Examining The Future Of Small Business Phone Systems - By: Chris Harmen

In the past, small business phone systems only included basic necessities. Options were limited to one or two handsets with one or two lines. As far as taking messages, a secretary had to keep paper and pens handy to jot down contact information. Managers depended on these individuals to relay extremely important messages. If the wrong number was written down or only part of the information was received, an owner's company could suffer tremendously. Thankfully, ways of communicating with customers and vendors have come a long way. Technology enables employees to communicate more efficiently while saving money. With internet lines, messages can be recorded digitally to ensure accuracy, and many new options are now available.

Recent advancements have allowed easier accessibility to internet lines. They are now much clearer, inexpensive, and easier to use. Companies should consider various vendors that offer packages which include many options in one economical monthly payment. Typically, all needed equipment comes with the package offered by the vendor running their operation through internet lines, so the customer doesn't have to purchase special devices.

Benefits Of Internet Lines

Small business phone systems that utilize internet lines refer to forms of communication such as voice, SMS, and voice-messaging applications that are transferred through the internet instead of over the public switched telephone network (PSTN).

By using this technologically advanced function, an organization's communication process can be connected to a company's data network, allowing for sophisticated features. If a manager needs to find someone to cover for a sick employee, software offered by the vendor will automatically contact all possible replacements, one at a time, until someone agrees to work the shift. The staff member who accepts the extra work only has to push a button on his receiver in order to fulfill the job.

With small business phone systems, communication costs are drastically cut. Productivity and efficiency greatly increase because of more complex capabilities, such as integrating one number that rings on multiple devices all at the same time. Telephone connections and locations can quickly and easily be added, removed, or changed.

Another benefit is the free business phone number. Long distance charges can add up very quickly. However, with a free business phone number, a company can eliminate a lot of extra fees while allowing customers to contact them from any location at no cost to the potential consumer.

Small Business Phone Systems Offer Many Options

The most basic of small business phone systems transmits calls over the IP network that a company uses for data, known as a converged network. Most basic features include a free business phone number, conference calls, call forwarding and transfer, hold, and other essential functions. They can also provide some advanced functions like receiving voice messages as audio file e-mail attachments. Small organizations benefit from these type of systems, but larger companies typically require more features.

More advanced processes include additional functions. Unified messaging, integrated contact centers, and rich-media conferencing that combines voice, data, and video come with most packages that go beyond the basics. Unified communications take internet lines even further by offering the capability to decide the most productive way to communicate with staff members within an organization, including voice, e-mail, or IM and mobility solutions. A unified communications system merges and simplifies all communication, no matter the location, time, or device. One example is being able to receive all faxes, e-mails, and voicemails into one mailbox.

Hosted Versus Managed Services

When it comes to communication options, there are two major choices for companies to utilize. There is the hosted service, in which the provider owns the equipment that is needed for the service to operate correctly. The other option, a managed service, gives the company complete ownership of the equipment. A hosted service is less expensive to start up and provides a more basic service. Capital doesn't have to be invested initially. Rather, the hosted provider is paid a fixed monthly fee. A managed service, on the other hand, sells the equipment to an establishment and the system is completely run by an independent service provider. This type of service doesn't require an in-house employee experienced in designing and maintaining the system. An organization can claim tax benefits for owning the equipment, while paying an inexpensive monthly rate for the managed service. For those who don't want to pay for an expert to run their small business phone system but want to own the equipment, the managed service is a great option.

About the Author

Chris Harmen is a writer for Phonebooth, providers of high quality small business phone systems. She explains how this service comes with a free business phone number, along with several other benefits.

Article Directory Source: http://www.articlerich.com/profile/Chris-Harmen/89665

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