Choosing the best small business phone system shouldn’t be complicated, and with Unitel, it isn’t. Unfortunately, history has shown that embarking on the journey to better your communications platform hasn’t been a walk in the park. It was more like running a marathon in winter with a tiny pebble in your shoe that you couldn’t get rid of. It was an energy drain and painful.
Cloud migration with Hosted PBX is a crucial step for modern businesses. It enhances security, performance, and cost-efficiency in your phone systems while addressing potential challenges.
We’ve all been there, and for the well-being of everyone involved, we decided to change the process. By the end of this article, you’ll know more than you ever thought you wanted to know about business phone systems and the confidence to start the upgrading process.
What is a Small Business Phone System?
Well, it’s similar to other types of business phone systems but with a focus on packing it full of the best features for the cost. The difference is that small business owners typically wear multiple hats, so it needs to be easy to use but still powerful enough to satisfy all the needs of your customers. Modern small business phone systems handle phone calls efficiently by utilizing VoIP technologies, which enable advanced call handling and improved telecommunication features. There’s a nice balance between needs and wants with a small business phone system. According to Metrigy, 75 percent of small business customer interactions begin with voice. So having a solid system is less of a luxury and more of a necessity.
Types of Business Phone Systems
Traditional PBX vs. Hosted PBX
Traditional PBX (Private Branch Exchange) systems are on-premise and require physical hardware and maintenance. They are typically connected to PSTN (Public Switched Telephone Network) analog lines for call connectivity. A hosted PBX system, on the other hand, provides a cloud-based solution maintained by a service provider, offering advanced telephony features and flexibility without the need for on-site hardware. Hosted PBX systems are cloud-based and offer greater flexibility and scalability, relying on your internet connection for dial tone.
On-Premise PBX vs. Cloud PBX
On-premise PBX systems are located on a company’s physical premises. It’s very important to note that a traditional PBX and an on-premise PBX are not the same. There are on-premise PBXs that are IP-based, using your internet connection like hosted or cloud, but you have the system in-house. Then, any maintenance, security, and updates would occur on that device either by you or a third-party IT professional.
On the other hand, cloud PBX systems are hosted by a service provider and offer greater flexibility and scalability. Especially for a small business, lessening the IT responsibilities by working with a provider who manages the operation of the communication system. However, businesses might face various cloud migration challenges when transitioning to cloud PBX systems, such as downtime, data loss, resource management, interoperability, cloud provider choice, and cost estimation, so choosing the right provider is vital. But don’t worry, Unitel has your back.
Benefits of Hosted PBX Phone Systems
Flexibility and Remote Workers
Hosted PBX systems provide flexibility for remote employees, allowing them to use an app to make and receive calls from anywhere. A virtual PBX system, a component of the hosted PBX, supports remote work with features like automated IVR and call routing. Even if your business doesn’t offer remote opportunities, remote capabilities are ideal for disaster recovery plans. Building in redundancies will strengthen your organization’s overall operation. A recent Grammarly report has business leaders acknowledging that work no longer takes place 100 percent in the office, but teams still need to communicate 100 percent of the time.
Easy Setup and Maintenance
Hosted PBX systems can deploy in days without on-site infrastructure, with minimal maintenance required. Choosing the right hosted PBX provider is crucial for ensuring easy setup and ongoing maintenance. That’s not to say that you can’t have physical phones because you absolutely can. It’s about the options afforded to you as a small business owner and where you’d like to invest your money. In addition, the cloud-based nature of hosted PBX makes it simpler to implement and maintain.
Cost-Effective Pricing and Increased ROI
Hosted PBX phone systems offer cost-effective pricing with lower overall costs and increased ROI, making them an attractive option for businesses looking to enhance their telecommunications capabilities. According to G2, when transitioning to VoIP, small businesses can slash start-up costs by up to 90 percent and ongoing costs by as much as 50 percent. You don’t have to deal with hardware upgrades and upkeep, a burden that’s particularly tough for startups or small businesses. Any possibility to reduce costs without sacrificing service or customer experience needs to be seriously considered. Unitel has been assisting businesses like yours for almost 40 years. We understand your needs and can customize a solution that fits.
Difference between VoIP and Hosted PBX
Before we go any further, let’s clear up the difference between VoIP (Voice over Internet Protocol) and hosted PBX. VoIP enables staff to use any device to make calls, with reliable internet required. A hosted PBX is a phone system, while VoIP is the method by which you make calls. Hosted PBX uses VoIP in its operation to make IP calls.
Virtual PBX systems are often confused with hosted PBX but are technically distinct. They can include features like auto attendants, automated IVR, and call routing, emphasizing their role as a component within the broader hosted PBX category.
VoIP and hosted PBX make a great team.
Key Features of Hosted PBX Service
The truly fantastic advantage to having hosted PBX is an always up-to-date system. Since your provider centrally manages the system, as soon as stable software updates are released, you get instant access. This allows for near-instantaneous system improvements and security patches.
Selecting the right hosted PBX providers is crucial for accessing these key elements, as factors like multiple features, reliability, cost, and brand reputation play a significant role in the selection process.
Here are some of the noteworthy features of hosted PBX:
· Auto-attendant and Virtual Presence
· Call Routing and Forwarding
· Hold Options and Voicemail-to-Email
· Call Recording and Analytics
· Conference Bridging and Unified Communications
· Call Security and Encryption
Hosted PBX for Small Businesses
Scalability and Adaptability
Hosted PBX provides scalability and flexibility, making it ideal for businesses with growing needs. Hosted PBX solutions offer the advantage of easily scaling up or down based on your business requirements. You can manage users right in the online portal. For example, you may be a retail establishment and have hired additional workers on a seasonal basis. You can add new profiles and deactivate them just as easily when they’re no longer needed. It eliminates the need for expensive on-site equipment and maintenance. The system adapts to your business needs.
Customization and Control
Hosted PBX allows businesses to adjust call settings and routing instantly. Choosing the right hosted PBX provider is crucial for ensuring the system offers the necessary customization options. For small businesses, control over daily functionality is a time saver. The unexpected happens, so having the option to flex and meet those challenges could save your business.
Here’s an unfortunate scenario, but it happens: your office manager has a family member who has a medical emergency. They need to go and be a part-time caregiver as they recover. They live across the country, but your employee can still work; they just need to be near during the rehabilitation process. Remote work is outside the norm for you, but your system allows for it, and you don’t want to lose such a valuable member of the team.
The power is in your hands to make the best decision for all involved, thanks to hosted PBX.
Bulk Up Your Small Business Communications with Hosted PBX from Unitel
Not every business advantage available to you is within budget or is feasible for a small business. A hosted PBX phone system is a rare solution that offers cost savings, increased flexibility, and scalability. It’s a good option for businesses that want to unify their workforce and access advanced telecommunications features.
Unitel has been a valued member of the business community in Massachusetts and Rhode Island for decades. Whether looking to upgrade a traditional phone system or need NEC alternatives, we’re here to help you navigate what your business needs. Contact us today!