A professional and reliable business phone system is no longer a luxury for small businesses; it is necessary. Cloud-based, VoIP or virtual phone systems offer many advantages for small businesses, from flexibility and scalability to advanced features and cost-effectiveness. But with so many options available, choosing the best business phone system for your small business can be overwhelming.
This comprehensive blog will guide you through the current landscape of small business phone systems, highlighting some of the top providers and their key features to help you find the perfect fit for your needs. Whether you are looking for a solution that works seamlessly on a desktop or mobile device or integrates well with cell phone use, understanding the nuances of each provider will ensure you make an informed decision.
Why Modern Small Business Phone Systems Matter
Modern business phone systems offer a range of advanced features that go far beyond basic calling. These systems integrate with mobile devices, support team messaging, and provide voicemail transcription, call recording, and call forwarding. The shift from traditional phone lines to voice over internet protocol (VoIP) systems has opened up a world of possibilities, making it easier for small business owners to manage communications effectively.
By leveraging these business phone systems, small businesses can enjoy improved efficiency and enhanced customer service. The flexibility of accessing the phone system through various devices ensures seamless communication, whether employees are in the office or on the go. Additionally, features like call routing, unlimited calling, and video conferencing allow businesses to maintain a professional image and stay connected with clients and team members, ultimately supporting business growth and success.
Discover the Top Contenders: Tailored Solutions for Your Small Business
Several industry leaders offer feature-rich cloud-based solutions designed to meet the diverse needs of small businesses. Let’s explore two such providers in detail:
OpenPhone is another strong contender in the cloud-based phone system market. It is designed for startups and small businesses and boasts a user-friendly interface emphasizing team collaboration.
OpenPhone offers features like unlimited domestic calling (with pay-as-you-go international calling), a business phone number with custom greetings, call forwarding to route calls to mobile phones or voicemail, team messaging to facilitate internal communication, call recording with transcriptions, and mobile apps for Android and iOS devices. OpenPhone integrates with popular business tools like Slack and Salesforce, further streamlining workflows.
This powerful yet user-friendly cloud-based solution caters to small and medium-sized businesses. Talkroute offers a robust feature set, including unlimited domestic calling, a range of international calling options to fit your business needs, an auto attendant that professionally greets callers and directs them to the appropriate extension, a toll-free phone number to enhance your brand image, and provide a convenient way for customers to reach you, call recording to capture essential conversations for future reference, mobile apps, and desktop apps for seamless communication on the go or at your desk, and smart call routing to ensure calls are directed to the most qualified available team member.
Talkroute’s call queues ensure callers are not left on hold indefinitely, even during peak hours. With features like hold music and informative call queue announcements, Talkroute keeps callers engaged while they wait. Talkroute also offers integrations with popular business applications, streamlining your workflow and enhancing overall efficiency.
Key Features to Look for in a Small Business Phone System
When selecting a small business phone system, it is vital to consider the following features:
VoIP Phone System
Leveraging Internet protocol for calls ensures clarity and reduces costs. VoIP technology allows you to make high-quality voice calls over the Internet, which can be more cost-effective than traditional phone lines, especially for international calls. Businesses can benefit significantly from the flexibility and savings offered by VoIP phones.
Virtual Phone System
This allows employees to make and receive calls from anywhere. This flexibility means that your team can stay connected in the office, working remotely, or traveling, ensuring that business operations run smoothly no matter where they are.
Mobile Apps
Mobile apps enable access to the phone system on the go. They let your staff manage calls, messages, and contacts from their smartphones or tablets, providing the convenience of a business phone system that fits in your pocket.
Call Forwarding and Call Routing
These features ensure calls are directed to the appropriate person or department without delay, improving response times and customer satisfaction.
Unlimited Calling
Domestic and international calling options support business growth. Unlimited calling plans can predict costs, allowing you to communicate freely with clients and partners worldwide without worrying about per-minute charges.
Video Conferencing
It facilitates face-to-face meetings without the need for physical presence. Video conferencing is essential for maintaining personal connections and effective communication with remote team members, clients, and partners.
Automatic Call Recording
This feature records conversations for quality and training purposes. It is invaluable for monitoring customer interactions, ensuring compliance with regulations, and providing training materials for new employees.
Virtual Receptionist
Automates call handling with professional greetings and options. A virtual receptionist can answer calls, provide information, and direct callers to the appropriate person or department, presenting a polished and professional image to your clients.
Screen Sharing
It enhances collaboration during meetings and allows participants to view and discuss documents, presentations, and other visual aids in real time, making remote meetings more productive and engaging.
Business Phone Numbers
Provides local, toll-free, and virtual phone numbers to maintain a professional image. Offering a range of phone number options helps establish a local presence in different markets and gives customers convenient ways to reach your business.
How to Choose the Best Phone System for Your Business
Selecting the right small business phone system depends on various factors, including your business size, budget, and specific communication needs. Here is a guide to help you make an informed decision:
1. Evaluate Scalability: Ensure your chosen phone system can grow with your business. Both Talkroute and OpenPhone offer scalable solutions that can adapt to your expanding needs.
2. Simplify Ease of Use: A business phone system should be easy to set up and use. OpenPhone’s intuitive interface and Talkroute’s user-friendly features make them ideal choices for small businesses.
3. Consider Cost-Effectiveness: Consider your budget and look for VoIP business phone systems that offer the best value for money. Both Talkroute and OpenPhone provide cost-effective solutions with a wide range of features.
4. Integrate with Other Tools: Integrating with other business communications tools is essential. OpenPhone excels in this area, offering seamless integration with various software and applications.
5. Ensure Reliable Customer Support: Reliable customer support is crucial for any business phone service. Ensure the provider you choose offers excellent support to help you with any issues that may arise.
Choose the Best Phone System for Your Business Today
Finding the best phone systems for small businesses involves careful consideration of your communication needs and the features that will support your business growth. Both Talkroute and OpenPhone offer comprehensive, flexible, and scalable solutions that meet modern small businesses’ diverse needs.
Talkroute stands out with its advanced call routing, virtual receptionist, and extensive mobile and desktop integration. It provides a professional image with virtual phone numbers and offers excellent value with unlimited domestic calling.
Meanwhile, OpenPhone excels with its user-friendly interface, seamless integration capabilities, and rich features, including team messaging, call recording, and voicemail transcription. Its flexibility and focus on VoIP phone systems make it a top choice for small businesses looking to stay connected and competitive.
By understanding your unique needs and evaluating these top providers, you can choose the right business phone system to enhance your communication, improve efficiency, and contribute to your business’s success.
