Your Business Phone System Questions Answered

What is a business telephone?

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

What is a business phone system?

Business telephone systems can be referred to by several names you may already be familiar with. Names such as;

·         PBX or PABX System

·         Key or Commander System

·         VoIP or Converged System

Although there are a variety of different types of business telephone systems, each with different features, choices and technologies, they are all designed to provide various types of communication solutions to businesses.

Why do I need a phone system?

If you need to pass calls from one person to another, or have to manage more than one outside line, then you need to have a phone network. A regular telephone line does not provide you with the facility to switch calls, or even placing them on hold.

For any entrepreneur and startup company a business phone number is a must-have. Business phone numbers are not only necessary for separating your personal and professional correspondence, they are a great way to project the image of a larger, professional organization.

How does a phone system work?

The network itself is situated between your external lines, and your internal mobile. It manages all the communications between the lines and telephones, allowing you to pass calls, make internal calls, place customers on hold, and so on.

Can I use my personal phone for business?

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

Can I use my personal phone for business

What is a Soft Phone?

A softphone is a phone that allows you to use a computer and the internet to accept and make calls. This is normally achieved by VoIP, and can happen without the need for a physical phone package. As the name suggests, it is a piece of software (as opposed to hardware) capable of serving as an interface, performing phone functions using a screen (being your computer’s) and your mouse and keyboard.

The GUI or program screen you use usually resembles a telephone pad with buttons reflecting the keys that you can click using a mouse. Skype is an example of a soft-phone. Only a headset with a microphone, or a separate microphone is enough for speaking and listening purposes. If you do have one, you can also use an IP phone or handset.

What are the main differences between an on-premises phone system and a VoIP system hosted in the cloud?

The solution for many years was to have a telephone network at your premises. This kit box connects all of your phone extensions and links them to the phone network, mostly using either ISDN or PSTN phone lines. You may have seen the abbreviation PBX which stands for Private Branch Exchange. This is another term for a phone device on-site.

A phone system is usually a capital investment with a one-time upfront expense, but you might be able to spread your payments via a lease agreement. Some consumers don’t feel ready for the cloud, and want to have the convenience to have the actual phone system on their premises.

A cloud system, also called a shared telephone system, uses the internet to connect all of your extensions to one another and to the public telephone network. There is no real physical phone network equipment (except for the phones) on site. The machine itself is easy to set up (often with the option of plug ‘n’ play). You typically pay on a monthly basis for each app so that there are no major upfront costs.

“Voice over Internet Protocol” is a system that enables the transmission of voice calls over the Internet. Using a broadband Internet connection and subscribing to a VoIP service allows an individual or business to make telephone calls over the Internet instead of using fixed telephone lines.

Voice is first converted from an analog signal to a digital signal. It is then sent over the Internet, where it is converted back to an analog signal over a conventional circuit switch (PSTN) for the remaining distance.

You will need a high-speed internet such as DSL, Cable, T1 or wireless network. In general, a link should have at least 100kbps on both the upload and download, depending on variables such as the audio codec in use.

VoIP has many advantages over a conventional phone service, such as quality, portability and additional features. Most VoIP providers require a low monthly charge for unlimited calls. Also, instead of being locked into those area codes and prefixes, you can pick any phone number.

If you use a smartphone to run your company and have more than 2 employees, you may want to invest in a “Virtual Telephone Network” at least. Continuing to operate with only personal smartphones would prevent your company from accessing professional features such as call routing, digital receptionists, company-level voice mail, email alerts, etc.

You can display a competent and efficient business picture, while still getting the extreme functionality of VoIP and digital systems, all at a budgeted price.

Knowing the size specifications of your company for a system in advance will better allow you to make the right decisions when purchasing a system, and help you negotiate with suppliers and dealers. The two key factors that will decide the size of the office telephone network you need are lines (total number of internal or external telephone lines to be used) and extensions (any devices inside the organization that need to connect to the telephone system, usually for telephones but can also include fax machines and so on).

There is a large variety of features that are available with a business phone system. Some are basic and generally expected in most systems, such as:
·         Conferencing
·         Direct In-Dial
·         Low Cost Routing
·         Auto-Attendant
·         Music On-Hold
·         Holiday/ night Service
·         Ring Groups
·         Calls Tracking (SMDR)
·         Class of Service/ Toll Barring
·         Speed Dial Directory
For more information on what exactly these features are and offer, visit our product features.

Which phone system is right for my business ?

Deciding which telephone system is best for your business communications needs ultimately depends on your needs and on the resources you have at the time. Investment money and expenses are typically a concern when evaluating but your priorities and needs are more important.

Every company has to be able to communicate professionally and in a Secure way. Modern technologies such as Voice Mail, Internet Access, Digital Telephony, programmable forwarding and “Speech to Text” systems are becoming the business communication standards.

Another question is what sort of employees does your company employ? When you go for a big complicated program then you’d need IT personnel capable of implementing and managing it. Programming may be complex, and traditional office workers may not understand it.

Which type of Businesses use Self Hosted Telephone Systems?

There is the assumption that only large corporations use telephone networks which are self-hosted. Investing in a self-hosted system is a very smart option. Owning your phone hardware would be better than having a monthly charge for “subscription.”

As your company expands you can easily extend the network to include more operating lines (sip trunks) and telephone stations as you increase staff and employees. Such devices are designed for VoIP and can be used for telecommuting, and deliver the industry’s most advanced telephone features.

Yes. One of the inherent benefits of switching to VOIP is that it will save the company costs. There are a lot of things to consider, such as the capacity of your network and the amount of your workers, but you may no longer have to pay long distance charges and other fees.

You can stay linked to your company anywhere from any unit.

Imagine your office phone ringing when you’re off site. You respond on your personal twinned cell phone and the charge is covered by a contract with your client. When talking to your client, another call goes to voicemail, and you get an email transcript of the message immediately. The length of your call is registered, and the customer will be charged accordingly. Cloud based systems are simple, transparent, powerful and cheaper to use

VoIP technology allows workers the right to make business calls from anywhere, without the need for a mobile phone dedicated to work. Company VoIP systems provide mobile apps and accessibility features that give employees every time, anywhere, the full functionality of their desk phones.

PBX stands for Private Branch Exchange, a privately operated telephone network used by a business.

A PBX links the internal telephones within a company and links them to the PSTN, VoIP Providers and SIP Trunks.

If you are asking about the possibility of using VoIP phones as normal phones, then the answer is yes, too. Everything a normal phone can do, so can a VoIP phone. It has a phone, rings, makes and accepts calls, in the same way it is dialed.

Knowing the size specifications of your company for a system in advance will better allow you to make the right decisions when purchasing a system, and help you negotiate with suppliers and dealers. The two key factors that will decide the size of the office telephone network you need are lines (total number of internal or external telephone lines to be used) and extensions (any devices inside the organization that need to connect to the telephone system, usually for telephones but can also include fax machines and so on).

What is the difference between digital and VOIP phones?

Digital telephone systems are similar to traditional analog telephones, and bring the telephone signal to a central switch via dedicated lines. Nevertheless, unlike conventional telephone systems, modern telephones transform the analog voice signal to a modern transport signal.

Digital telephone systems are restricted in that they have to provide a central switch link.

At the other side, VOIP telephone systems eliminate the direct link to the switch by turning the telephone into a network unit, meaning that the voice signals are transformed into digital signals and transmitted over the internet. In this way the VOIP phone can be positioned wherever the connection to the internet is available.

The downside of a VOIP phone system is the quality restrictions that are imposed on the device by the data network. There is a long list of benefits on both digital phones and VOIP phones over conventional analog telephones.

The answer is Yes. VoIP is less expensive than a landline because it does not need a separate system or new equipment but uses an existing internet connection. Business telephone systems with VoIP are more affordable – and lowers business costs too.

Business telephone systems have three main types: KSU, PBX, and VoIP. There is a hosted (cloud) and a non-hosted version for both of those systems.

A 2-line telephone network, also known as a multi-line telephone system, is a separate telephone line that can be used for business tasks such as faxing, voicemail, Internet access, or to provide the company with a second extension.

The principal distinction between VoIP and PBX is the way they connect. In essence, a PBX is a telephone network which uses regular telephone lines for incoming and outgoing calls.  A VoIP program is much less complex, and typically works with the internet.

VoIP telephone calls are made over the internet, rather than over analog telephone lines, which means that if your internet service goes down, the ability to make and receive telephone calls will also be disabled. Accordingly, businesses using VoIP need to prepare in advance how they can ensure uninterrupted telephone service.

Is my Internet connection fast enough for VoIP ?

Today, most internet connections are able to accommodate VoIP phone systems unless it is an outdated dial-up modem. Theoretically, a two-way VoIP phone call will use around 128 kb / s, and most normal broadband connections are about 3 mbit (3000 kb / s) and up. It means that a typical small business will have enough Internet bandwidth to make use of VoIP.

You can take a speed check of how good your link is at If your internet is good enough for a VoIP system, the best way to find out is to sign up for a free trial and make test calls yourself. If you have issues with the quality of the VoIP call, don’t be too quick to say a VoIP phone system is not plausible. The first thing you should ask your IT person is to customize the Quality of Service (QoS) setting on your router to make VoIP traffic a priority.

Early Voice over IP telephone systems implementation was not incorporated with the 911 network at all, meaning people could not even call 911 in case of an emergency. The Federal Communications Commission has therefore ordered all VoIP services to provide 911 service, including the feature E911.

What is a virtual number ?

Virtual numbers allow businesses to have a presence at different locations both in the UK and abroad. It will help callers, who communicate with you without having to pay long distance charges by dialing a local number to them.

Do you plan on growing your staff in the near future?

If you’re planning to grow your business, you need to have a phone system that can scale with you. Employees may need their own voicemails, so it is important to choose a telephone system that allows you to set up extra extensions at no charge, with an inexpensive minute plan.

How can I get a free quote ?

We are pleased to give prospective customers free quotes on telephone systems, security systems, installation services, and repair services. For more details and a free estimate please contact us at 02380 970979. If you want, we have a convenient communication type too.