For small businesses, the need to utilize the best communication tools available is critical. The landscape of consumer needs and interests is continually changing as they shift their choice of brands in unpredictable ways. Capturing the attention of customers can come down to user experience. Just how easy is it for consumers to interact with you? Small businesses simply can’t afford to be held back by antiquated phone systems. Finding the best phone system for your small business begins with understanding your enterprise’s current needs and those around the corner. Afterward, you can plan the right features and supporting technologies to scale your business and stay ahead of the pack.



What is a Phone System for Small Businesses?



A phone system for small businesses is a communication system that enables companies to operate phone lines, route calls, and even play music when on hold. Traditionally, enterprises utilize private branch exchange (PBX) systems to accomplish this. A PBX system is a private internal phone system that permits internal and external communication. They connect several lines into one while offering a limited number of outside lines. PBX systems require on-premises hardware and wiring. However, on-premises PBX systems have limited features and are fast becoming a relic of the old guard. 



VoIP Phone System



Internet Protocol (IP) telephony is now the gold standard for small business communication. Also known as Voice Over Internet Protocol (VoIP), VoIP uses your network connection to the internet to manage phone calls. With VoIP, business personnel can connect to customers through several devices, such as smartphones, tablets, laptops, and computers. With the global workforce shifting their workplace locations from in-office, at-home, or hybrid, on-premises phone systems no longer make sense for many small businesses.



What to Look for in a Small Business Phone System



A Gallup poll conducted in 2021 discovered that 7 out of 10 “white collar” jobs have gone remote. Of course, as we adjust to a post-pandemic world, several choices may be on the table. Whether your business’s personnel work on-premises, at home, or a combination of both, one thing is clear: having the flexibility with your small business phone system is a win for all. A VoIP phone system keeps your business connected, adaptable, and ready for anything. Let’s look at some important features when considering your new VoIP phone system.


4 Essential Phone System Features


1. Phone lines: your company should have a primary business number and independent numbers for personnel.

2. Enterprise-grade capabilities: intelligent routing including a comprehensive phone menu with extensions. Hold and resume calls, call waiting, call transfer, and a complete voicemail system (visual or non-visual).

3. Simple call exchange: users should be able to move calls from a computer to the phone or move a 1:1 call to a conference call or video meeting easily.

4. Features to eliminate distractions: remove background noise, enhance speech, and offer customizable background

For VoIP systems, several features are available, such as:

  • Auto Attendant: a virtual assistant that routes calls to the right area 
  • Call Analytics: analyzes phone call data 
  • Advanced Call Management: efficiently handles incoming calls 
  • Business Text Messaging: send and receive texts over the internet 
  • Call Notify: notify users of incoming calls 
  • Anonymous Call Rejection: screens out unknown callers 
  • Video conferencing 
  • Voice to email


Benefits of a Phone System for a Small Business



There are several benefits to using a cloud VoIP phone system for your small business. Although there are many advantages, here are six of the most popular:

  • Affordability: VoIP systems are cheaper to set up and maintain. With only a router, phones, and software, much less equipment is required than a traditional PBX system. Using a trusted VoIP service provider will make you maintenance-free, allowing you to focus on running your business.
  • Scalable: As business needs grow, a VoIP system has the adaptability to grow with you. Your business can upgrade to a bigger plan to accommodate more users and features. No matter your location—at home, new office location, or a hybrid—your VoIP system can be accessed anywhere on any device. There’s no need to re-install like a PBX system.
  • Easy to Use: Cloud VoIP is so easy to use that no training is needed. With an intuitive interface, VoIP is just like navigating a smartphone. Your business’s personnel can quickly implement the new phone system into their tasks. With efficiency comes greater productivity for your business.
  • Higher Quality: VoIP systems deliver clear and consistent communication using state-of-the-art technology and features. From noise cancellation to advanced call management features, users will find VoIP systems convenient and easy to work with. 
  • Wide Range of Features: VoIP systems offer all the same features as traditional PBX systems and more such as video conferencing and instant messaging.
  • Customer Satisfaction: Customers want and crave excellent customer service. VoIP systems enhance customer experience by efficiently routing and managing their calls. When customers are properly directed, it builds confidence that they’ve come to the right place. You’ll be able to retain customers, add new ones, and scale your business.

Setting Up a Small Business Phone System



The data center is where software manages and stores a company’s information while providing secure access to data and applications for a company’s personnel. The technology to store data has advanced quite a bit, offering two primary ways an enterprise can easily access data, store it, and back it up: traditional storage and cloud storage.


    • Choose a cloud VoIP service provider. With VoIP,  there is no installation to worry about. Since cloud VoIP is virtual, simply sign up and choose a number.


    • Select the features that work best for your business. We’ve outlined the essentials and some popular additional VoIP features; however, there are many more to explore.


    • Set up connection redundancy and stability: Once your new VoIP system is up and running, work with your service provider to ensure that your phone system utilizes a failover structure that will reroute your network in case of a connection failure.

You’ll want to ensure your new phone system can be integrated properly if you have a legacy system. Cynergy Technology can analyze your current PBX system and assist you in integrating a VoIP solution that’s best for your business. With the right VoIP telephony system, your business will have what it takes to gain a competitive edge and scale your business for the world of tomorrow. Contact our team of experts today to upgrade to an innovative, easy-to-use VoIP system.