines phone line selection. This is the most basic type of phone system and it is easy to use. It is only suitable for smaller businesses due to limitations on the number of phone lines it can incorporate.
KSU systems include all the basic functions that your business will need, but can be lacking in additional features. They aren’t as flexible or portable as some of the other options.
4. KSU-Less
KSU-Less systems are a variation on the KSU systems outlined above. They are entirely wireless and don’t use a central-switching device. This means that they’re flexible and portable. However, they have serious limitations and can only be used by a small number of telephone operators.
This type of system is only suitable for really small businesses who have no intention of expanding their team. If you wanted to set up a KSU-Less system for your business, you would have to specifically request this from a phone system provider, as they aren’t available commercially.
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Choosing the right business telephone system
This is about so much more than simple telephony. It’s really important to choose a type of business system and a provider that meets all of your organisation’s needs. As well as current requirements, it’s vital to think about scalability and features that will help facilitate future growth.
The cost of a telephone system depends largely on which type you choose. The extra features of VoIP systems can initially appear more expensive. However, less advanced systems may cost more in maintenance and monthly phone bills.
When you think of the limitations to your business growth if you don’t have the means to host video conferencing, integration with software like CRM, or more sophisticated call management features, it pays to weigh up your options carefully.
Price also depends on the number of phone lines which your business uses. Larger organisations can take advantage of bundled line services which are more cost-effective.
Special features such as answering services and extra support can also push up costs, so it’s important to choose a bespoke package that works for your business.
When you choose a new system, it’s really important to consider security. Just think about how devastating and costly problems with information and data security can be. A good provider will be able to offer comprehensive solutions to provide you with peace of mind.
Providers should institute robust security measures at every level of their architecture and processes, as well as the enterprise level of your business. These security processes should include:
Physical
Network
Host
Data
Application
Business
Look for a provider who can offer transmission security, infrastructure security, physical and environmental security, and proactive fraud mitigation. Ask if they have received certification in an international standard for information security, such as ISO 27001.
This will demonstrate that they have a robust security program in place with rigorous management activity and the right technical controls in place. This is needed to meet the confidentiality, integrity, and availability principles of information security.
A good provider should also be able to demonstrate their commitment to physical security. You can have the best online security in the world, but it is irrelevant if your data centres and servers are easily accessible to criminals.
Choose a provider that can boast a host of security and safety systems. These could include CCTV, security guards, biometric identification, and dual-person authentication.
Business doesn’t stop when you are out of the office—fact. So many people are now working from home or remotely. This means that your communication methods need to be mobile and adaptable.
With a cloud-hosted system, you can work from anywhere with an internet connection, without having to worry about specific hardware. Employees can easily connect with their mobile devices. Conference calling and collaboration tools ensure that everyone stays up to speed.
Today’s business phone systems offer the capability to integrate other software, such as CRM (Customer Relationship Management) platforms.
The benefit of this is that when a call is received, the team member who has answered the call receives a pop-up on their screen. This uses Caller-ID to provide them with customer account information, including previous interactions with your company, thus providing a personalised and integrated experience.
Some providers also include integration with cloud storage providers such as Microsoft or Google.
If your organisation has a team of employees who work remotely, it’s vital to look for a system that will work with their existing equipment. A cloud-based business phone system means that you don’t need specific hardware to stay connected to your colleagues. You can use your regular computer and phone to connect with the office from home.
When choosing a system, you should consider one with a reliable and scaleable platform. Modern phone systems with VoIP technology are easily scaleable.
When businesses grow, they need to make sure that they have telecoms that will grow with them. It’s important that any new system a company adopts can keep up with demands so there is no need to keep replacing it.
Find a provider who can offer the ability to add new user groups without having to take the whole system offline to add new servers and rebuild databases. What you are ideally looking to achieve is optimal traffic flow, superior flexibility, and instantaneous scalability.
Modern business systems add real value, improving call routing and call quality for both businesses and callers, while also improving customer experience.
If your customer experience isn’t up to scratch then you can guarantee that some of your customers will seek the services of a competitor and not return. This is why it is so important to get your use of communication channels right.
Choosing the right provider will empower your outbound campaigns and improve your inbound response, helping to grow conversion rates. Every business needs to do this to flourish. Value is also added in terms of employee efficiency, collaboration, and satisfaction. A unified, easy-to-use communications solution can even be the key to retaining your best staff.
How RingCentral’s business telephone system makes communication easy
RingCentral is the trusted business communications platform that makes it easy to work together from anywhere. Whether you want to use phone, video, or messaging, you will find everything you need in one easy-to-use app. We provide one workspace for every conversation.
You can simplify your workflow with team messaging and task management with handy file-sharing functions. Managing calls, emails, and faxes becomes easy and you can achieve more with unlimited one-click video meetings. You can even integrate your favourite other apps to achieve a truly unified experience.
RingCentral offers a reliable, global, secure, and more powerful way to connect with your colleagues and customers. Below, we will take a more detailed look at the benefits on offer.
Effortless management of all communications
Configuration and management of all communications are easy with RingCentral. The key to this is having all the right tools in one place.
Today’s office or remote workers are assaulted with a barrage of communication from the minute they log on. Urgent tasks are often sidelined as teams get caught up in constantly switching between emails, phone calls, video conferencing platforms, and more.
The pace of workspace communication is exhausting and that’s where RingCentral comes in. We reduce multitasking and interruptions so that the work that matters can get done. Removing obstacles by simplifying technology is how we make communication effortless, providing a unified platform to streamline everything.
Our platform includes all-in-one messaging, calls, and meetings in one single channel. It doesn’t require any additional browser plug-ins or downloads, and your employees should be able to join with one single click. They should also be able to access the platform on any device, including their mobile phones.
Manage your business from anywhere in the world
RingCentral provides the connectivity to manage your business from just about anywhere you choose.
Easily manage one integrated platform with global services for ultimate convenience. With our simple and secure app for all your communications, you can meet as if face-to-face. Our HD voice and video and integrated screen sharing make this possible.
It’s all about being fully in control. With RingCentral, you can even set up new teams, add or remove users, send messages, assign tasks to teammates and partners, alter business hours, and much more.
This is all possible from one place, even when you’re working remotely. Managing a remote team has never been easier or required such minimal effort.
You can manage voice calls, voicemails, business texts, and faxes from any device. Your business number is available through all devices. This means that you can remain accessible when needed and always without having to give out your personal mobile phone number.
You can rest easy in the knowledge that you never need to miss a call with RingCentral as your VoIP phone service provider. Features such as a virtual receptionist come as standard with our RingEXTM plan. This automated answering service is like having an extra pair of hands.
Because virtual receptionists can function on a 24/7 basis they are ideal for international communications. Colleagues and customers from overseas can get in touch in working hours across different time zones and still communicate or place orders. That means no missed business opportunities. We’re here to make life easier for you, no matter where in the world you are.
Modernising your business communications will set you on the path to success
Telephony is vital to businesses and their future growth. When you need to transfer calls internally or accept multiple calls at once, there is no alternative to a robust business telephone system. Put simply, choosing the right one for your business can save you money and save your employees time.
When businesses grow, their need for communication solutions rapidly increases. RingCentral’s VoIP systems offer flexibility, consolidated features, and the security to bring you peace of mind.
Today’s remote teams and their customers can connect effortlessly with RingCentral’s high-quality calls and features. Why not get in touch with us today to discuss your business telephone system requirements?
COVID-19 has forced us all into less-than-ideal collaborative conditions. But RingCentral is making it a lot easier to keep things moving forward.
Kieran Gilman
Technical Director
Business telephone system FAQs
With RingCentral’s clear and comprehensive range of plans and pricing you can see exactly how much modernising your business communications will cost.
We’ve included a handy comparison chart so that you can compare all the features, minutes, and numbers of participants included in each plan. If you’re not quite ready to buy, you can sign-up for a walk-through of our all-in-one phone, video, and messaging solution.
We offer convenient pay-as-you-go international calling plans. It’s easy and affordable with pay-as-you-go credits which roll over month-to-month for up to a year. You can use our auto-purchase feature to ensure that you never run out of credits.
Ready to learn more and find out how our service could transform your business? You can call 0800 098 8136 or fill in our online contact form and we’ll connect you with a dedicated specialist. We can find the right solution for you, explain options for pricing and provide helpful resources.
RingCentral call forwarding is here to simplify your life. Our call forwarding system is set up to allow you to divert a call to a particular destination on any mobile or landline number. And, that’s just the beginning! Our advanced call forwarding rules mean that you are truly in control of business calls 24/7.
We provide top-rated and comprehensive security for your complete peace of mind. Seven layers of security protect your data and communications against fraud and abuse. RingCentral has achieved ISO/IEC 27001 certification. This is the most widely recognised international standard for information security.
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