The Small Business Owner’s Guide to Phone System

In recent years, global workforces have experienced significant transformations, yet the requirement for immediate communication and teamwork continues to be a vital aspect. When it comes to selecting a VoIP phone system for small business, the process begins with a clear assessment of your current needs and an anticipation of future requirements. By aligning these needs with the distinct features and foundational technologies that set apart superior business phone systems, you can make an informed decision.

If you are considering innovative methods to enhance connections between your employees and clients, or preparing to transition to a VoIP phone system for small business, it’s essential to thoroughly evaluate all aspects to discover the most suitable solution for your organisation.

Small Business Phone System

A small business phone system refers to the communication network used within a small business to facilitate voice calls and other telecommunication functions. Traditionally, these systems involved complex wiring, clunky handsets, receivers, and cumbersome processes like dialling specific extensions or codes to make external calls. These on-premises systems were often time-consuming to install and manage, leading to frustration among business leaders.

VoIP Phone System

VoIP, or Voice over Internet Protocol, is a technology that has revolutionised the small business phone system. Unlike traditional public switched telephone networks (PSTN), VoIP allows voice calls to be made over the internet. This technology is often seen as less complicated and more flexible, making it an attractive option for small businesses.

Cloud Phone

A cloud phone is a specific type of VoIP phone system for small business that operates entirely over the internet. Unlike on-premises systems that require physical hardware and wiring, a cloud phone system is hosted on remote servers and can be accessed through various devices, including desk phones, computers, or mobile devices. This offers greater flexibility and ease of use, as well as potential cost savings.

In summary, a small business phone system is the infrastructure used to manage voice communication within a small business. VoIP technology has provided a more streamlined and user-friendly alternative to traditional systems, and cloud phones represent a specific application of VoIP that offers even greater flexibility and convenience.

5 steps to choose the best corporate VoIP phone system

1. Evaluate Your Current System

For Existing Businesses:

Analyse what’s working and what’s not with your current phone system. Consider factors like cost, scalability, and functionality. Note down the size of your system, the number of active users, and how they utilise the system.

For Startups

You may skip this step if you don’t have an existing system.

2. Test Your Internet Connection

IP-PBX and Cloud-Based VoIP

These systems need a robust and stable internet connection. Use speed checkers to assess your download and upload speeds at various times during the workday.

Address Weak Connections

If the connection is weak, consult with your provider or landlord before ruling out a VoIP system. If your internet connection is not up to scratch, Barclay Communications can help with this.

3. Understand Your Business’s Phone Usage

Assess Call Patterns

Consider the volume and nature of calls, including international calls and internal communication.

Evaluate Needs

If your business requires flexibility, expansion, or cost savings, a cloud-based system might be the right choice. Understanding how your business uses the phone system will guide your selection.

4. Set Your Priorities

Identify Key Features:

List the essential functionalities you want from the new system, distinguishing between useful and vital features.

Consider Modern Solutions

Cloud-based VoIP systems offer flexibility and various features that can enhance efficiency and save money.

5. Consult Your Team

Understand Staff Needs

Engage with your team to understand their requirements and comfort levels, especially if they’ll be using personal devices.

Minimise Disruption

Changing a phone system can be disruptive, so involving staff from the beginning ensures a smoother transition and helps in realising the benefits of the new system.

By following these five steps, you can make an informed decision that aligns with your business’s needs and budget, ensuring that you choose the best business phone system that supports your company’s communication requirements.

Whether you’re considering a traditional setup or a modern VoIP phone system for small business, these guidelines can help you navigate the selection process effectively.

5 advantages for small businesses switching to cloud phones

Switching to a cloud phone system can offer numerous advantages, especially for small businesses that need flexibility and efficiency. Here are five key benefits of making the switch to a cloud phone system:

1. Scalability

Easy Expansion: As your business grows, a cloud phone system can easily adapt to accommodate new employees or departments without the need for extensive hardware installation.

Flexible Reduction: If needed, you can also scale down without significant costs or complications.

2. Cost-Effectiveness

Lower Maintenance Costs: Cloud phone systems don’t require physical hardware maintenance, reducing ongoing expenses.

No Need for Physical Infrastructure: Eliminating the need for on-site equipment can save space and reduce initial setup costs.

3. Mobility and Flexibility

Remote Access: Employees can access the phone system from anywhere with an internet connection, allowing for remote work and greater flexibility.

Multi-Device Compatibility: Cloud phones can be used on various devices, including desktops, laptops, and mobile phones, providing seamless communication.

4. Enhanced Features and Functionality

Advanced Features: Cloud phone systems often come with features like voicemail-to-email, call forwarding, and video conferencing, enhancing communication capabilities.

Integration with Other Tools: Many cloud phone systems can be integrated with CRM and other business tools, streamlining workflows

5. Reliability and Security

Uptime Guarantees: Many cloud phone providers offer robust uptime guarantees, ensuring that your phone system is always available.

Secure Communication: Cloud phone systems often include security measures like encryption to protect your calls and data.

Switching to a cloud phone system can provide small businesses with the scalability, cost-effectiveness, mobility, enhanced features, and reliability they need to thrive in a dynamic business environment. By moving away from traditional on-premises systems, small businesses can enjoy a more modern and flexible communication solution that aligns with their growth and operational needs.

Discover the Ideal VoIP Phone System for Small Business with Barclay Communications

Your phone system is more than just a tool; it’s an integral part of your small business operations and the impression customers take away from their interactions with you.

Embracing a VoIP phone system for small business can be a transformative step, aligning your communication needs with cost-effective solutions, freeing your team to concentrate on business growth, and positioning your organisation to face the future of business communications with confidence.

At Barclay Communications, we understand that choosing the right cloud phone system can be a complex decision. That’s why we’re committed to providing hands-on customer service and technical support that puts your mind at ease. With our tailored VoIP phone system for small business, you can find the perfect match that resonates with your unique needs and aspirations.

Don’t leave your communication to chance. Trust Barclay Communications to guide you to the cloud phone solution that empowers your small business to thrive in today’s fast-paced world.

What our clients say

“Dealing with the team at Barclay Communications is an enjoyable process. It was refreshing to be able to say ‘here’s my problem’ and have them respond with ‘we’ll fix it for you’.”

– Christopher Milligan, Group Systems and Infrastructure Manager at Tayto

“Since switching to Barclay Communications, we have seen a dramatic reduction in costs with no unexpected charges. I feel much more in control now and always well supported by the in-house support team.”

Bruce McDowall, General Manager at NTS

“After an extensive tender process, Barclay Communications came out well on top. This was mainly due to their exceptional customer service, market knowledge, clear pricing proposals and professionalism throughout the process.”

– Saul Johnstone, Buyer for AG Barr

Book A Site Survey

Our engineers will survey your site and tell you what you need

VoIP Quote Form

11 + 8 =