Choosing the Best Phone System for Small Business

Business phone systems are likely to vary from the smaller end of the scale all the way to the top. Since the phone is often the easiest way to reach clients and customers, it is then one of the essential decisions that businesses can make.   Purchasing a phone system is not that simple. What makes it even more difficult is that phones systems are evolving from time to time and prices are also increasing. That is why it is better to find a provider who can help. But be careful in choosing. Many phone providers do not keep up and continue to recommend too expensive phone system. Although we all know that every company needs an effective, reliable phone.

Here are some tips and information on how to choose a phone system:

• Voice over IP (VoIP). VoIP is ideal for small businesses. Small offices need only few telephone lines and a basic voicemail. VoIP services require you to have enough bandwidth computer networks and the right equipment to achieve the highest possible call quality. And it can also help you keep connected while keeping your overall costs down.

• Investing into your phone system. Do not hesitate to invest for your office phone system. Although the internet now plays an important role in the business industry, the phones are still fundamental to business success.
• PBX (Private Branch eXchange) equipment including switching facilities to route calls between employees and outside lines. Standard PBX systems are usually ideal for medium to large industry, but the new PBX vendors provide services to the small business market with VoIP technology.
• Virtual PBX (or PBX) systems cost about $ 10 to $ 50 per month, depending on the nature and number of lines your business have.

Now, when choosing the right phone system for your business, realize that you must take into account how many employees will use the computer. This will determine the hardware you will be buying for your small business. Look forward to the expansion, and create a space for future employees, or the purchase of a new hardware that can improve your service.

Technologies for Business Use

Almost everything involved in operating the business these days are being streamlined by technology. From accounting, administrative, customer support, list management, production to marketing modern technology is used to increase productivity and profit.

Most businesses are using basic business technologies like a PC (personal computer), phone system and mobile phones. But, depending on the business type and size, some may utilize additional and specialized devices to meet the growing necessities of the company. With continuing research and development, there is always a technology to answer the needs of every business:

• Cellphone/Handheld Device – enable users to become mobile and provides them with features like contact management, internet connection, MMS/SMS (Multimedia Messaging Service/Short Message Service), etc.
• Computer - gives the business with the ability to handle basic and sophisticated tasks such as internet access, graphic design, word processing, etc. 
• Office Phone System - it is one of the most important communication equipment a company should have. Telephone systems can provide complete control and management of calls, extensions, faxes and voicemails. Affordable PBX services are now being offered by various providers. These modern telephony systems are packed with useful call management features like answering rules, call controller, times of day routing,office phone system extensions, virtual PBX voicemail, and many more.
• Printer - allows documents and reports to be printed. It comes in basic types: dot matrix, inkjet and laser.
• Toll Free Phone Number - it provides a way for customers to call the business, for inquiries or orders, free of charge. Telephone companies are now offering this service but, if the company already have a virtual PBX phone system then it is likely to be included as an added feature.
• VoIP (Voice Over Internet Protocol) - provides cheaper calls than ordinary telephone lines since it make use of the internet for transmitting voice and other data. Unfortunately, its quality depends on the speed of the internet connection.

Other technologies that are valuable to any businesses are: fax machine, software application and photocopier.

The Birth of the CentrEx Business Phone System

The CentrEx phone system is a telephony switching service where all the telecommunication equipments and other required devices are housed on a central office. This PBX-like phone system is owned, maintained and managed by the hosting provider. A hosting provider, that gives PBX system services to subscribers, can be a telephone company or a telecommunication solutions provider.

It was in the 1960s when the Engineering Department of the New York Telephone company invented the CentrEX I business phone system. The system was made as a replacement for the PBX switching systems of large corporations. The only disadvantage of the CentrEx I is that it requires the use of a separate 5XB Switch for every subscribers.

CentrEx II was later developed in 1960 by the Bell Labs. The system has the additional feature which makes it more efficient as compared to the CentrEx I. This new innovation has replaced the Step Switches on the CentrEx I with a more reliable 2-stage crossbar network CentrEx Position Link Circuit (CPXL).

In the early part of 1970, a redesigned and a much versatile CentrEx III, also known as Phase 3 CentrEx was later developed. While CentrEx II uses a 2-stage network crossbar, CentrEx III utilizes 6-wire crossbar switches in connecting with a transfer trunk and still uses the CPXL in connecting with other consoles.

In the mid-1970s CentrEx subscribers were transitioned from the 5XB switching system to the modern 1ESS switch. Various developments were considered such as the cheaper logic, storage, and the versatility of the Stored Program Control. Different manufacturers also developed similar services. Nortel for instance developed the IBN (Integrated Business Network) while RingCentral called their system the eCentrex Virtual PBX.

Today, CentrEx is already available in various service types (packaged, data and customized). This is to provide a wide variety of options to cater the different communication requirements of subscribers.

Cloud-Based Phone System for the Business

Cloud-based computing, an internet metaphor based on the telephone network drawings, share resources (software, data and other information) to computers and other devices in the same manner as the electricity grid delivers electricity to consumers. Cloud computing describes a new delivery method and supplement for providing scalable and virtualized resources as internet-based services. Providers typically deliver their services, stored on their servers, via the internet, which subscribers can access with the use of software or web applications.

Telecommunication providers have taken advantage of this new delivery method by applying it to their business phone system.  In the past, traditional PBX phone system costs a lot to setup and maintain. With cloud-based computing, the requirement to purchase expensive communication hardware, perform tedious installation, and providing technical expertise, have been eliminated. Aside from this, enables the provider to lower down the monthly fees incurred on their subscribers. This in turn allows subscribers to acquire a cost-effective system and still get the flexibility of a phone system to easily connect with their customers.

A cloud-based phone system includes four components:

1. A complete hosted phone and fax system that offers multiple extensions, voicemail, call forwarding, call controller, internet fax, toll free number, call management and many more.
2. Unlimited long distance calling and toll free services.
3. Ready to use pre-configured IP phones.
4. All inclusive, low, flat and fixed simple monthly pricing models.

With cloud computing, businesses can readily have a telecommunication system that can be instantly activated, easily set up and a self-service solution which was previously unaffordable. With the buying complexities removed, small businesses can now use a world class phone system.

Basic Business Phone System Information

The telephone is a device that provides connectivity between businesses, partners and clients. It is also the communication gateway for customers to easily reach the business. As a matter of fact, one of the most important tool an organization should have is the business phone system. This is a system that gives the business the ability to manage and gain full control of its telecommunication services.

Components

A typical phone system is composed of two elements: telephone set and the controlling system. A telephone set is a device that transmits/receives voice and sounds. It is usually at the receiving end of a phone system. A controlling system, on the other hand, provides the functionality. Depending on the type, a basic system usually comprised of a controlling processor, software and add-on connectivity such as PSTN card or VoIP ethernet.

Types

Because of varying business requirements, different types of phone systems were developed:

• PBX (Private Branch eXchange) – a circuit switched and premise based system that provides management and exchange between internal and external phone lines.

• Key System – a smaller premise based system that provides individual buttons for each business phone lines.

• Hosted or Centrex (Central Exchange) – a system that provides switching from the hosting provider.

• IP PBX (Internet Protocol PBX) – a system that utilizes the internet and are usually associated with a VoIP system.

Common and Advanced Features

The following are few of the most common features being offered by different service providers:

• Auto Attendant
• Call Convergence
• Call Conferencing
• Call Forwarding
• Dial by Name Directory
• Internet Fax
• Music On-Hold
• Voicemail