What are the Different Types of Business Phone Systems

July 28, 2022

In the contemporary era, effective communication is a pivotal component of any thriving enterprise. The evolution of technology has brought about a corresponding evolution in communication methods. Despite this, the telephone remains a vital instrument for businesses to interact with their clients, workforce, and stakeholders. Over the years, business phone systems have undergone significant advancements, and there are currently a plethora of systems obtainable, each possessing distinct attributes and functionalities.

In this blog, we will delve into the various categories of business phone systems, providing you with invaluable insights to enable you to make an informed choice on the most suitable system for your enterprise.

Different types of Business Phone systems:

KSU, PBX, VoIP and cloud-based phone systems are the three main categories of commercial telephone systems. This is how they diverge:

Key System Units:

The key system unit is the most fundamental type of phone system. Due to the number of phone lines, this system is only appropriate for small organizations with no more than 40 phone operators. Similar to a house phone, it is a simple system to operate. It lacks portability and flexibility but contains all the necessary capabilities a business will require.

The phone-line selection is made manually using a central switching unit. Since it doesn't rely on a significant switching team and is entirely wireless, it is portable and versatile yet has the same phone functionality as the primary system. The best phone system for small business is perfect for a small company that doesn't want to hire more employees, but it is not so helpful for small companies that want to expand their business on a larger scale. Nevertheless, it is user-friendly and straightforward, offering all the essential telecom functions a company may require.

Private Branch Exchange:

A private branch exchange is an additional choice for a company phone system, which is more advanced. It makes use of programmable switching hardware to route incoming calls automatically. Because it is entirely automated, this business phone system is appropriate for a company with 40 or more employees. A firm may operate without electricity for a while because of the PBX system's uninterruptible power supply, which is another essential benefit.

The hosted PBX is a variant of this technology. With this method, the programmable switching device is hosted by a telephone company rather than on-site. The key benefit is that you won't lose any of the sophisticated capabilities of the traditional PBX system. It has to offer while avoiding some of the installation and maintenance expenditures. It can redirect incoming calls automatically and is beneficial for businesses with a huge workforce.

Voice over Internet Protocol:

Voice over Internet Protocol is one of corporations' more recent and well-liked inventions. This is the most sophisticated technology, enabling communication between a potential customer and a phone operator even in separate countries. It necessitates the usage of a computer and the internet. Nevertheless, it is also the most expensive system, with the price depending on how many employees would utilize it. The essential advantage of this system is that computers can use your company's business internet network to access all of its services.

The VoIP system has hosting options, just like PBX. Due to the central telephone system being hosted by the service provider, the hosted version has fewer installation and maintenance requirements for the business employing it than the conventional VoIP system.

The VoIP system can be hosted, much like PBX. The best phone system for remote workers provides the same benefits as the entire VoIP system but requires less installation and maintenance on the company's part. A wide range of devices enable greater communication accessibility allowing you to effortlessly converse using the internet from anywhere in the globe.

Cloud-based Phone Systems:

Cloud-based phone systems, also known as cloud PBX or virtual phone systems, are communication systems that operate on the cloud instead of traditional on-premise hardware. These systems use Voice over Internet Protocol (VoIP) technology to transmit voice calls and other forms of communication over the internet.

With a cloud-based phone system, all the hardware and software required to make and receive calls are hosted on remote servers owned and maintained by a third-party provider. This means businesses don't have to purchase, install or maintain any hardware or software on their premises. Instead, they access the system through an internet connection and can use a variety of devices such as smartphones, laptops, desktops, and even traditional desk phones.

Cloud-based phone systems typically offer a range of advanced features such as call forwarding, voicemail, call recording, virtual assistants, call queues, and more. They also allow businesses to scale their communication needs as they grow, easily add or remove users, and provide remote access for employees working from different locations. Overall, cloud-based phone systems are a cost-effective and flexible communication solution for businesses of all sizes.

What to Look For While Choosing a Business Phone System?

For the majority of businesses, a virtual phone number simply with the call forwarding feature serves the purpose. However, this may not be true to your use case.Selecting a phone system for business purposes is a significantly different process than choosing a phone for personal or home use. The options for small, medium, or large business phone systems are plentiful, with a wide range of operating systems available.

Business Phone System

Therefore, it's essential to have a clear understanding of your requirements when searching for the right system. Some of the key features that might be important to you include: capability for multiple lines, call forwarding to multiple sources, automated answering with IVR menu, on-hold call queuing system, conference call facilities, messaging and much more.

Finding the ideal phone system for your business can provide you with the necessary features at a price that suits your budget. To make the right choice, it's crucial to carefully consider your phone system options. Choosing the right business phone system depends on several factors, including the size of your business, your budget, and your communication needs.

Traditional PBX systems are ideal for large businesses with a dedicated IT team, while hosted PBX systems are ideal for small and medium-sized businesses that want a low-cost, scalable phone system. If you're looking for a complete communication solution, cloud telephony is the way to go, while VoIP systems are ideal for businesses that want a low-cost, flexible phone system.

Factors to Consider While Selecting the Most Appropriate Business Phone System:

When it comes to choosing a phone system for your business, there are several factors to consider. Here are some important things to analyze:

Number of employees: You'll need to consider the number of employees who will be using the phone system. Some phone systems are designed for small businesses, while others can accommodate larger organizations.

Features: Determine which features are most important to your business. Do you need features like voicemail, call forwarding, call waiting, conference calling, or an auto-attendant?

Cost: Different phone systems have different costs, and you'll want to choose one that fits your budget. Be sure to factor in both upfront costs and ongoing monthly fees.

Scalability: As your business grows, you'll want a phone system that can grow with you. Look for a system that can be easily upgraded and expanded.

Integration: If you're already using other business tools like CRM software or project management software, you'll want a phone system that can integrate with those tools.

Reliability: Your phone system is an essential part of your business operations, so you'll want to choose a reliable system that won't let you down.

Customer support: Look for a phone system provider that offers good customer support, in case you encounter any issues.

Once you've considered these factors, you can start researching different phone systems to find the one that best meets your needs. Some popular options include traditional landline systems, Voice over Internet Protocol (VoIP) systems, and cloud-based systems. Be sure to compare features, costs, and customer reviews before making a final decision.

Wrapping Up:

Knowlarity gives businesses more comprehensive ranges of accessibility and intelligence by enabling communication through Business Phone System. This increases communication, cooperation, installation and maintenance. Contact us for a robust business phone system , which may help you fully enhance your business operations.

Written By:  Manna Khare


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