Are Phone Systems For Small Business Still Necessary?

In today’s world, where almost everyone has a cell phone glued to their hand, you might wonder if phone systems for small business are necessary. After all, can’t your employees use their personal devices? While the “bring your own device” (BYOD) approach might seem cost-effective initially, it often leads to more headaches. Let’s dive into why business phone plans are crucial for Las Vegas offices, retail stores, and restaurants and how Technology Solutions can help you find the perfect solution.

The Pitfalls of BYOD Phone Systems for Small Business

While BYOD seems appealing, there are several significant downsides to consider:

Record-Keeping: Maintaining accurate records of business calls for legal or customer service reasons is essential. BYOD makes this challenging, as personal and business calls are on the same device.
Security Risks: Connecting personal devices to your company network can open a gateway for malware and data breaches, jeopardizing sensitive information. This is important if your business also utilizes access control systems connected to your network.
Employee Separation: When an employee leaves, how do you ensure they don’t take your valuable customer contacts? With BYOD, customers might continue to contact former employees on their devices, costing your business.
Call Transfers: Efficiently transferring phone calls to the appropriate department or employee can be cumbersome and unprofessional with a BYOD system.
Customer Privacy: Imagine your employee calling a customer on their mobile phone after hours, blurring the lines between professional and personal interactions. This can lead to uncomfortable situations and even legal issues, especially in sensitive industries like health care.

Types of Business Phone Systems

Now that we’ve established the importance of dedicated phone systems for small business, let’s explore the different types available.

Traditional Phone Systems

Traditional phone lines offer basic functionality and are often preferred by businesses needing fax capabilities, such as medical offices.

They can be less flexible and more expensive than other options. If you're taking over a space, it may be easier to keep the existing business lines.

PBX

Private Branch Exchange

PBX systems are a more sophisticated solution. Originally based on landline phones, they've adapted to internet protocols and are now often hosted in the cloud. These systems provide features like call routing, conferencing, and integration with CRM software.

VoIP

Voice over Internet Protocol

VoIP phones leverage your internet connection to make and receive calls, offering cost savings and advanced features like voicemail-to-email and virtual numbers. Many providers offer VOIP phone systems for small businesses with flexible packages.

Pricing Structures

The costs of phone systems for small business vary depending on the type and features you choose. Be aware of these potential charges:

Per Call/Minute: Some providers charge based on usage, which can be unpredictable.
Monthly Fee: Many VoIP and PBX providers offer predictable monthly subscriptions.
International Charges: More traditional systems may have an upcharge for international calls.
Connection/Start-up Fees: These are factors in any initial setup or installation costs.
Toll-free numbers: Take on the cost of the call with a toll-free number. Great for customer support or inbound sales, toll-free numbers are especially interesting for older demographics.

Essential Features for Modern Businesses

When choosing a phone system, consider these features:

Device Support: Ensure the system supports your preferred devices, including desk phones, cell phones, fax machines, and conference units. While a low monthly rate of a VoIP business phone system can be interesting, the additional cost of new hardware can eat up those savings.
Call Portability: Seamlessly transfer calls between devices (e.g., from desk phone to mobile device) for maximum flexibility.
Call Transfer: Easily direct calls to the appropriate department or employee. Some systems allow calls to transfer between team members within a department. This can be helpful in the sales team or service department.
Automated Answering: Auto attendants or a virtual receptionist can help provide standard information or route calls efficiently. It can also make a small company feel bigger than it is.
Voicemail: A professional voicemail system with personalized greetings and message retrieval options.
Caller ID: While most phone systems will show the number calling, some VoIP systems, like Google Voice, may not show a name or may show an incorrect name attached to the number.
Text Messages/SMS: Some systems offer text messaging capabilities but consider regulations and best practices for business texting. Consider a dedicated business phone number exclusively for SMS marketing campaigns, as mass messaging can impact how your standard texts are received.
Meeting Support: Look for systems integrating with popular video conferencing platforms like Zoom and Microsoft Teams.
Other Features: Depending on your needs, explore additional features like call recording, call analytics, and automated attendants.

Industry-Specific Needs in Phone Systems For Small Business

Medical Offices

HIPAA compliance and fax capabilities are crucial for health care providers.

Restaurants

Call queuing and order taking integration can streamline operations.

Retail

Overhead paging and call transfers can enhance customer service.

Partnering with reputable audio-visual companies in Las Vegas can help integrate your phone system with other in-store technologies.

How We Help

Navigating the world of business phone systems can be overwhelming. That’s where Technology Solutions comes in. We understand the unique needs of Las Vegas businesses and will work closely with you to:

Assess your requirements: We’ll analyze your call volume, employee needs, and budget to recommend the best phone systems for your business.
Plan and install: Our experts will handle the installation process, ensuring a smooth transition.
Provide ongoing support: We offer ongoing maintenance and support to keep your system running smoothly.

Don’t let your business communication be an afterthought. Contact Technology Solutions today and let us help you find the perfect phone system to enhance your operations and customer relationships.