As a small business owner, you know that communication is key to the success of your company and phone systems for a small business can be overwhelming. From keeping in touch with clients to collaborating with team members, having a reliable and efficient phone system is essential. However, if you’re still using an outdated phone system, you may be missing out on some important benefits that could take your business to the next level. In this article, we’ll explore the top 5 reasons why your small business needs an upgraded phone system. From improved call quality to advanced features that can save you time and money, you’ll discover how a modern phone system can transform the way you communicate and help you grow your business. So if you’re ready to take your communication game to the next level, read on to find out why upgrading your phone system is a must for any small business owner.
The drawbacks of outdated phone systems
If you’re still using an outdated phone system, you may be experiencing some of the following drawbacks and show consider new phone systems for a small business:
- Poor call quality
Outdated phone systems often have poor call quality, which can lead to miscommunication and frustration for both you and your customers. This can be especially problematic if you rely on phone calls to close deals or provide customer support.
- Limited features
Older phone systems may not have the features that modern businesses need to stay competitive. For example, you may not be able to transfer calls between team members, set up conference calls, or use voicemail-to-email features.
- Lack of scalability
As your business grows, you may find that your current phone system is unable to keep up with your needs. This can lead to missed calls, delayed responses, and lost business opportunities.
Benefits of upgrading your phone system
Upgrading your phone system can provide a wide range of benefits for your small business. Here are the top 5 reasons why you should consider upgrading:
- Improved customer service
A modern phone system can help you provide better customer service by allowing you to quickly and efficiently handle customer inquiries and support requests. With features like call forwarding, voicemail-to-email, and call routing, you can ensure that your customers always get the help they need, when they need it.
- Increased productivity
Upgrading your phone system can also help you increase productivity by streamlining your communication processes. Features like conference calling, call recording, and virtual numbers can help you collaborate more effectively with team members and clients, no matter where they are located.
- Cost savings
In many cases, upgrading your phone system can actually save you money in the long run. For example, a cloud-based phone system can eliminate the need for expensive hardware and maintenance costs, while also allowing you to scale up or down as needed without incurring additional expenses.
A modern phone system can also provide greater flexibility for your business. With features like mobile integration, you can take calls and manage your communication from anywhere, at any time. This can be especially valuable for businesses with remote workers or those that need to be on the go.
Finally, upgrading your phone system can ensure that your communication infrastructure is able to keep up with your business as it grows. With a modern phone system, you can easily add new lines, extensions, and features as needed, without having to worry about the limitations of an outdated system.
Different types of phone systems
When it comes to upgrading your phone system, there are three main types to consider:
- Traditional landline
A traditional landline phone system uses copper wires to transmit voice data. While this type of system is reliable, it can be expensive and inflexible. BT has announed these services will cease by 2025. Find out more.
- On-Premise VoIP
VoIP, or Voice over Internet Protocol, uses the internet to transmit voice data. This type of system is typically more affordable and flexible than traditional landlines, but may be less reliable in areas with poor internet connectivity. Find out more.
- Cloud-based/Hosted Voice
A cloud-based phone system is hosted in the cloud, which means that you don’t need any physical hardware to use it. This type of system is typically the most affordable and flexible option, but may require a stable internet connection for optimal performance. Find out more.
Factors to consider when choosing a new phone system
When upgrading phone systems for a small business, there are several factors to consider:
The cost of a new phone system can vary widely depending on the type of system and the features you need. Make sure to consider your budget when evaluating your options.
- Business needs
Consider the specific communication needs of your business, such as the number of employees who will need phone access, the types of calls you’ll be making, and any other unique requirements.
Make sure that the phone system you choose is able to scale up or down as your business needs change.
Consider the specific features you need, such as call forwarding, voicemail-to-email, or conference calling.
Finally, consider any integrations you may need with other business tools, such as your CRM or email platform.
Steps to upgrade your phone system
If you’re ready to upgrade your phone system, here are the steps you’ll need to take:
- Selecting a provider
Research different phone system providers to find one that meets your business needs and budget.
Once you’ve selected a provider, they will typically handle the installation process for you.
Make sure that you and your team are properly trained on how to use the new phone system.
Finally, make sure that you have access to reliable support in case you encounter any issues or have questions.
Real-life examples of small businesses that benefited from upgrading their phone systems
Here are a few real-life examples of small businesses that benefited from upgrading their phone systems:
“The Barclay team have been trusted suppliers, across several solutions to Wilsons Auctions for many years. Their attention to detail, clear price delivery and exceptional service meant Barclay were an easy choice as our new VoIP supplier.
“As we have become more reliant on our landline system it was imperative that everything ran smoothly and efficiently.”
– John Ardill General Manager of Wilsons Auctions
“Barclay Communications gave me the confidence to move to a cloud-based system,” says Gary. “We currently have 150 members of staff using the new Gamma Horizon system.
“Early in the process, we were assigned a Project Manager who, at every step of the way, guided us from planning through to delivery of the system.”
– Gary Agnew of Camden Group
“Barclay VoIP has given freedom to our out of office sales and contracts teams providing them with instant access to back office support, just like they were based in the office next door.
“VoIP offers us more than just voice, with a wide selection of additional features, such as video conferencing and BMS integration.”
– Simon Ferguson, Associate HR Director at NK Group
Common misconceptions about upgrading phone systems
There are a few common misconceptions about upgrading phone systems that may be holding you back from making the switch. Here are a few of the most common:
- Upgrading is too expensive
While upgrading your phone system may require an initial investment, it can actually save you money in the long run by increasing productivity and reducing costs.
- Upgrading is too complicated
While upgrading your phone system may seem complicated, many providers offer installation and training services to make the process as easy as possible.
- Upgrading isn’t necessary
While you may be able to get by with an outdated phone system, upgrading can provide a wide range of benefits that can help you grow your business.
Frequently asked questions about phone systems for small businesses
Here are a few frequently asked questions about phone systems for small businesses:
- What type of phone system is best for my business?
The type of phone system that is best for your business will depend on your specific needs and budget. Consider factors like scalability, features, and integrations when making your decision.
- What features should I look for in a phone system?
The specific features you need will depend on your business needs. Some common features to consider include call forwarding, voicemail-to-email, conference calling, and mobile integration.
- How can I ensure that my phone system is reliable?
Choose a phone system provider with a good reputation for reliability and make sure that you have access to reliable support in case you encounter any issues.
In conclusion, upgrading your phone system can provide a wide range of benefits for your small business, from improved customer service to increased productivity and cost savings. By considering factors like your budget, business needs, and scalability, you can choose a phone system that meets your specific requirements and helps you achieve your business goals. So if you’re ready to take your communication game to the next level, it’s time to upgrade your phone system and start reaping the rewards.