A business phone system refers to the technology that connects employees and clients through a variety of methods—whether it’s via traditional landlines, VoIP (Voice over Internet Protocol), or cloud-based platforms.
Basically, it is a tool companies use phones and computers to help their workers talk to each other and their customers easily.
These systems allow businesses in the UK to manage calls efficiently, offering features like call forwarding, conference calling, and voicemail, ensuring seamless communication both locally and internationally.
An old-style business phone system is a physical communication network where multiple phones are connected through on-premise hardware, typically using traditional landlines or PBX (Private Branch Exchange) systems. While it allows businesses to benefit from features like call forwarding, conference calling, and voicemail, it relies heavily on physical infrastructure and is often limited in scalability and flexibility.
Basically, they are complicated and expensive.
In contrast, modern cloud-based phone systems are fully dematerialized, meaning they don’t require any physical hardware other than internet-connected devices like smartphones or computers. These systems offer far more advanced features, including the ability to have shared numbers across devices, seamless integration with collaboration tools, and sophisticated call management systems. Additionally, cloud-based systems can support video conferencing, chat, and even AI-driven customer service, giving businesses in Ireland (and globally) much greater flexibility, scalability, and cost savings compared to traditional systems.
Now that we have a basic understanding of the system, let us take a detailed look at the technologies that have been powering it.
Private Branch Exchange or PBX is a private telephone network from which companies can operate their internal phone network. From auto attendants to extensions, organizations can harness the power of PBX to ensure smooth outbound and inbound calls.
IP PBX uses the internet to make and receive calls by converting analog voice signals into digital ones. In addition to making calls, you can have access to detailed call analytics and other advanced features.
VoIP or Voice over Internet Protocol doesn't require regular analog phones for outbound and inbound calls. It makes and receives calls using an internet connection. With cloud-based VoIP solutions, you can do much more than just make and receive calls…
With an efficient business phone system, you can get the following features:
When you set up a business phone system, you can get a dedicated landline or mobile number for your business. Choosing a toll-free number will increase the chances of potential customers reaching out to you as the outbound calls are free for them.
Enjoy unlimited domestic and international calls from mobile or desktop without incurring additional charges. With this feature, you can save huge bucks especially when you have clients from international destinations.
You can set up your business phone system using an application or a web-based dashboard with a few clicks. The interface is self-explanatory and easy to use. You can even connect your phone system to e-com or productivity apps easily.
Use the auto-attendant to set up a professional and warm greeting. You can also use the IVR menu to redirect callers to the right department saving everyone's time and effort.
Forward the calls to a colleague's number if you are not at the desk or setup call forwards using an IVR menu to redirect your calls to customer support or any other department.
Every modern business phone communication system comes with a mobile application along with a web version. You can install the app on your phone, complete the setup and start making and receiving calls or checking reports.
You can also make calls from your computer using the web version of the communication system. You need to log in to the website to do so.
In addition to the above-mentioned basic features, most business communication solutions come with certain advanced features. You can even choose the features that you require and build a package according to your requirement.
Software Integration
You can easily integrate productivity software like Slack and get notifications for all your inbound calls. CRMs and e-commerce platforms can also be easily connected to your business phone system to ensure a smooth flow of information between departments.
Access to Data
You can access call data that gives invaluable insights into your call activities anywhere anytime. The data can be used to improve your team's productivity, run better marketing campaigns and deliver a better customer experience.
Real-Time Call Monitoring
Monitor your teams' calls in real-time to identify key areas of improvement. You can use the insights in training sessions to improve the quality of your customer service team.
Call Recording
This feature helps keep a detailed record of your calls. They can also be used to offer your team valuable feedback which in turn can help deliver a better customer experience.
Now, let us discuss the most important part – the budget.
If managing inbound and outbound calls is your requirement, go for a basic plan. It will cost you anywhere between £15 to £25 pounds per user/month depending on the service provider you chose.
With the basic plan, you can have a dedicated business phone number or toll-free number. Typically, the plan lets you enjoy unlimited voice and video calls and text messaging. You can also make unlimited domestic and international calls.
As your organization grows, your communication requirement goes beyond the basic inbound and outbound calls. You need to integrate productivity and collaboration apps like Slack, Zoho, HubSpot, etc, into your communication system which means you need to go for a higher plan.
You may have to spend around £24 to £40 per month per user for plans that let you integrate productivity tools and CRMs. You can make use of all the basic features along with the advanced ones.
A simple business communication system can't meet the needs of a call center that require collaboration between teams and integration of multiple software. You will need to choose a higher plan with advanced call center features such as call queuing and salesforce integration.
Most business phone solution providers offer custom packages. You need to choose the features you require to run your business smoothly and build a package. Based on the advanced features and integrations needed, the price will vary.
You can choose an all-in-one plan offered by Quicktalk and get all the advanced call center features just by paying £9 per month. If required, you can add new users and phone numbers when needed. Check out their all-inclusive today.
Paul is a tech and business phone system enthusiast always open to discuss ideas. If you’re interested in collaborating on content projects or getting a product listed on our blog, don’t hesitate and reach out to us: [email protected].
