The way we work is evolving! In today’s hybrid business environment, we are inundated with different modes of communication, not to mention the rise of video conferencing. Mobile phones have also evolved tremendously and now have many powerful features never seen in previous phone systems. Many small and medium-sized organizations now rely on mobile devices as vital tools in business operations, and some have ditched their phone lines completely in favor of these devices.
But is this the best decision? Have business phone systems become irrelevant or even obsolete?
The Importance of Business Phone Systems
The development of modern communication systems has forever changed the business landscape and our lives in general. Its value is incontestable! But this doesn’t mean that traditional business phone systems are no longer needed. Let’s have a closer look at some of their main uses for modern businesses.
Relying on mobile devices or consumer telephone lines can quickly get expensive. In the same vein, maintaining older business phone systems can be bulky and costly, and it will often require specialized support. Modern business phone systems, on the other hand, are very cost-effective. From installation to operation, maintenance to updates, modern phone systems are incredibly affordable, not to mention packed with advanced features.
Integrated Phone Functions
Business phone systems allow multiple phone functions to integrate into one efficient hub, making them easy to manage. Features like call forwarding, call screening, and call logs are staples of all business phone systems. In addition, we can seamlessly integrate them with some of the most popular online tools, like Google Apps, Microsoft Outlook, helpdesk software, project management software, or a customer relationship management (CRM) system.
Modern business phone systems, particularly VoIP and cloud-based systems, are completely scalable. You don’t have to worry much about how many phones you need or which features to install. Modern business phone systems expand as your business grows. If you need to cut back, it is easy to eliminate the units and features that are no longer useful for your business. This way, you don’t get stuck paying for services you don’t need.
Problems With Having No Proper Phone System
Despite the many advantages that modern business phone systems offer, some traditionalists stick with their old phone systems, believing that they are still serving them well in the modern business age. By the same token, some business owners choose to “simplify” the way they communicate by relying solely on their mobile devices. Unfortunately, this loyalty to one or the other might lead to several problems down the line for your business and your employees.
Lack of Privacy for Employees
Business phone systems offer the necessary separation between work and personal calls. Achieving your work-life integration goal would be difficult without a proper business phone system. Using your mobile phone number for business calls might sound practical in the beginning, but it won’t be long before this practice takes a toll on your private life. Business associates will reach you even while you’re away from the office or vacationing with your family.
Lack of Security for Business Data
On the flip side, losing or misusing mobile phones is bad for business. If you or an employee loses their mobile phone used for business calls, critical business data might be at risk. If the employee leaves the company, they take your proprietary data with them. With a proper business phone system installed, we can easily separate business and personal calls with simple automation and forwarding settings. It can also store business data as needed.
Learn more about mobile device management here.
Limited Access for Clients and Business Partners
If you do not have a modern business phone system in place, your clients will only be able to call you during your business hours. If your business closes at 5 pm, your customers will have to wait until the morning to call you back. While some clients might wait for someone to answer, others will move on to the next open shop and do their business there. The lack of a business phone system can cost you many potential customers.
Find out more ways to scale your business here.
In summary, business phone systems offer huge advantages over consumer phone systems for almost any company. No sensible business owner would want to limit their growth potential by not having a proper business phone system installed.
Each business is unique, so there are no one-size-fits-all business phone systems. As your IT provider, The TNS Group will assess your needs and provide you with the customized phone system that you need.