Small Business Phone Service

If you are looking for the right small business phone service for your business, it is wise to do a little research before you make a final decision. There are quite a few phone service providers but all of them might not offer the services or features of your need.  You need a phone service that perfectly complements your business needs making your business communication more effective and powerful. Following are a few recommendations that will help you find the right small business phone for your business:

Analyze Your Needs

Even before you head to look for a small business phone service for your business, you must first determine a few things. Does every employee need a separate extension? Do they need a voicemail box and online fax? Does your business need an auto attendant? Do you think your employees will benefit if they can read their voicemails in emails? Before you decide on using a small business phone it is important to know the answer to all these questions. You should know how many extensions your business needs before you start looking for a virtual telephone(http://www.itelecenter.com/Virtual-Phone-System.aspx).

Check for the Important Features

Auto attendant

The next important thing is to check for the features that you and your employees need.  Check if your phone system has an auto attendant or not. An auto attendant is perhaps one of the most important features of a small business phone service. An auto attendant greets and routes your callers. You can record all your information on the auto attendant greeting and your customers can choose according to their need. You also have the flexibility to customize your information. An auto attendant works like an automated receptionist round the clock.

Call forwarding

Call forwarding is another important feature of a small business phone service that can have immense influence on your business. An auto attendant receives any call and forwards it to the right person or department. But in case the right person is not available to answer the call, the automated attendant then forwards the call to the voicemail box. You can also set your system to forward calls to more than one phone number of your choice. You provide the phone numbers to the system and also specify the time and the day when you are available on each number to receive calls.

Voicemail box

If you are not able to answer your customer’s call, the auto attendant forwards the call to your voicemail box.  Your small business phone service can send you an alert as soon as there’s a new message in your voicemail box. It also allows you to read your voicemails in emails so that you can manage all your communications from one place.

Online fax

Online fax helps you to send and receive fax from anywhere and at anytime. You do not need a fax machine or paper for sending fax. It is faster, convenient and more effective than the traditional facsimile.

The Capacity of the Service

The last but not the least important thing is to check the capacity of the small business phone service that you are opting for. You obviously want your business to grow. In fact that is one of the reasons for buying a small business phone. So you should also check the capability to upgrade your service in the future. Your phone service should be able to grow as your business grows.

A business phone system is a must have for businesses of all sizes. In today’s age where the success of a business is heavily dependent on the efficiency of its communication system, it is wise for all businesses to make their communication system as strong and sound as possible. A small business phone service can make the communication system of any organization strong and effective. It is in fact perfect for businesses of all sizes. Following are a few features of a small business phone service that is ideal for all businesses:

Inexpensive

A virtual small business phone service does not need to be installed with any particular telephone connection. It can, in fact, work with any telephone connection. It also does not need any hardware or software. So it is can save considerable amount of dollars for any business. But this is especially important for a small business, start-up or home based business that works in limited financial boundaries. Nevertheless, it saves money for big firms as well and is equally pertinent for all businesses during turbulent economic times.  Moreover, most of the virtual small business phone service providers offer flexible service levels. There’s no contract to be signed and most of the plans include considerable number of free minutes.

Automated Receptionist

When a customer calls on your small business phone an auto attendant receives the call. An auto attendant greets and routes your callers. You can pre-record all your information on the auto attendant and your customers can choose according to their need. You also have the flexibility to customize and change information according to your need. An auto attendant completely eliminates the need of a receptionist. It in fact works like an automated receptionist 24 hours a day 7 days a week.

Special Features

A virtual small business phone service has all the features that makes you business look bigger than it actually is. You can transfer calls to your employees and colleagues located in the same office or maybe across the country. You can also forward calls to your personal cell phone, residential phone or office phone.  If you are unable to answer your customer’s call he/she can leave a message in your voicemail box and you can reply back to them at your convenience. Moreover, it allows these voice messages to be read in emails. So you do not lose out any time checking your voicemail box and your email separately.

A virtual small business phone system also offers certain extra features over a traditional phone system. For example, you can send and receive fax online using your small business phone. This is the most modern way of sending and receiving fax without a fax machine and paper. You can also program your phone system in a way that you set days of the week and even hours when you are available on each number and the auto attendant will forward calls accordingly. You can also use a toll free number with this virtual telephone system. Toll free numbers are especially known for its success in attracting customers and influencing the sales of a business.

A virtual small business phone system shows your professionalism and credibility. It makes you look bigger and can create your presence anywhere – virtually.

If you find that a small business phone system is important for your business then it’s wise to get one. But before you actually buy a small business phone, it is important that you do your own research and explorations. It is better you get yourself accustomed with the small business phone system before you start using one. Though most of the service providers share quite a few common features of a small business phone yet there can be some significant differences as well. So do your research and familiarize yourself before you invest in a small business phone:

Cost Efficient
A virtual small business phone system does not need to be installed with any particular telephone connection. It can, in fact, work with any telephone connection. It also does not need any hardware or software. So it is capable to save considerable amount of dollars for any business. But this is especially important for a small business, start-up or home based business that works in limited financial boundaries. Nevertheless, it saves money for big firms as well and is equally pertinent for all businesses during turbulent economic times.  Moreover, most of the virtual small business phone service providers offer flexible service levels. There’s no contract to be signed and most of the plans include considerable number of free minutes.

Makes You Available All the Time
The auto attendant of a virtual small business phone system completely eliminates the need for an office receptionist. This is an automated receptionist that is capable of receiving any number of calls. You can record the message that the auto attendant will play as soon as a customer calls you. Hiring a professional for recording your auto attendant is not a bad idea. The auto attendant greets your customers and routes him to the right person or department. It works 24 hours a day forwarding and transferring calls to the right person or department. So you are never far from your customers and prospects.

A Few Features
You get all the features and benefits of a traditional phone system in a virtual small business phone system.  You can transfer calls to your employees and colleagues located in the same office or may be across the country. You can also forward calls to your personal cell phone, residential phone or office phone.  If you are unable to answer your customer’s call he/she can leave a message in your voicemail box and you can reply them back at your convenience. Moreover, it allows these voice messages to be read in emails. So you do not lose out any time checking your voicemail box and your email separately.

A Few Extra Features
A virtual small business phone system also offers certain extra features over a traditional phone system. For example, you can send and receive fax online using your small business phone. This is the most modern way of sending and receiving fax without a fax machine and paper. You can also program your phone system in a way that you set days of the week and even hours when you are available on each number and the auto attendant will forward calls accordingly. You can also use a toll free number with this phone system. Toll free numbers are especially known for its success in attracting customers and influencing the sales of a business.

A small business phone service allows organizations to grow and achieve success. It just isn’t a dust collector around the business table but an important tool in the day-to-day operation of your business. Your business receives many types of calls throughout the day. Every call is not equally important. In fact there are a few calls that you can directly route to your voicemail box without answering it ever. A small business phone service has certain features that helps you decide if you want to answer a call immediately or want it to be routed to your voicemail box. Below are some of the characteristics of a good phone system that you can refer to while deciding on your small service phone:

Measurable
A small business does not remain small forever. In fact, there are many large firms that started its operation as a small business but gradually they have expanded their business. With the growth of your business you will find that you need more telephone connections and also a few advanced features of a phone system that will allow you to work remotely.  Using a small business phone service can prove to be helpful particularly in the long term. It is scalable and you do not need to invest again for a phone system even when you are planning to expand your phone system because of the expansion of your business.

Cost Efficient
A small business phone service provides all the features of an enterprise phone system but without the hefty price tag. It does not need any hardware, software or any expensive installation. Moreover, the service providers of a small business phone also offer simple and flexible plans that are especially designed to cater the requirement of different sizes of businesses. Most of the plans that they offer include a considerable number of free minutes and you have to pay only for the overage minutes.  So you can start with a plan that is perfect for your current needs and can change to other plans as and when required.

A Few Advanced Features

1.  Auto Attendant: A small business phone service usually provides all the advanced features of a traditional phone system.  But at the same time they also offer some advanced features as well. For example, an auto attendant is an incredible feature of a virtual telephone that eliminates the need to hire a receptionist. It is not only a huge cost savings for a small business but also a great advantage for any big business. An auto attendant works 24x7 answering and routing your customers. Your customers can now reach their desired person or department without wasting much time. This is very important to influence your customers and showcase your professionalism.

2.  Call Forwarding: In case you are not available to answer a call, the phone system can forward it to your voicemail box. You can also program your phone system in such a way that if you are not available at one of your numbers the system will forward the call to one of the three other telephone numbers of your choice. This drastically reduces your chance of missing any call.

3.  Online Fax: Online fax is another unique offering of a small business phone service. It allows you to send and receive fax without a fax machine and paper.

A small business phone service has been neglected for many years. Telecommunication service providers typically cater to large businesses that have over hundreds or perhaps thousands of employees.  The phone system of these service providers deliver many helpful functionality to  business organizations like call forwarding, call transfer, call routing but their systems are expensive and need quite a good number of human resources for its maintenance.  Small business phone service was first successful among home based businesses, start-ups and small businesses. Yet large organizations were initially hesitant to use this phone system.

For Any Business
Gradually they realized the benefits of using a small business phone service. The benefits of a small business phone need not be limited to a small business only but can have larger implications. Though a big business does not have strict financial commitments, cost cutting is definitely a plus for business of any size and more so during turbulent economic times. A small business phone service gradually gained popularity among both large and small firms.

Cost Saving for All Businesses
A small business phone service does not need to be installed on any particular telephone connection. It can in fact, work on any telephone connection. It also does not need any hardware or software. So it can save considerable amount of dollars for any business. But this is especially important for small businesses, start-ups or home based business that works in limited financial boundaries. Nevertheless, it saves money for big firms as well and is equally pertinent for all businesses during turbulent economic conditions.

Answer Your Customer’s Call All the Time
The auto attendant of a small business phone service completely eliminates the need of an office receptionist. This is an automated receptionist that is capable to receive and greet any number of calls. You can record the message that your auto attendant will play as soon as a customer calls your office. Hiring a professional for recording your auto attendant is not a bad idea. The auto attendant greets your customers and routes him to the right person or department. It works day and night and so you are sure to answer all your customers all the time.

Expect the Benefits of a Traditional Phone System and More
You can expect all the features and benefits of a traditional phone system in a small business phone service.  You can transfer calls to your employees and colleagues located in the same office or may be across the country. It can also forward your call to your personal cell phone, residential phone or office phone.  If you are unable to answer your customer’s call for any reason your customers can leave a message in your voice mail box and you can reply back at your convenience. Moreover, it allows these voice messages to be read in emails. So you do not lose time checking your voicemail box and your email to answer your customer’s queries. Rather you manage all your communications from one place.

Few Extra Benefits
You can use a toll free number with your small business phone service.  Both large and small organizations can benefit from a toll free number.  A toll free number boosts the image of any organization and makes you more accessible to your customers.

Despite the size of the company, all businesses need a phone system. Actually it’s the same idea that applies for either a traditional phone system or for a small business phone service. A usual phone system can serve any kind of business – big or small. But it becomes quite difficult for a small business to pay for a traditional phone system. A small business phone service becomes quite relevant in such cases because it is especially designed for a small business and it is affordable for all kinds of business. A small business phone service is in fact, the most suitable alternative to a traditional phone system.

Know Your Business Needs
But before you register your need for a small business phone service there are a couple of things that you need to know.  Firstly you need to be confident about the needs and preferences of your company.  Do your employees need an individual telephone number? Do your employees need a voicemail box and call forwarding? Do they need an auto attendant? Do you think your employees will benefit if their voicemails can read in emails? Before you decide on using a small business phone service it is pertinent to know the answer of all these questions.

Decide On the Right Kind of Phone System
After you have decided to use a small business phone service you need to keep a check on few other things. Like you should not decide on a phone system that needs complex installation or expensive hardware or software. Rather it is better to opt for a virtual phone system that needs no installation, hardware and software and yet it is ready to use just on the go. You should also check with the service provider if your phone system works with all kinds of telephone connections – cell phone, your residential phone and also your office telephone connection.

Check for the Features of Your Need – Auto Attendant
The next important thing is to check for the features that you and your employees need.  Check if your phone system has auto attendant or not. An auto attendant is perhaps the most important feature of a small business phone service. An auto attendant greets and routes your callers. You can pre-record all your information on the auto attendant and your customers can choose according to their need. You also have the flexibility to customize and change information according to your need. An auto attendant completely eliminates the need of a receptionist. It in fact, works like an automated receptionist around the clock.

Call Forwarding and Voicemail Box
Your employees also need other features like call forwarding and voicemail box. Check with the service provider of your small business phone service whether their phone system has these features or not. Using the call transfer feature you or your employees can forward calls to fellow employees stationed in the same office location or across the country.  You can also forward calls to your personal phone or to your residential phone.  A voicemail box on the other hand, helps your customers to record their messages when you are unable to answer their call. If your phone system sends you an alert as soon as you receive a new voicemail that will definitely be an advantage. You also should be able to read your voicemails in email.

There are multiple options for small business phone service these days, including landline telephone companies, VoIP providers and even virtual phone service providers. The best option is without a doubt a virtual system, and there are multiple reasons for this.

Designed with Business in Mind
Landline and VoIP service may be able to provide plenty of features and crystal clear call quality, but there are certain things that they cannot do. First of all, they cannot match the superior business service that a virtual phone system can provide. Thanks to the innovative back office web interface, managing an entire business communications system is quick and easy. Each employee will have limited access to his or her own extension, as well. Support teams are always standing by for business owners or employees who have questions about their service, and a virtual system can be scaled with ease that is simply unprecedented by any other option.

Cost-Effective
Business owners—especially those who have only just opened their doors, virtual or otherwise—know that saving money is the first step in enjoying true success. Saving money on small business phone service (http://www.itelecenter.com/Small-Business-Phone-System.aspx) is a great way to reduce overhead costs without cutting corners where it really matters. Instead of paying a landline company to install jacks and splitters, then purchasing loads of complicated equipment and the supplies that are necessary to keep them in action, a virtual phone system can be ready to use in just a few hours with no installation and no equipment to buy. For as low as $25 to $30 per month, business owners can enjoy all of the features they need to provide a productive work environment.

Business-Related Features
Landline and VoIP providers can offer features such as call forwarding, call waiting and even caller ID, but nothing can compare to these features when they are being provided by a virtual small business phone service provider. Auto attendants are one of the best features for business owners as they ensure that each call coming in is answered courteously and professionally. Once the caller has been greeted, he or she will be provided with options and the ability to select the best employee or department to handle his or her request. This takes the strain off of employees, saves time, and ensures that all calls are properly routed without the margin for human error.

Toll-Free Service and Optional Features
Incorporating a toll-free number into the cost of a small business phone service can be expensive when dealing with many service types, but this is not the case with a virtual system. Many plans include access to toll-free numbers, and the number of minutes that are available can be tiered to suit the needs of the business. Optional features such as information hotlines can also make things easier for a company; these are designed to play pre-recorded general information to callers who simply want to know more about the products and services on offer.

Business owners who truly want to get the most from their small business phone service without spending a small fortune should look into the many options provided by a virtual phone system. With a low monthly cost, plenty of business-related features and options to add more, these systems can mean the difference between true success and simply getting by.