Top tips for finding the best business phone systems

If you have ever made a phone call to a doctor, takeaway shop or a supermarket, chances are they all use a certain kind of phone system. Some systems are more complex than others, and some can withstand larger volumes. This being said, each business will choose its system, based on many different variables.

A business can cost themselves, customers, time and money by misinterpreting the value that a strong, technologically sound phone system can provide. However, the most important aspect is: that it works for you. Here are a few tips to remember when purchasing business phone systems.

Initial Set-Up Costs

When choosing a business phone system, the options may seem endless. However, there are a few things you can do that can quickly narrow down your selections. Firstly, decide what features are required for your business. Once you have finalised these, you have your answer on what system to purchase that will adequately allow your business to strive. Do not buy the most expensive, feature-packed system on the market; you want something that will allow your business to grow and that can provide a positive return on investment. Consider how quickly your business will grow, and whether it is worthwhile spending extra money initially on a stronger system, instead of being forced to upgrade in 12 months.

Ease of Use

Having a system that all of your team can operate is extremely important. The last thing you need is customers being disgruntled and turned away due to human error on your phone system. IPVS has a large variety of systems available, ranging from systems that can satisfy a call centre, to a small local clinic. E-mail, Web Chat, Recording etc are all features of a strong office phone system as well.

Scalability

Every business owner wants their business to grow. This being said, quite often this can happen too quickly, and the technology within the business soon fails to grow with it. Ensuring that your office phone system is capable of growing with your business is very important. If you are expecting substantial growth, it may be an idea to have a cloud-based office phone system, which allows you to add and subtract lines as they are needed.

 Technological Support: Old vs New

A massive factor lies with this question: What does your business actually need in its business phone system?

Many office phone systems can use the traditional landline system, which is old-fashioned, however extremely reliable. However, as businesses are slowly making the move towards remote-working, this requirement is fading. This is where a cloud-based phone system will come into play. Additionally, you need to ask yourself: Will my provider give me the support I need? Problems happen, that is a given. Having the instant support and solution there is a major benefit, as each hour that your system is down, can cost your business customers.

If you are having trouble understanding the ins and outs of a business phone system, speak to an expert at IPVS. They can provide you with all of the knowledge you need to make a decision, and can quickly get your business everything it needs to begin making money!

How does having old phone system affect your business

The world is moving at an incredible speed it seems only yesterday that it was cool to have a belt loop for your mobile phone. The status of having a mobile phone out for everyone to see was immeasurable, but you were held in awe if you did. Those day are long behind us now but having the best phone system for your business is still particularly important. As we move to a completely digital world where we live in the cloud and everything is unwired and fluid, you small business phone system needs to catch up. If you still have an old standard PBX system, then you could be doing you business more harm than good. Below are five ways that your old phone system could be affecting your business and why you should be looking at a cloud base small business phone system.

Missed Calls

If your system is limited and you only have a couple lines in, then you could very well be missing calls and as such missing sales. With old PBX phone systems, you are limited to the physical set up of that system, its exceedingly difficult to upgrade on the fly. There usually also isn’t an option for voicemail for you are reliant on having a great receptionist to not miss any calls.

No Phones No Business

If there is a phone outage, and it does still happen then you are uncontactable with an old system. This again means losing business. With a cloud-based system everyone is online all of the time and calls can be diverted to whoever is available at the time.

Hard to use

The traditional small business phone system was not for the faint hearted. Not only did you need a Uni Degree to get the actual job where you worked but it felt like you had to get another more difficult degree to learn how to use the phone. So many lines, too many extensions and heaven forbid you need to conference call.

Limited Features

Compared to a new office phone system the old phone systems had extremely limited features. Transferring calls and possible conference calls was about it. Nowadays you need voicemail, video conferencing, chat/message at the very least to be successful and with a cloud-based system, pardon the pun but the sky is the limit.

Can’t Scale

With a new cloud-based phone system the only limit is your imagination. The ability to scale is only surpassed by its ease of use. No need for technicians to hook up your latest staffing addition, just a mobile or a PC and an internet connection and you’re away. In no time at all your new staff are fully functioning team members.

The is very little doubt that by not joining the cloud-based revolution you are not doing your business any favours. Never miss a call again, give you customers the best user experience available, the benefits are truly endless. The team at IPVS can open your eyes to the world of cloud based small business phone systems and I promise, you won’t look back.

Top video conferencing trends you should know about in 2021

If there is one thing that we are learning through the pandemic, it’s how to work more effectively remotely. Time spent in the office is in decline and how we interact with our peers in the office but more importantly our customers is evolving daily. A good video conferencing system is extremely important in 2021 to ensure that you are still getting the face-to-face contact that all good businesses require. We are going to discuss a few of the top video conferencing trends that you should know for 2021 and the future.

It’s all in the cloud

We will cover this a little further in User Experience, but all video conferencing systems will move to complete cloud-based solutions. The ability to seamlessly merge both video conferencing and virtual meeting solutions will enable files and presentations to be shared seamlessly and from any device, anywhere in the world.

Evolving Landscape

I think an important thing to realise is that this area is a forever evolving landscape. The importance of quality video conferencing will ensure that there is constant updates and new technology at our fingertips. This is both a positive and negative to the consumers as you can be certain the minute that you become an expert in one solution that updates will turn up and send you back down the ladder.

Video Quality will Improve

The future of video conferencing will be in HD video and audio. Technology has been running to catch up with the demand for good quality video and audio. We have had to put up with glitchy, blurred and slow video feeds for too long. Achieving a user experience that is closer to the face-to-face interactions that we are used to will be vitally important. Being able to conference is HD or even possibly 4K video will be a huge leap forward that we will start to see in 2021.

User Experience is key

Ease of use will be improved with video conferencing between colleagues from around the world become an easier process. The reason that video apps like facetime are so popular is because of the ease of use. Practically anyone can pick up a phone or tablet and be a video call expert. Video Conferencing software and Hardware will become much easier to use, making people experts in the field quicker, enhancing the user experience at the same time. Moving most conferencing to a browser-based solution will make it available to anyone, anywhere at any time.

Enhanced Security

With video conferencing becoming more prevalent enhanced security measure will be developed to protect users and their data. Multiple authentications, fraud analytics, firewalls and constant scanning will be standard fair in all video conferencing systems in small business phone system. Organization’s data is number priority and protecting it with greater security will bring a sense of confidence to the users and companies that are using the solutions.  

 

The top 5 features of an IP phone system

Having a good communication system is the key to success in the modern business world. It’s vital you have the best possible small business phone system available so you can adequately meet the needs of your customers verbally. The first contact most people have with a business when searching for a product or service is online. Because of the restrictions imposed on us all by the pandemic, restrictions that are likely to remain in some form as the new norm sets in are not dealing with people in person or face to face, rather it will be via phone or video. Having an IP based small business phone system is not a luxury, it’s now a necessity if you want your business to survive.

The five top features that will help you are:

1.     Auto Attendant

This is an extension of the well known voice mail function. It allows you to offer callers prerecorded messages or music. This serves several functions, it assures the caller they are still active in your system and can give them vital and relevant information.

It can be programmed to answer incoming calls and direct it to the right department or person on your team. It can give the caller a number of different options so they can reach the right place quickly. Often in small business one person may control more than one department so this option can suggest to callers that your business is larger than it is

2.    Find Me, Follow Me function

With this function, no matter where your team members are your network is in constant contact with them and callers will be directed to them on request so it appears they are still in their workstation. Even if they are at home or on the road, giving continuity to your business by keeping the lines of communication open. It can be programmed to ring on any one of their phones or all phones at once. Calls can be routed to any number required quickly and smoothly so your customers don’t get frustrated having to talk to voice mail when they required fast individual attention

3.    Presence

This function can be programmed to track down a team member based on their network log ins, so extrapolate to where they are likely to be and use a phone on your network in that area to find you. It can also make sure you don’t get called in restricted areas such as when in the bosses office, in a meeting or place such as a library or movie theater

4.    Conferencing

Hi fidelity audio and video conferencing on a small business phone system help you include multiple parties in important meetings or conversations and conduct good business dealing quickly with the parties involved in a virtual face to face meeting

5.    Convergence

Having a small business phone system that is compatible with all other relevant technologies means no matter where you are, you can stay in touch with customers and team members

 

The top 5 features of an IP phone system

Having a good communication system is the key to success in the modern business world. It’s vital you have the best possible small business phone system available so you can adequately meet the needs of your customers verbally. The first contact most people have with a business when searching for a product or service is online. Because of the restrictions imposed on us all by the pandemic, restrictions that are likely to remain in some form as the new norm sets in are not dealing with people in person or face to face, rather it will be via phone or video. Having an IP based small business phone system is not a luxury, it’s now a necessity if you want your business to survive.

The five top features that will help you are:

1.     Auto Attendant

This is an extension of the well known voice mail function. It allows you to offer callers prerecorded messages or music. This serves several functions, it assures the caller they are still active in your system and can give them vital and relevant information.

It can be programmed to answer incoming calls and direct it to the right department or person on your team. It can give the caller a number of different options so they can reach the right place quickly. Often in small business one person may control more than one department so this option can suggest to callers that your business is larger than it is

2.    Find Me, Follow Me function

With this function, no matter where your team members are your network is in constant contact with them and callers will be directed to them on request so it appears they are still in their workstation. Even if they are at home or on the road, giving continuity to your business by keeping the lines of communication open. It can be programmed to ring on any one of their phones or all phones at once. Calls can be routed to any number required quickly and smoothly so your customers don’t get frustrated having to talk to voice mail when they required fast individual attention

3.    Presence

This function can be programmed to track down a team member based on their network log ins, so extrapolate to where they are likely to be and use a phone on your network in that area to find you. It can also make sure you don’t get called in restricted areas such as when in the bosses office, in a meeting or place such as a library or movie theater

4.    Conferencing

Hi fidelity audio and video conferencing on a small business phone system help you include multiple parties in important meetings or conversations and conduct good business dealing quickly with the parties involved in a virtual face to face meeting

5.    Convergence

Having a small business phone system that is compatible with all other relevant technologies means no matter where you are, you can stay in touch with customers and team members

 

Top tips on choosing the right office phone systems

All businesses are different and face their own unique challenges, but they all have one thing in common and that’s they need office phone systems that are cost effective and ensure they have consistent communication with all their contacts including clients , customers supplies, staff members and others on their networks.

When looking for an appropriate business or office phone systems, some factors to consider before are:

·       Your Staffing Needs

Consider your present staffing levels and whether or not your business will expand in the near future.

Find the right office phone systems that give your workers the right level of communication abilities they need to properly interact with your business partners and customers.

Some of your employees may need more than one phone line while others will be comfortable sharing. As your business grows it’s important that office phone systems are able to expand and be compatible with new technologies as they appear on the market

Essential features

There are a host of features available and choosing office phone systems that provide the right features for your business is a priory so it can effectively communicate.

Do you need?

·       Voice mail

·       Text options

·       massaging

·       Call forwarding and finding

·       Auto answering services

·       Conference calling

·       Auto call recording

·       Audio video

When you consider how you currently use your office phone systems and their limitations, decide which things you want to retain, which you need to improve on and which new features you require. It’s always best to be flexible and choose a system that allows itself to grow and adapt as your needs change in this uncertain time of pandemics and fluctuation markets.

Locations

Many business people are constantly on the move, but you still need to stay in touch which requires office phone systems that allow you to access all their features from any phone anywhere any time. This can be done using your smart phone through your IP office phone systems by way of encrypted codes to ensure your security.

Costing

Having the best office phone systems that meets your needs does not necessary have to be expensive as there are a number of plans available. Pick a plan designed to meet your needs or look for a supplier who allows you to create your own plan made from the service you require.

This makes quoting for jobs and budgeting much easier as you know what your communication bill will be for each month allowing you to adjust your pricing accordingly.

Continuity plans

Having IP office phone systems means you are covered in the event of a natural disaster or grid shutdown so you can remain in contact and keep your businesses flowing

The most important thing to consider when selecting the right office phone systems for your business is to be able to keep the lines open at all times. This will improve customer services, minimise the chances of lost calls and reduce customer frustration through not being able to contact your business.

How do phone systems help with Business Continuity?

 With a modern small business phone system your business can stay in touch and keep operating, so choosing the right phone system for your small business should be a vital part of your total continuity plan.

When a crisis develops the only thing you are usually in control of is your continuity plan and they way you respond to any given emergency.

Often during an emergency services are cut, severe storms, bush fires and broken power or phone lines will affect many businesses, but having a virtual phone system as part of your continuity plan means you can switch all your business communications to your smart phone or other mobile devices as needed. Then, regardless where you or your staff are business can remain largely unaffected and operational.

Some of the important functions that keep you going in an emergency

Your continuity plan should involve as many different types of applications that are relevant to your business in your small business phone system. Having an alternative and portable emergency backup power supply is important for extended power outages.

·       Call divert

With a call divert arrangement on your small business phone system in the event of your system being out of commission at any time all communications can automatically be diverted to a designated number or website that ensures you are always connected to your staff, customers and suppliers

·       Hunt Groups

A small business phone system should be able to ensure all calls are answered in the shortest possible time and divert calls to the most appropriate person allocated because of their skill set at times when it’s not possible to answer the call normally

·       Customer Messaging

In the event of a small business phone system failure it’s important to keep customers informed of developments to reduce their inconvenience and show them you consider their continued patronage is important to you and your business

·       Answer phones

Having an answer phone service as part of your continuity plan helps to handle non-essential calls and keeps everyone informed of the current situation and helps prevent loose ends and misunderstandings

·       Managed online phone services with cloud applications

When you use a managed online platform for your small business phone system needs you will be covered for any eventuality. Flexibility in times of crisis is vital so you can manage your business operation from anywhere as needed

When your small business phone system is integrated with your cloud storage data applications your files, accounts and documents are always available so your business can continue from any temporary location

Having your business continuity plan based around your small business phone system and its capabilities ensures that any crisis or emergency situation will have the least possible impact on your business. Your customer relations will benefit and you’ll be able to retrieve all critical data and ensure your cyber security remains uncompromised while operate your business from any location that has an internet connection.