Whether you operate a small business with a staff of five or an expanding business with 500 or even thousands of employees, effective communication within the organization and externally with customers and stakeholders is essential to running a successful enterprise. And an effective business phone system is a vital component of that success.
What Is a Business Phone System?
A business phone system is no longer just a single phone line with extensions running through an office.
Businesses now need multiple phone lines that connect to different departments in the business, or multiple remote locations. In addition, functionalities such as conference calls, call-forwarding, auto-attendants, and more may be needed as well. These systems can be expensive to set up and maintain, especially as the business grows.
That is why many businesses now seek to outsource the operation of their business phone systems to cloud-based services that provide VoIP (Voice over Internet Protocol) connections that layer phone communications on top of existing internet infrastructure. In this way, they can connect people wherever they are, reducing costs, and enabling sophisticated features.
Businesses can choose whether they want these systems to be operated completely remotely, outsourcing maintenance and support, or whether to set up servers on-premises to manage the system. Either way, these business phone systems can reduce costs and improve performance. Below are the three key benefits of a business phone system.
Benefit 1: Connect and Enhance Teams
The operation of the average phone call might seem simple – you pick up the handpiece and dial to get to the person on the other end of the line. But it’s not always this simple. In busy organizations, getting the right people on the line quickly can make a big difference.
Imagine a team member who has an urgent question that can only be answered with input from their manager. They pick up the phone and expect to be able to get in touch with their manager, even though they may be working from home, and their manager is in the office. The manager recognizes the urgency of the situation but needs to consult with another member of the team. They want to be able to bring them in on the call for a group discussion to resolve the problem quickly. A good business phone system will allow this, enhancing workflows and productivity.
VoIP systems also support and enable remote work, allowing your business to attract and retain talent with flexible working opportunities while functioning seamlessly from multiple locations. The system is highly scalable, making it easy to add new team members with minimal additional investment.
Benefit 2: Customer Satisfaction and Loyalty
Business phone systems similarly make it easier to connect customers to key members of the staff, enabling superior customer service.
Imagine that a frustrated customer has called the business for the fifth time in as many days. They are upset that each time they called they have been on the line with someone different, and each time they’ve had to explain the details of the situation to yet another customer service representative. They are upset at the prospect of starting the process all over again.
With a robust, reliable business phone system, the ability to direct the customer to the precise person they spoke with the previous time, someone who knows their problem and possible solutions, is easier. This personal touch builds trust and encourages ongoing business relationships with your company.
Satisfying customers through direct and meaningful communication means improved customer loyalty. Studies suggest that the probability of selling to an existing customer is up to 14 times higher than the probability of selling to a new customer. In addition, existing customers are 50% more likely to try new products and spend 31% more than new customers.
Benefit 3: Reduce Costs
Businesses are always looking to reduce costs and increase profits. A good business phone system can reduce costs in a variety of ways. Reducing operational expenses without compromising quality is a priority for most organizations.
Reduced Equipment Costs
An outsourced VoIP business phone system can save money on both equipment and labor. There is no need to acquire and maintain expensive hardware such as dedicated phone lines, PBX (private branch exchange) systems, and specific phone hardware. Instead, most businesses can use their existing internet structure to install and manage their business phone system.
Reduced Maintenance Costs
If your business phone system is managed via the cloud, this can significantly reduce maintenance costs as updates can be managed remotely, which means fewer interruptions and downtime for the team. Remote management ensures that issues can be resolved without needing on-site visits or costly service calls. It also means that technical support can be provided remotely by a team with expertise in VoIP, rather than a generalized IT team in-house.
Reduced Call Rates
VoIP systems also transmit calls via the internet, allowing you to bypass expensive phone lines and per-minute charges for long-distance and international calls. International businesses benefit from considerable savings on frequent overseas communication. VoIP systems are also scalable, which means that your business phone system can expand with the business and accommodate new team members with limited additional costs.
Reduced Administrative Costs
More sophisticated systems can also offer features such as virtual receptionists, automated call routing, and voicemail-to-text. They can also integrate with other systems, tying in with videoconferencing technology and file sharing. The system can even provide analytics to help understand team activity and performance. This all saves on administrative time and having clear communication insights allows for smarter, data-driven decisions.
Find a Business Phone System in Tulsa
If you are looking for business phone solutions to support your small company or large enterprise in the Tulsa area, contact JD Young Technologies and discover flexible and affordable solutions tailored to your business needs.
JD Young offers both cloud-based and on-premises solutions in the Tulsa region. Consult with a telecom specialist who can assess your business needs and help you design a business phone system that guarantees robust control and flexibility at an affordable price.