Keeping pace with the ever-evolving needs of your small business in a cost-effective manner is no easy feat. By choosing the right call management system you can reach out to stakeholders and customers, at the right time and in the right way. However, traditional PBX systems are difficult to install, expensive to manage, and lack many features your business needs to survive in the modern business landscape.
But here’s the good news!
Today’s advanced business phone technology such as the IP PBX system provides small businesses and enterprises with a range of features and functionalities to enhance internal and external communications. An IP PBX system combines a traditional PBX (Private Branch Exchange) and IP (Internet Protocol) technology, making it one of the best PBX software for small businesses.
Understanding IP PBX
IP PBX uses the Voice Over Internet Protocol (VoIP) technology to make and receive calls over computer networks instead of using the Public Switched Telephone Network (PSTN). An IP PBX system has all the functionalities as traditional PBX, and added features such as shared voicemail, custom extensions, call recording, call hold, transfer, and so on. IP PBX phone systems can be on-premises or hosted.
An IP PBX does not use much hardware but still uses a physical phone or software to carry out operations.An IP PBX connects over the internet using a company’s in-house computer network. This kind of call management system is ideal for teams who need physical phones as a matter of habit and convenience but want to save on cost and avoid the hassle of maintenance and upkeep.
Hosted IP PBX
A hosted IP PBX requires zero hardware and installation. The entire call management software is hosted over the cloud eliminating the need for bulky hardware and the complexity of an on-premise PBX system. It gives businesses the freedom to have remote teams. All that the employees need is a laptop and good internet connectivity.
All the data and operations are maintained by your VoIP service provider so no hassle for upkeep and maintenance either. A very convenient and low-cost option, packed with all features to cater to your business communication needs, this call management software lets you focus on the more important details of your business. A hosted IP PBX system provides the flexibility, and cost-effectiveness a small business needs making it an ideal fit.
Making an informed choice: Benefits of IP PBX for a Small business
Optimum utilization of finances is what makes a business successful. Investing in solutions that give you the most out of your investment and help in saving costs is what smart business decisions are all about. In today’s digitally connected world, most businesses have customers and teams dispersed across the globe. An IP PBX can reduce international phone bills substantially and enable effortless collaboration of remote and hybrid teamwork. Small businesses that switch to VoIP-based communication systems can reduce their initial start-up costs up to 90%.
Advanced communication features
The modern IP PBX systems work on VoIP technology which is the foundation for unified communications. When a small business upgrades to an IP PBX call management system it gets access to a plethora of advanced communication features such as video calls in real-time, view voice log, voice mail, call forwarding, auto-diallers, predictive dialers, click-to-call, and more all using a one PBX software.
Access to softphone technology
Many IP PBX systems come with software that can be installed on a computer (softphones). There is no additional phone device needed, calls can be made directly from the computer using the software.
The IP PBX system comes loaded with in-built automation tools such as IVR, phone book, click to call, auto-provisioning, etc. translating to enhanced employee productivity. The real-time call analytics capabilities provide a 360-degree view of your call management system by giving detailed reports on call hold time, waiting time, busiest hours, lean hours, types of queries, average query resolution time, etc. You also get to know about your best-performing employees, the effectiveness of your processes and identify areas that require improvement. This goldmine of information can help you identify training needs, improve processes, better plan your resources, and enables you to evaluate and plan your future marketing and strategy.
Reduces IT costs
For a small business having an in-house IT team may not be an option at times given the high costs involved. However, with a cloud-based VoIP service, there is no need for on-premise IT service personnel.
A small business evolves and grows with time. You may start with 5 employees today, but with the right planning and communication tools you may grow to a 10, then 15, then 20 employee company and maybe even more. It is fairly easy to add or remove the number of phone lines with an IP PBX system.
Now that you are aware of the many benefits of an IP PBX system for your small business, finding the best IP PBX software is the next logical step. Here’s a checklist.
Phone System Features
Different VoIP service providers include different feature sets and functionality in their systems, when choosing a VoIP service look for minimum, standard features such as voicemail, call forwarding, caller id, one-touch dialing, on-hold music, fax support, and fax to email, follow me, conferencing, file sharing, system diagnostics tools, and paging to name a few.
Versatility and scalability
Choosing a system that is versatile and scalable is an important factor to consider when choosing a service provider. Your phone system should support multiple types of endpoints (digital, analog, and IP), integrate with your existing systems and phones. It is important to ensure that your service provider will support office change, mobile, and remote workers if the need arises in the future. In short, the phone system you choose should adapt to the needs of the business as it evolves and grows.
Training and technical support
Choose a service provider that provides you with all the features you need for your business, has an understanding of your business, and has a good reputation in the market. The phone systems though easy to use still have a certain level of complexity and require professional installation and training for your employees. When choosing a service provider make sure he offers the required installation and training support for seamless setup and operations. Inquire about how system updates are managed – remote or on-site – and the type of after-sales support.
With so many options in the market, choosing an ideal hosted PBX solutions and service provider for your small business may sound overwhelming. However, in the long run, the benefits will be umpteen, and the right service provider will be able to ascertain and fulfill your current and future business needs.
To know more about IP PBX Call Management Software, get in touch with us.