Today, every business need a phone system to communicate with its clients. Yes, numerous channels serve the same function (live chat, social media, email, etc.). Phone calls, however, continue to account for 61 per cent of all support engagements.
An office phone system may help you interact with your customers more efficiently while also assuring reduced running expenses, higher security, and increased productivity. Office phone systems have seen a significant transition in the previous several years.
May now use VoIP (Voice over Internet Protocol) and PBX (private branch exchange) techniques to build office phone systems. Both have their own set of benefits and drawbacks. However, because of their lower prices, ease of maintenance, and increased scalability choices, VoIP systems are fast becoming the preferred choice.
So, how can you choose which office phone system is best for your company? What are the benefits of each telephone system? We will go through this in detail in this essay. Let’s get this party started.
What exactly is an office Telephone system?
An office or software-based phone network provides complicated telephony tasks by utilizing internet protocol and traditional phone lines in a corporate setting.
Modern Office Telephone system enable you to communicate with consumers all around the world at a minimal cost. Furthermore, you may keep in touch with them 24 hours a day, 7 days a week, owing to phone system providers’ mobile apps.
Office Phone System Varieties
Office phone systems are classified into three kinds.
The Public Switched Telephone Network (PSTN) of the past (PSTN).
PSTN, often known as landlines, has been around since the late 1800s. It connects phone calls using underground copper lines. When you utilize PSTN, you must establish telephone lines across your workplace.
PSTN systems, despite their widespread use across the world, are not suitable for corporate use. Each employee will require their line. Aside from the hefty call fees, you must pay hundreds of dollars on maintenance each year.
Phone Systems (PBX)
A PBX (Private Branch Exchange) system is a private telephone network that enables organizations to run an internal phone system while using fewer phone lines. It allows you to transfer calls between users on local bars, allowing all of your staff to share a set number of external phone lines.
The telephone set and the PBX are the two main components of PBX office phone systems. The telephone set is linked to the PBX. The office phone system includes call transfer, call hold, customizable greetings, and other functions.
In turn, the PBX enables the network to interact in groups via conference calls, conduct video conversations, and work with faxes and printers without operating them manually.
This degree of liberty was previously unheard of.
Before PBX, telephone expenses made it incredibly difficult to purchase many connections for an office system. A PBX, on the other hand, is entirely administered and maintained internally. As a result, calls are now more economical.
Phone System Using VoIP
VoIP (Voice over Internet Protocol) software is a commercial phone system that allows you to make and receive calls over the internet. No hardware or special equipment is required. All you need is an internet connection and a device (smartphone, laptop, desktop, or softphone).
Purchase a VoIP phone system that provides several advantages. A long list of capabilities, such as call management, call monitoring, call forwarding, personalized voicemail, voice to email, and many more, allows VoIP to play a multi-functional role.
One advantage of VoIP-based phone systems is that you may use whatever phone number you like. You may also take as many numbers as you need without incurring any capital costs.
You can record calls, monitor them in real-time, and even intervene if you believe the agent cannot handle the customer effectively.
How Do Office Phone Systems Function?
Traditionally, office phone systems were utilized as internal communication lines within the business. However, as firms expanded, the demand for customer service, sales, and marketing networks arose.
As a result, today’s best office phone systems must and are expected to provide a variety of services. If you use a PBX line, you have your telephone exchange at the company. Within the workplace, all connections, including fax and printers, are linked to the PBX. Each relationship is referred to as an extension and is assigned a unique number.
As a result, to connect internally, you need to dial the extension number rather than the complete 10-digit number that is usually necessary to connect external calls. Group calls, conference calls, call forwarding, voicemail, and personalized greetings are also available on PBX lines.
The DHCP automatically configures the characteristics required to connect the phone to the network.
VoIP phones employ a variety of protocols to send voice and video communications over IP. H.323 is the most often used protocol. It provides a variety of VoIP capabilities, such as bandwidth management and call control.
The Session Initiation Standard is an alternative to the H.323 protocol (SIP). SIP is a signalling system that sends audio and video communications across the internet with the Real-Time Transport Protocol.
Features of a Business Phone System
When selecting an office phone system, look for the following features:
Status of a busy light
Make a parking reservation.
Queues for calls
Recording of phone calls
Conferencing on the phone
Dialling Inward Directly (DID)
Keep the music playing
Transferring internal/external calls
Chatting on the internet
Extensions of lines
Support for many devices
Analytics in real-time
Call monitoring in real-time
Toll-free telephone numbers
An office phone system simplifies and improves company communications. It allows you to communicate with our consumers 24 hours a day, seven days a week (using auto-attendant).
Do you have an office phone system in your business? If not, what’s holding you back? Would you please share your thoughts in the comments area?