Advantages of a Business Telephone System for Growing Your Small Business
In the era of fierce digital competition, communication is the key to success for businesses, especially the small ones.
Among all the communication channels and methods, the telephone system for business is the quickest and the most preferred medium for businesses.
Not only does it prove to be a vital asset for remote teams to effectively communicate with customers, prospects, and each other, but it also contributes to the growth of your business.
If you’re running a small-scale business and looking to install a reliable phone system for your business, you’ve arrived at the right page.
To learn about the remarkable advantages of the Business Telephone System for small businesses, read this blog!
Decoding Telephone System for Business
A business phone system refers to a multi-line phone system that’s built for businesses to facilitate their unique communication needs. This system can handle call volumes and offers various advanced features to manage business calls efficiently. Investing in an efficient telephone system can help small businesses streamline their communication process, deliver a seamless customer experience, and gain an extra edge in the competitive business environment.
When it comes to choosing ideal phone systems for small businesses, it can range from just a few landline phones in a small business up to a complex PBX (private branch exchange) system utilized by large businesses. These systems can function over the PSTN (Public Switched Telephone Network) and or over the internet, called VoIP (Voice over Internet Protocol).
To help you learn in detail about how a business telephone system eases down remote operations and helps small businesses grow, we’ve compiled a list of its benefits.
What is PSTN – A Complete Guide
Common Challenges Businesses Face When They Don't Leverage Sophisticated Communication Systems
In the present time, sophisticated business phone systems are extremely necessary for contemporary organizations. Businesses that don’t use sophisticated phone systems face several challenges:
1. Poor call quality
Traditional phone systems or outdated PBX systems often suffer from poor call quality, leading to dropped calls, static, and disruptions that negatively affect business communication.
2. Poor customer experience
Traditional PBX systems, unreliable phone lines, and outdated business phone systems can result in long wait times, dropped calls, or lack of personalization. It leads to delays in responding to customer queries and harms customer satisfaction and retention.
3. Limited scalability
As businesses grow, traditional phone systems can’t keep up with increasing call volume or the need for more lines. Furthermore, they can be difficult and expensive to scale as a business grows.
4. Limited features
Without an advanced business phone system, businesses miss out on important features such as call forwarding, call routing, auto attendants, team collaboration tools, and integration with other business tools video conferencing, Interactive Voice Response (IVR) systems, CRM integration, voicemail-to-email, call tracking, and more.
5. Reduced flexibility
A lack of virtual phone systems or cloud-based solutions restricts flexibility, limiting remote access and the ability to handle calls on mobile devices. Basic phone systems may only work on-premises, which hinders flexibility.
6. Higher costs
Traditional phone systems come with high installation and maintenance costs. Without leveraging VoIP phone systems, businesses face ongoing expenses for hardware, phone lines, and support services.
7. Data and analytics
Without a sophisticated business telephone system, small businesses will struggle to gain insights into operational bottlenecks or customer pain points. Real-time data and analytics are crucial for businesses that have employees working from different locations.
8. Missed opportunities
Without advanced systems, companies may struggle to efficiently manage calls, which leads to missed sales or customer support opportunities.
Benefits of a PBX Telephone System for Small Businesses
A business phone system brings with it a myriad of advantages that are critical for small businesses to grow and evolve. These advantages include:
1. Helps businesses save time and money
For small businesses, communication costs are generally one of the major parts of your budget. Switching from individual phones and phone numbers toward integrating an advanced business telephone system will make it much easier for you to review your monthly operating expenses. In addition to this, you’ll be able to identify and track any problematic calling patterns such as your agents making unauthorized calls during the shift. As a result, you’ll be able to reduce your monthly telephone bills by 30% and overall operating costs by 75%.
2. Allows feature customization
The new-age telephone systems allow small businesses to customize their software requirements based on their specific business needs. This means that businesses are free to choose the features that they actually require and leave those that aren’t required. Not just that, phone systems for small businesses offer flexibility to add or remove any feature at any point in time. Having these advantages, small businesses can increase or decrease their operating costs depending on their budget.
3. Works as an all-in-one communication platform
By integrating a VoIP telephone system, it becomes easy for businesses to streamline all kinds of communications. Instead of using separate calling solutions, you can manage your entire communication process on a single platform. The PBX phone system offers various call management functionalities such as call routing, call queuing, call screening, voicemail, and many others to effectively manage business calls. In addition, there are certain tools such as audio and video conferencing that ensure effective team collaboration.
4. Helps businesses project professionalism
A robust VoIP phone system for small businesses often called a PBX telephone system provides small businesses with a professional appearance. Choosing the right phone system enables businesses to customize their brand image and let customers know that they can easily reach them, regardless of time and location. Instead of a personal mobile or landline number, you can use a single business phone number by installing a business phone system.
5. Enables agents to stay connected from anywhere
Given that a VoIP telephone system isn’t tied to a specific geographical location, SIM card, or device, it gives your employees the mobility to use them from anywhere over the internet. If you have to call center agents working remotely, the integration of this system can be a great benefit for your business. Apart from this, this system enables you to scale your telephone system up or down at any time, based on your business requirements.
6. Boosts productivity of call center agents
A business telephone system comes packed with several automation features like auto-provisioning, click-to-call, etc that enhance the productivity of your call center agents. With the help of this system, you can get access to real-time analytics and detailed reports on waiting time, query types, query resolution time, call hold time, and many others. You can also monitor the performance of your call center agents, identify your best-performing employees, and know areas for improvement. Having access to such information can help you improve your business processes, plan your resources better, and evaluate future marketing strategies.
7. Helps provide a stellar customer experience
Modern customers expect exceptional and effortless support. According to Zendesk, over 70% of customers expect conversational support and service every time they engage with a business. This means that investing in phone systems for small businesses is imperative as it helps them build lasting relationships with their customers and drives growth. A VoIP telephone system also entails features like call waiting, least call routing, and many others that enable the call center agents to effectively communicate with the customers and respond to their queries promptly.
8. Drives more sales
For small businesses, investing in a PBX telephone system can open the door to two-way communications. While you already know that these systems make it easier for you to reach out to your customers, it also makes it easy for customers to get in touch with you. If a customer is interested in knowing more about your products or services or wants to make a purchase, they can directly contact you. This feature enables you to capture more leads, convert your prospects, and drastically improve your sales.
Emerging Trends in Business Telephone System
From traditional PBX systems to sophisticated IP PBX, Business Telephone Systems have come a long way. Here are some emerging trends in business telephone system:
1. Integration with business applications
The integration of a business phone system with third-party applications is extremely necessary. Especially at a time when an average business uses 254 apps and most departments use 40 to 60 business applications, a report by Berkshire Hathaway’s Businesswire reveals.
The hallmark of a sophisticated business phone system is how well it integrates with other critical applications such as CRM platforms, email marketing software, and project management tools.
2. Business Phone System analytics
As per Grand View Research report, the call and contact center analytics market is expected to grow at a compound annual growth rate (CAGR) of 19.7 percent from USD 1.40 billion in 2022 to USD 5.75 billion by 2030.
The market size of analytics for business phone systems is growing. More and more businesses need real-time analytics and reporting features to identify trends, improve customer service, optimize agent performance, and make data-driven decisions.
3. Predictive dialing systems
As per Grand View Research report, the global predictive dialer software market size is projected to grow at a compound annual growth rate (CAGR) of 37 percent from 2021 to 2028.
Contemporary businesses are looking for sophisticated predictive dialing systems to automate call dialing by predicting when an agent will be available after finishing a call.
4. Virtual PBX systems
Virtual PBX systems are replacing traditional on-premises hardware with cloud-based solutions. As per Verified Market Research report, the virtual PBX market is expected to grow at 15.74 percent CAGR from USD 6.54 billion in 2024 to USD 21.06 billion in 2031.
5. Auto attendants
According to a Dataintelo report, the global auto attendant systems market size is projected to grow at 12.6 percent CAGR from USD 1.2 billion in 2023 to an estimated USD 3.5 billion by 2032.
The bottom line
With the advancements in technology, traditional communication methods have been replaced with new-age methods. If you’re a small business, leveraging our HoduPBX, a VoIP telephone system, or PBX telephone system can help you grow your business by providing a unique customer experience, generating more revenues, and improving your return on investments.
Our HoduPBX software is developed carefully, keeping in mind the varied needs of businesses of all sizes. This software is feature-rich and can be customized based on your unique business requirements. In addition, it’s delivered over the cloud or on-premise and ensures to boost employee productivity and improve customer experience.
