Small businesses can easily survive without using PBX Systems and instead only one telephone line in the office. Whether that office is at home, car, or in another place. But, as a business grows and expands, there will be a need for more telephones for employees who are might even be located in various locations across the country, because that’s just the way we’re developing as a nation.
More phone lines and phone numbers, come with more complexity and higher expenses. Fortunately, there is a platform that can seamlessly and affordably manage versatile business operations. This innovative system is known as a private branch exchange (PBX). Which is really just a fancy name for the process of linking all the telephones in an organization, found across multiple locations, together.
Implementing a PBX system is the ideal solution for a growing small business that wants to get a system that can handle its growth. It offers all the features a business needs to manage their calls and manage their time efficiently. They can also make a business appear bigger than it is and help callers by creating multiple departments and extensions.
What Else Should I know About a PBX Phone System?
A PBX phone system is an office system created to manage calls within a company. With a PBX system, callers to a business are greeted by an automated professional attendant and can choose from a menu list to be transferred to the appropriate department in the company. These systems make it possible for a business to manage a higher volume of phone calls without the requirement of additional staff to answer the incoming calls.
For several years, PBX telephone systems have been a part of businesses. Originally, the systems were used for both incoming and internal phone calls. They were made up of a console and an installed technology. These days, with more sophisticated technology and programming, these systems support many more features to enhance a company.
The system is highly customizable and cost-effective for small businesses, allowing them to handle and control all the incoming calls with just one system. Modern PBX phone systems don’t need the installation of any hardware; they use software to direct phone calls to the correct department and individuals from your team.
If you’re ready to move up and get more telephones in your offices, you will need to learn more about PBXs. Current systems are automated, and some even operate over the Internet. While this may sound complicated, the truth is that this cutting-edge technology makes PBX systems easier to manage. The bonus here is that the latest PBX systems are also more inexpensive than you may think. You can enhance your company’s customer service experience all while cutting expenses while improving your daily operations practices by making them more flexible with a PBX system.
Benefits of PBX virtual phone systems
1. Saves time and money
The cost of a PBX system with an automated attendant is far less than the cost of employing people to answer incoming calls. You will not need to go through the screening and recruiting process, the training process, or the salary and benefits to pay. A PBX system functions round the clock to make sure all calls are properly directed to the right departments.
2. Monitoring cost
PBX systems keep logs of all outgoing and incoming calls in the organization. Having the ability to see how many incoming calls your company gets is a feature that is not available with conventional phones – until the bill comes.
This reporting function makes it possible for you to know which departments are fielding more calls and which extensions are doing the most work on the phone. You may find out that some extensions hardly ever receive calls, while others are not only always busy, but have queues of calls waiting to be attended to.
Such reports help you adjust telephone allocation to gain maximum return for your investment in telephones. You can also know if employees are making personal calls and how long each call lasts to see who is being most efficient and who may be wasting time—and company resources.
3. Enhancing your brand image
Consumers are aware of all the features of a PBX system, people who mostly come across such features as auto attendants when calling big organizations, such as utility companies. Installing a PBX system will give you the same presentation as big organizations.
Customers will get the impression that they are dealing with a large company even if you’re just a small business with only one or two partners. This increases the credibility of your business and inspires confidence in customers who might otherwise worry about the risks of dealing with a small company.
4. Flexible call routing
PBX systems have various features that you will not get on a regular telephone. For instance, you might be waiting for an important call, but then be invited to an urgent meeting in another department in the same building. You can program your phone so the PBX system will forward your calls to another phone if you are not available to answer it within a given number of rings. This feature can be amplified to forward your calls to other phones.
This flexibility means you can set up various backup routing in case an important person, such as a sales manager, leaves his/her desk. The call will then be forwarded automatically to another member of the sales team. These options ensure that vital customer calls don’t go unanswered or into voicemail. You can also select to send calls to a group of phones or to play particular messages while callers wait for their calls to get answered.
5. Access to various lines
The systems mostly come with software that makes it possible for you to set up every line in your organization. The PBX control panel allows you to give various access levels to different extensions; you can limit some telephones so that they can only call other internal extensions.
Others can be set up to call out of the building, but not call long-distance locations. You can also restrict access to international dialing on some extension numbers.
6. Internal communications
You may not be aware that even when you’re calling another number in your office, the call is being routed through the exchange of the local phone company. So, if you want to call your assistant, the call will go out to the exchange of the local phone company and then back to your business to ring the other phone, which may incur a charge. With a PBX system, the call would be routed internally with no need to go outside the building. Include more phones and the complexity of separate phone lines will become expensive and unmanageable. Note that, while you may worry that a private telephone exchange would be costly, there are PBX systems designed for small businesses. You don’t have to pay for a high-end, big business phone system to enjoy these benefits, just contact us to ask us how.
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