A Comprehensive Guide to Getting a New Business Telephone System

What is a Business Phone System ?

A business telephone system is an automated calling network intended to enhance communications in small and large companies, and for external communications also.

Since business phones are built to cope with the complicated corporate demands, such as customer service calls and call forwarding to deliver calls to the right user, business telephone systems have features above what you can expect on a standard residential telecommunications line.

A reliable business phone system is hard to find, but if your business relies heavily on its phone lines to keep things running smoothly, it is vital to find one that performs optimally for your kind of work.

But where do you even start?

How do you choose your business phone system ?

The way you interact should not be something that sits within the back shelf of the goals of your business.

It’s a central structure on which your company depends for day-to-day functioning and a virtual link to vendors, manufacturers, customers and partners. It might sound like a challenging task to pick the correct phone system, but in this guide, you can find the most important items small businesses can remember when shopping around for one.

multi-business-phone-systems

What are the different business phone systems ?

A business telephone system is not a one-size-fits-all approach. There are various types of telecommunications systems that are suitable for specific company sizes and industries.

Look at the choices below:

Multi-line phone system

The next step away from a conventional phone network is a multi-line telephony system. It’s a system that allows you to have multiple telephone lines, instead of a single line.

Employees or departments is given their own telephone number, ringing through to the department handset. Alternatively, the program may be set up to channel any number to the same phone. A devoted employee then takes up the call, and transfer the caller to the correct number or extensions.

Private branch exchange (PBX)

PBX systems suit companies with over 40 employees, or businesses that require more sophisticated, flexible solutions.

Bulky PBX devices inside cabinets are stuff of the past: the latest versions will sit easily on a shelf or a desk.

There are technological variations between Multi-line systems and PBX systems, but the actual device basically resides somewhere on-site. All solutions require qualified installation, setup and servicing, and in most cases, there should be sufficient telephone cabling available.

PBX devices are currently being sold as part of a centralized communications network and can also provide features such as text messaging, fax facilities, and video chat.

Virtual VoIP system

The VoIP system does not need hardware as it is a software solution. All phone calls are routed through your provider’s app, or through your computer’s browser, that means a conventional phone is not required.

The service provider manages the hosting server and the calls. The only thing you need to have is a good and secure access to the internet to manage the calls.

VoIP systems can be on-premise or cloud based, and your choice will depend on your unique needs and telecoms budget.

It is worth keeping in mind that the set-up price of an on-premise VoIP program relative to a cloud-based VoIP system is substantially higher. This is because much less hardware or deployment assistance is needed for a cloud-based VoIP program.

Whether you need a multi-line telephone system, a PBX system or a VoIP system, you need a reliable provider to help you make the right choice and to avoid making mistakes.

If you are in the market for a telephone system for your business, Btelecoms UK can get you the right system for your business, regardless of industry or size.

Get in touch to explore options from some of the world most reliable phone brands.

Call PHONEXXX to get started today.

Why do I need a business telephone system ?

If you have a small company or a big corporation, it doesn’t matter; it’s still better to have a business phone system rather than a conventional phone system. each business telecommunications system offers many reasons for choosing them.

Improves customer relations

A constructive and safe relationship with your clients is important to create a stronger image with your organisation – business telephone system helps create the good consumer relationship with your company.

Multiline telephone systemPBX telephone systemVoIP telephone system
Encourages customers to call directly to the department they need, so they know the correct number.The customers are immediately forwarded to the correct service.Immediately redirects the customer to the department most appropriate without any inconvenience or human contact.
 Offers simple integration of software which helps to better manage customers.Provides an intuitive call forwarding feature that guarantees that no customer is ever missed, as every call is delivered to any desired device.
 Provides simple call forwarding and ensures no loss of a customer call.Provides integration with CRM to simplify use and management.
  Integrations of sophisticated applications and different apps to provide the highest user service.
  Gets the luxury of picking the music on hold to keep the clients calm.
  Uses several voicemail apps, so the client can always leave a message and it can enter the company even though a call is missed for any reason.

Increase mobility

Businesses no longer need to be in one place. Employees can be out on the streets as well as in the workplace – thanks to business phone systems that are built to make things simpler.

  • Render simultaneous, internal and external calls.
  • Render simultaneous, internal and external calls.
  • Redirect cell phone calls around at the same time.
  • Make calls both internally and externally.
  • Switch or forward phone calls using the extra charges over various computers and locations.
  • Download data from the call to assist with the business’ marketing plan.
  • With a cloud-based VoIP system, offices are conveniently moveable.

Better Contact with Employees

While concentrating on external contact with customers, it is crucial not to neglect good internal communication with employees in order to ensure that everything in the company is properly coordinated. This is what a good phone system can achieve.

  • Capable of dialling indoors and can also automatically transfer calls.
  • External calling is also possible, in addition to the internal call.
  • Can conference call with other offices and departments.
  • Can potentially dial in-house calls.
  • Voice and video conferencing is available across all departments.
  • Can carry out internal instant messaging via local apps.

Productivity

Phone systems automate some procedures and provide data that can make operations more effective.

  • Because each office and department have its own telephone number, it means less time spent on calls.
  • The automatic attendant directs calls to you.
  • Basic details on the call allows you to make better business choices.
  • Forward calls to a call center.
  • Automatic attendant can direct your calls.
  • Set up smart call answering API for automatic call response.
  • Clear insight into the results helps you to see high-performance and underperforming workers.
  • Track data patterns to capitalize on contact time.
  • Forward calls to a call center.
business telephone system cost

How to choose a suitable telephone system for your business ?

This depends entirely on the needs of your company. Think about why you are updating your phone system.

Do you want more communication channels, more department extensions, improved client service, etc?

If only a few more lines are what you want, then you can go for a multi-line system. It is simple, and should be enough for a small business that only needs a few extra phone lines.

If you want more lines, and maybe some simple call management features, and would like some insight into the call details as well, you should go for a PBX system.

You’ll get the simple functionality of the PBX phone program which will work well for you. However, if you’re looking for advanced features, comprehensive analysis on each call, and so on, a VoIP may be the best solution for you.

Equipping your company with the correct telecommunications network can enhance how you interact with your clients and suppliers, and boost efficiency as well.

It can be difficult to make the right decision at first particularly if you don’t know the system that suits your business.

If you’re looking for a business phone network then you’ve come to the right place. We provide specialized telecommunications systems ensuring that your business lines are as effective as possible.

Let’s come up with the right business phone system to suit your business needs. For more information about our products, please request a quote or call PHONEXXX to speak to someone today.

What are the features of a business telephone system ?

Businesses always searching for the next new thing and it’s becoming increasingly harder to please due to the many great solutions in the market.

Business phone features are getting more sophisticated and continually changing, and it’s easy to get confused by attempting to find the features you need to make making phone calls effective and uncomplicated because there’s too many to pick from now.

Some business phone features to consider might include :

Auto attendant

This is one of the most common features of telecommunications systems. You don’t need neither a live operator nor a receptionist. Callers can select from a menu the extension they require. The call will be passed to the department immediately, as an auto attendant takes the place of an operator or receptionist.

Before, this service could only be accessed by big businesses due to the high deployment expense, but with the start-up of the VOIP, this feature can now be embraced by small and large corporations alike.

Voicemail transcription

Voicemail transcription is one of the most common aspects of business phone systems. It helps you to transcribe voice messages into SMS and e-mail them to yourself. It helps reduce the wasting of time having to keep up with messages on voicemail.

One benefit is that you can respond to the message from either of your mobile devices as transcribed voicemail is sent to your e-mail.

Voicemail

Voicemail is a must these days, because it is the easiest way to receive informative messages – as long as people are polite enough to leave a message. For businesses that have a high phone call traffic or business that is always on the move, a voicemail feature is a necessity.

Automated directory

It is a function best paired with the Auto Attendant. Using this app, the customers will look up the person they are trying to call. The Automated Phone Directory is responsible for routing all calls to their unique destinations

CRM integration

In order to be successful, companies must recognise and take advantage of any tool available. When your phone system is combined with your CRM, it offers functionality such as a screen-pop when accessing caller ID information, click-to- call, call settings control, business phone presence, and more – offering efficiencies that are largely unmatched.

All these features and more can be at the tips of your fingers as long as you have the right business telephone system. To explore all the options available to you, get in touch with our sales team at Btelecoms.

Call PHONEXXX to get connected today.

Mobility features

Today’s population is more mobile than ever before, and it has become business-critical to enable on-the-go associates to connect from their office as easily as they can from the street.

There are several different “find me/follow me” apps, such as the anywhere feature – also known as twinning – that allows users to take calls on mobile devices and switch calls easily from their mobile devices with a desk phone and place outgoing calls.

These features, as well as click-to-dial call control, corporate on-phone directory, and so on, allow mobile workers to be more effective, regardless of where they are.

Whisper

This feature allows you to listen and talk on a line, so that only an internal group can hear you. one use-case scenario for this feature is to give advice to an employee who is talking to a customer.

Barge

This allows you to enter an in-progress call, so that all sides can hear you. It is equivalent to a conference call except it can be started at any time. For example, if a manager is listening in on a call and wants to interfere, this can be done with the barge feature

Music on hold

Businesses can select a song or upload a custom song such as a business promotion or jingle, and play it for callers on standby. This stops the customers from being distracted, annoyed or upset while waiting for the call to be picked up.

Only make sure someone answers to the line in just a few minutes to prevent missing a client. Big businesses tend to replace the music with a jingle, an advertisement or announcements. This feature then transforms into an effective marketing tool.

Call conference

The ability to attend video or voice sessions with various employees or clients in different locations is a distinguishing characteristic of corporate management and is supported by a robust telecommunications network and call conference capability. It will demonstrate the integrity of the organisation and the versatility of your organization when it comes to organizational matters.

These calls can be made via softphone applications on a PC or via IP telephone systems.

Record functions

Another critical feature for businesses is call recording. You can boost customer engagement and loyalty when you’re able to monitor calls. This feature generates an audio file that can be downloaded from the device, and stored, shared, or revisited. It can also come in handy in the event of legal issues.

Video calling

The more sophisticated telecommunications system providers will provide automated video calling for simple, face-to-face communications between co-workers from any position through video-enabled HD voice desk phone, windows or MAC clients, or smartphone on both the IOS and Android devices.

Instant Messaging

Chat with co-workers, no matter where in the world they are in a secure ana safe manner.

Monitor

This helps you to listen in on a call clearly without alerting the people at the other end. This is important for the quality control, monitoring and supervision of the staff.

Call monitoring and analytics

Most phone systems do have simple call logging capabilities, maintaining track of all incoming and outgoing calls, including the location, time and length of each call. For a more robust system, however, the PBX system will be able to sort call logs by form and length, and be able to access call logs for more thorough documentation in an excel spreadsheet.

When do you know it's time to get your company phone system replaced ?

If you think your phone system is almost ready for an update, then you may be right. Proactively updating your system will help your business prevent near-disaster outages, as well as enjoy some significant functional benefits. Here, you will discover some signs to show that your company needs to find a phone system.

You add new locations, or you switch locations

When your company is setting up a second site, it may not be the best financial option to adopt a conventional phone network. Expert experts expect that by the end of 2020, there will be more than 27 million VoIP users, which means many companies will likely need an update over the next few months.

You would almost definitely find that paying for a single VoIP update across multiple sites is cheaper than introducing multi-lines now.

Additionally, if your company has ambitious growth goals for the next few years, it is probably more cost-effective to turn immediately to VoIP. VoIP may scale easily through many users, although it may be much more costly to constantly pay for building new telephone lines

Your business call traffic has increased

Are your customers getting busy signals or a message about “no service” when they try to call?

Customer service analysts found that on average, businesses only hear back from 4 per cent of customers who had an unsatisfactory experience with customer service. Most likely, your prospective customers are not too willing to purchase from an unreacheable business.

When your call rate has outstripped your current phone system’s capacities, you will weigh the pros and cons. With certain brands the best answer may be to add additional lines to an existing system. However, upgrading to a more efficient system, such as a VoIP is the best option for businesses looking for effective telecoms without spending too much.

You need more options and features

If you need more features and options for your existing telephone system, purchasing add-ons may not be the most cost-effective option.

VoIP phone systems can easily accommodate teleconferencing, video calls, and other add-on functionality, and sometimes with a upgrade cost that’s cheaper than purchasing multiple software and hardware forms. Integration is also simpler, and less expensive.

Your phones are not supported any longer

Far too often, businesses may find themselves in a place where they are using outdated phone hardware. Although this can serve as a very temporary stop gap whilst you are actively looking at your new options, it is a risky business to work with outdated phone systems.

A hardware can work perfectly well today, but it is only a matter of time before you have an failure and the hardware fails.

You've been running out of space

Most conventional phone systems have a capacities that are limited. These can only accommodate a limited number of devices, which include telephone lines and fax machines. If you’re at or fast approaching your capacity, you’ll soon face the need to buy additional ports to accommodate more lines. You should decide, however, whether increasing your capacity or investing in new technology is the right option for your company.

VoIP is much easier to scale than regular phone systems, especially if you are expecting continued growth. You’ll be able to add additional users to your VoIP network even if you expand very quickly.

You've been running out of space

Most conventional phone systems have a capacities that are limited. These can only accommodate a limited number of devices, which include telephone lines and fax machines. If you’re at or fast approaching your capacity, you’ll soon face the need to buy additional ports to accommodate more lines. You should decide, however, whether increasing your capacity or investing in new technology is the right option for your company.

VoIP is much easier to scale than regular phone systems, especially if you are expecting continued growth. You’ll be able to add additional users to your VoIP network even if you expand very quickly.

Your new phone bill is extremely high

If you ever thought your telephone bill was incredibly complicated, you’re probably right. If you pay for local or long distance calls by-call or by-minute, this can result in lengthy monthly statements that are difficult to reconcile with.

Hosted VoIP requires a flat rate for line by line implementation. You should expect to pay a flat fee for the monthly service once your machine is installed.

In many businesses, VoIP isn’t just cheaper, it results in a much simpler billing process.

telephone system for your business

How much does a telephone system cost ?

How much you can expect to pay for the telecommunications network of your company can differ depending on certain things, including the scale and purpose of your business.

For example, while a small business with 10 phones may expect to pay £300+, a 20-phone medium company can be expected to pay around £600+. Similarly, medium-sized companies with 50-60 telephones look at costs in the £1,600 – £1,900+ range, whilst big businesses with 200-300 telephones can expect to pay much more – anywhere around £8,000+.

Any of the business phone costs considerations include: maintenance costs, price of the hardware (e.g. PBX, wires, router), number of mobiles, and so on.

The best way to work out how much a phone device would cost is to seek quotations from a supplier directly.

Speak to a member of our sales team about your specifications and they will be able to supply you with a personalized quote.

You can also instantly and conveniently collect quotations, simply by filling out our form.

Industries that need a business telephone system

A business telecommunications system is a crucial equipment that can operate in a wide range of sectors and organizations. Regardless the scale of your company or its niche, our business phone systems are going to do a lot of good for your activities.

Some of the sectors that need a business phone system include:

Financial Services

As a Finance Business, you must work optimally. Finance businesses need to stick to stringent rules to handle ever more flexible staff, while at the same time maintaining high customer expectations. Most financial institutions, such as banks and insurance firms, are using cloud communication platforms to solve these issues.

A business phone network and the right call arrangements give you certain market benefits for the profitable industry.

Technology

The tech business is intended to have a superior user service, but it can be daunting to focus when your multiple telecommunications networks experience frequent breakdowns and are on high maintenance costs.

This is where a robust company telecommunications network can come in. After switching to a stable system, you can it easy to provide service that combines digital and physical environments in order to meet rapidly evolving expectations while preserving confidential services and safe records.

Legal

Creating a proper law firm office telephone system requires two important attributes: Making sure that customers can quickly contact attorneys and providing effective correspondence between offices, companies and lawyers.

The big picture is to offer a professional identity to all people who communicate with your company on a regular basis and missed calls, lost voicemail messages, and lengthy delays are red flags that can make your clients worry about the quality of legal services you’re providing.

Reliability is obviously a vital attribute of temperament for legal professionals. This is why lawyers should consider productivity first and foremost when looking at a modern telecommunications system.

Government

A reliable business telecommunications system is key to day-to-day activities at government agencies. The right system simplifies operations, offers enhanced features, unifies communications and satisfies both municipal, state and federal regulations.

The right solution will also save time and money, because it is less costly than a traditional telecommunications system. That’s why any government department, organisations, and parastatal should invest in a stable business telecommunications system for better efficiency.

Education

When you run a school, then you know how important the telephone system is for the day-to-day administration and for keeping in touch with the parents of the enrolled students.

Among other needs, families may call for a talk with their child’s head teacher or tutor, call to report a child’s absence from school, or inquire for specifics about a meeting, party, or holiday.

The best phone system will make the correspondence more effective and facilitate better monitoring.

Call Centre Services

Contact centres are constantly faced with the need to keep up with frustrated customers who want service staff to grasp just what they are looking for and how to fix the issue.

A seamless customer service continues with streamlined systems in which calls are made to the right individuals who are provided with the skills to provide prompt response.

These are only a handful of those sectors that require a robust business telecommunications network. To find out whether a business telephone can be used for your business or industry, click here to go to our sector list.

How to choose a phone that suits your budget

With everything being said, the question on the mind of most business owners is “Do I have the money for a new office phone system?

When deciding on a new phone system, bear in mind the current costs of running the old system and how inefficient it may be.

Many office phone systems may be purchased outright, meaning that after deployment there are no recurring costs to be charged.

There is also the option for a hosted system but there is a maintenance charge for that equipment.

At Btelecoms UK, we may be able to offer lease arrangements so there’s an alternative if you’re ready to purchase but don’t have the cash.

To explore the options for business telephone systems available to you, request a free, no-obligation quote or get in touch with a member of our sales team today.

Call PHONEXXX to get started.

How to choose business telephone system provider ?

The number of UK company telecommunications providers has risen significantly since the industry was opened up, and the range of solutions may sound overwhelming.

However, when evaluating a possible manufacturer, seek to keep these points in mind:

·         Will the supplier provide a complete package including hardware and cabling?

·         What are the maintenance and support costs?

·         Will they train your staff for your new system, and at what cost?

·         Is it a well-established company and what are their qualifications and credentials?

Do not be afraid to communicate with a variety of suppliers after you decide what you think the right telephone system is for your business. Providing demos of their phone systems is not unique to businesses – it’s normal to give the device a test drive before you purchase.

Most notably, talk about maintenance with the dealer. A defective telephone system can cripple your company, so it’s vital to be aware that reliable help will be available. For a maintenance call-out, a reasonable estimate is around 4-6 hours.

Find out who were their former customers, and inquire for testimonials. And if you think you’re going to update your system in the future, make sure you’re not in a contract that doesn’t let you scale.

Upgrade your business phone system today

To keep the communication level consistent while running a successful company, it is important to choose a reliable telephone system for your business. Doing so lightly is not an option because you will most likely need it for years to come.

Whether you’re using a multi-line system, a PBX, an on-site or VoIP, there are features and tools for anything that a business can try to accomplish. The important thing to remember is to remain focused on the clients who are going to call the business. Keep employees in mind as well. They’re going to have to deal with system. Would it be too difficult for them to make full use of the features available? To be successful in their jobs and help your business grow, they need to be able to leverage the tools you provide.

Request a quote

If you’re looking for a business phone system then you’ve come to the right location. We provide innovative telephone solutions ensuring the communication lines remain open and are always effective.

If you want to change the existing telephone system or you’re on a hunt for a whole new system. You’re on the right page.

You can get the ball rolling by requesting a no-obligation, free quote or by calling for a phone consultation.

Request a free quote or sign up today to get started.

Business Telephone FAQ

We want your experience with Btelecoms to be as simple and straightforward as possible. So, we’ve put together a list of questions our customers ask most often.

Please contact our courteous customer support team on PHONEXXX if you still have concerns about our services, quality, rates or just need a little help with choosing a telephone system for your business.

Business telephone is a system where businesses use multiple telephones in an automated manner allowing features such as call handling and transfer, conference calling, call metering and accounting, private and shared voice messaging boxes, and so on.

You need a telephone system if you need to transfer calls from one person to another, or have to handle more than one outside line. A standard telephone line doesn’t give you the opportunity to transfer calls, or even place them on hold.

A business phone number is a must-have for any entrepreneur and startup business. Not only are business phone numbers required to differentiate your personal and professional communications, they are a perfect way to project the picture of a larger, professional business.

The system itself sits between your external lines and your internals phones. It handles all the lines-to-telephone communications, allowing you to transfer calls, make internal calls, place customers on hold, and do a lot of communication related activities.

Employees can use their phones in line with a BYOD policy for work-related correspondence, and have the versatility they need. However, when employees give out personal phone numbers, there is no way to protect their privacy or control access to the employee. … A fine, modern business phone approach and BYOD policy can solve these problems.

‘Voice over Internet Protocol’ is a system allowing voice calls to be transmitted over the Internet. Using an Internet connection and subscribing to a VoIP service allows an person or business to make telephone calls over the Internet, rather than using fixed telephone lines.

Voice is initially converted from an analogue to a digital signal. It is then transmitted over the Internet, then for the remaining distance is converted back to an analogue signal via a traditional circuit switch (PSTN).

A high-speed internet such as DSL, Cable, T1 or wireless system will be needed. In general, depending on variables such as the audio codec in use, a connection should have at least 100kbps on both the upload and download.

VoIP has many benefits, such as efficiency, portability and additional functionality, over a traditional phone service. For unlimited calls the majority of VoIP services require a small monthly fee. In fact, you can choose any phone number instead of being locked into certain area codes and prefixes.

Knowing your business’s size requirements for a system in advance will allow you to make the best choices when you buy a device, and will help you negotiate with suppliers and dealers. The two key factors that will define the size of the office telephone system you need are lines (total number of internal or external telephone lines to use) and extensions (any devices within the business that need to connect to the telephone system, typically for telephones but can also include fax machines and so on).

VoIP technology allows staff to make business calls from anywhere, without the need for a dedicated cell phone to operate. VoIP business systems have mobile devices and usability features that offer workers the full functionality of their desk phones every time, anywhere.

The answer is yes, too. A regular phone can do anything, so can a VoIP phone. It has a phone, rings, makes and receives calls, and is dialled in the same way.

The reply is Yes. VoIP is less costly than a landline because it doesn’t need a separate system or new hardware but uses an existing internet connexion. Business telephone systems with VoIP are more reliable – and therefore lower cost of operation.

Three primary types of business telephone systems are: KSU, PBX, and VoIP. All of these systems have a hosted (cloud) and an on-premise version.

The key distinguishing between VoIP and PBX is how they work. Essentially, a PBX is a telephone system that uses standard phone lines to make incoming and outgoing calls. A VoIP software is much less complicated and operates with the internet normally.

VoIP telephone calls are made over the internet, rather than over analogue telephone lines, which ensures that the ability to make and receive telephone calls will also be lost when the internet service goes down. Accordingly, businesses using VoIP need to plan how they will maintain reliable internet service.

Since the number 0800 is non-geographic, it is unrelated to any particular region. The advantage of a number 0800 is that it costs nothing to reach anyone within the UK. This provides the 0800-number owner with a lot of flexibility, as incoming calls can either be redirected to a mobile or a landline phone. This makes them particularly useful for businesses which do not have an established office or premises. The non-geographic aspect also ensures that companies can shift their position from one town or area to another, without having to worry about changing their number.

A virtual number is a phone number which is not directly connected to an individual or company. You can also use virtual phone numbers to monitor the response rates from different marketing campaigns.

Virtual numbers are great for long-distance callers, for example, because they can dial them a local virtual number, and still reach someone on your team.

Sure, Btelecoms offers free porting of numbers which enables you to migrate all your current business numbers. It’s a safe idea to retain your current service until the porting is done.

Not all company telephone service providers are similar. Others charge for each ported line which quickly adds up.

Yeah, Obviously. Your VoIP phone system will follow you for as long as you have access to the internet.

The portability and cost are two of the biggest advantages of having a host VoIP service. If you have the right adapter / router, you can carry on making calls via smartphone, laptop, or even an analogue phone.

You don’t need much VoIP hardware to get your cloud communication system up and running. Although, you need a fast, reliable internet (usually more than 10Mbps).

You would need to have a physical phone, a tablet, a laptop or a computer. Your phone service can be controlled using an adapter or a smartphone / computer with a physical handset.

A cloud-phone system is a business telephone platform based on Voice over IP (VoIP) which is operated by such a third-party provider. Cloud phone systems usually provide advanced security and telephony functionality such as: dialling extensions, auto attendants, and bridges to conferences.

Don’t forget to request a free, no-obligation price quote from Btelecoms for Business Phone Service.

We are pleased to provide free quotes on telephone systems, security systems, installation services, and maintenance services to prospective customers. Please contact us at PHONEXXX for more information and a free estimate.