Business phone systems, also known as business communication systems or business telephone systems, are a set of hardware, software, and telephony technologies that enable organizations to manage and facilitate communication within and outside the business premises. These systems provide a dedicated and reliable means of voice communication for businesses of all sizes, ranging from small businesses to large enterprises.

Business phone systems offer various features and capabilities to enhance communication efficiency and productivity. Here are some common components and features of business phone systems:

1. Private Branch Exchange (PBX): PBX is the central switching system that routes incoming and outgoing calls within the organization. It allows internal users to connect with each other and provides connections to external phone lines. PBX systems can be physical hardware-based or virtualized through software.
2. Desk Phones: These are the traditional telephone devices placed on desks or workstations. They provide voice communication capabilities and often have features like call forwarding, conferencing, voicemail, and programmable buttons for quick access to frequently dialed numbers or features.
3. VoIP (Voice over Internet Protocol): Many modern business phone systems utilize VoIP technology, which transmits voice calls over the internet instead of traditional phone lines. VoIP offers cost savings, scalability, and a wide range of features, including video calling, instant messaging, and integration with other communication tools.
4. Unified Communications (UC): Unified Communications solutions integrate various communication channels, such as voice, video, messaging, and collaboration tools, into a single platform. UC systems enable seamless communication across different devices and channels, improving productivity and collaboration within the organization.
5. Auto Attendant: An auto attendant is an automated system that greets callers and provides them with a menu of options to direct their calls to the appropriate department or extension. It helps manage incoming calls efficiently, reduces the need for a dedicated receptionist, and improves call routing.
6. Call Management Features: Business phone systems offer a range of call management features to enhance call handling and productivity. These include call forwarding, call transfer, call waiting, call recording, caller ID, call queuing, and voicemail.
7. Conferencing and Collaboration: Business phone systems often include audio and video conferencing capabilities, allowing participants to join virtual meetings from different locations. Collaboration features like screen sharing, document sharing, and chat enable real-time collaboration and teamwork.
8. Mobile Integration: Many business phone systems support mobile integration, allowing employees to use their smartphones as extensions of the office phone system. This enables remote work capabilities, seamless call routing, and access to business phone system features on mobile devices.
9. Reporting and Analytics: Business phone systems can provide reporting and analytics tools to track call volume, call duration, call quality, and other performance metrics. These insights help businesses optimize their communication processes, improve customer service, and make data-driven decisions.

Business phone systems are essential for efficient internal and external communication within organizations. They enable reliable voice communication, streamline call management, improve collaboration, and enhance customer service. The choice of a business phone system depends on the specific needs and size of the organization, as well as the desired features and integration capabilities.

What are the Benefits of VoIP Phones?

VoIP phones, also known as IP phones or VoIP-enabled phones, are telephones that use Voice over Internet Protocol (VoIP) technology to transmit voice calls over an IP network, such as the internet or a local area network (LAN). Unlike traditional analog phones that rely on dedicated phone lines, VoIP phones convert voice signals into digital data packets and transmit them over the IP network.

Here are some key characteristics and features of VoIP phones:

1. Digital Voice Transmission: VoIP phones convert analog voice signals into digital data packets using a codec (coder-decoder). These packets are then transmitted over the IP network in real-time. At the receiving end, the packets are reassembled into voice signals for the recipient to hear.
2. Connectivity Options: VoIP phones can connect to the IP network through various means, including Ethernet cables, Wi-Fi, or even cellular networks (when using mobile VoIP apps). They typically have Ethernet ports to connect directly to the local network infrastructure.
3. Integration with VoIP Systems: VoIP phones are designed to work seamlessly with VoIP systems or IP-PBX (Internet Protocol Private Branch Exchange) systems. These systems handle call routing, call management, and provide various features and services such as call forwarding, voicemail, call transfer, conferencing, and more.
4. Power Over Ethernet (PoE) Support: Many VoIP phones support Power over Ethernet, which means they can receive power and network connectivity through a single Ethernet cable. This simplifies installation and eliminates the need for separate power adapters for each phone.
5. Display and User Interface: VoIP phones often have built-in displays that provide a graphical user interface (GUI) for easier navigation and access to phone features. The displays can show caller ID, call logs, voicemail notifications, and allow users to interact with menus and settings.
6. Additional Features: VoIP phones can offer a wide range of additional features, including call hold, call waiting, call forwarding, speed dial, conference calling, caller ID, call park, intercom, and more. Some advanced models may also have built-in cameras for video calling or support for Bluetooth connectivity.
7. Mobility and Softphone Support: In addition to physical VoIP phones, VoIP technology enables softphones, which are software applications installed on computers or mobile devices that simulate phone functionality. Softphones allow users to make and receive VoIP calls using their devices, turning them into virtual VoIP phones.
8. Cost Savings and Scalability: VoIP phones offer cost savings compared to traditional phone systems as they utilize existing IP networks, eliminating the need for separate voice infrastructure. They also provide scalability, allowing organizations to add or remove phones easily as their needs change.

VoIP phones have become increasingly popular due to the flexibility, cost savings, and advanced features they offer. They are commonly used in business environments that have adopted VoIP technology, enabling efficient and cost-effective communication over IP networks.

Types of VoIP Phones

While VoIP phones have replaced the bulky legacy physical phones that would normally sit on a desk, it’s important to remember there are many different types of VoIP phones. Some may be fully integrated into your computer and just require a headset to make local or international calls, while others will still sit atop the desk but look much more modern and sleek than the previous models. They all come in various forms to meet different communication needs.

Here are some common types of VoIP phones:

1. Hardware IP Phones: These are physical phones designed specifically for VoIP communication. They resemble traditional desk phones and connect directly to the Internet or a local network. Hardware IP phones often have built-in features such as LCD screens, buttons, and speakerphones.
2. Softphones: Softphones are software-based applications that enable VoIP calling from computers, laptops, smartphones, or tablets. They function as virtual phones, using the device’s microphone and speakers (or headphones) for communication. Softphones are popular for remote workers or individuals who prefer a more flexible calling experience.
3. Wireless IP Phones: Wireless IP phones provide mobility within a specific range, typically using Wi-Fi or DECT (Digital Enhanced Cordless Telecommunications) technology. These phones are suitable for environments where users need to move around freely while staying connected to the VoIP network, such as office spaces or warehouses.
4. Conference IP Phones: Conference IP phones are designed for group audio conferencing. They have built-in microphones, speakers, and advanced audio processing features to facilitate clear and high-quality conference calls. Conference IP phones often include additional capabilities like call recording, expansion microphones, and support for multiple lines.
5. Video IP Phones: Video IP phones combine voice communication with video conferencing capabilities. They feature built-in cameras, displays, and audio equipment to facilitate face-to-face video calls over the Internet. Video IP phones are commonly used in business settings where visual communication is essential.
6. Analog Telephone Adapters (ATAs): ATAs are devices that allow you to connect traditional analog telephones to a VoIP network. They convert the analog signal from the phone into digital data that can be transmitted over an IP network. ATAs are useful for individuals or businesses transitioning from legacy phone systems to VoIP.

It’s worth noting that some VoIP services may also offer mobile apps that turn smartphones into VoIP phones, allowing users to make calls using their mobile data or Wi-Fi connection.

The availability and features of these different types of VoIP phones will vary depending on the specific brand, model, and VoIP phone service provider you choose.

Switchvox (Unified Communications UC)

Elevate your business phone system with Switchvox, a powerful, ready-to-use phone system that offers best-in-class functionality and user-friendly interface at a fraction of the cost. With both on-premise and cloud solutions, these systems provide many products in one package. Get mobile apps, call recording, desktop faxing, ACD, presence all in one.

Improve your customer experience with your phone system – it will go a long way toward improving bottom line. There are many factors that can affect a customer’s experience while on the phone with your team, such as waiting on hold, poor call quality, and inability to connect with the right person or department. Switchvox enhances the customer experience by providing call reporting, Barge, Whisper and Monitor options.

Benefits of Switchvox

• Robust Call Reporting – Gain valuable insights with on-demand custom reports that show how your business is handling call volume. Reports include details on abandoned calls, redirected calls and detailed call logs.
• Monitor, Whisper, & Barge – These options allow you to do just that – Monitor, Whisper and Barge in on calls to make sure your team are working as they should.
• Salesforce Integration – If your organization needs to focus on improving customer service, it’s even better when your phone system can integrate with your CRM system. This Unified Communications advantage allows you to integrate with Salesforce or SugarCRM to give your business the advantage it needs.
• Interoperability – We understand the importance of maximizing IT investments. For budget-conscious decision makers, preserving a connection to a legacy IP PBX is important as they plan to transition to a UC system. VoIP Gateways can be used to take those next steps in connecting legacy PBX systems.

A VoIP business phone system needs to help you do more than answer phone calls. With unified communications you get advanced features, you can connect staff and patients in minutes, respond faster, have patient data at your fingertips from your office or from your mobile phone.

Avoid the bottleneck of appointment scheduling, prescription refills, and patient phone calls. Unified communications can help route and organize incoming calls keeping the office running smoothly at all times. Check out our e-book and see how LBMC Technology Solutions and a phone VoIP with Switchvox can improve your office communication.

Telephony Gateway

Whether digital or analog, telephony gateways play an important role in the way your unified communications system connects to the outside world. These gateways can be rolled out as part of a large deployment or added to current solutions. Offered as both on-premise and cloud based solutions, Telephony Gateways are the instrument in which to bring video and phone solutions to users of your organizations, no matter where they may be.

Benefits of Telephony Gateways

• Accessible – Allows service to remote sites
• Adaptable – Can be added to existing system
• Flexible – Available as on-premise or cloud based

SIP Trunking

When looking for a reliable and cost effective phone system for your organization, SIP Trunking is definitely the way to go. LBMC offers feature-rich SIP trunking services that utilize a standard internet connection to link up with traditional phone lines. With this option, companies can reduce monthly costs and easily grow their organizations. This minimizes the hardware and wiring components of phone systems and makes them very easy to install, move, and utilize.

Benefits of SIP Trunking

• Lower IT costs – Better service and more functionality at economical pricing
• Easily scalable – A system that grows with your business
• Reliability – More reliable than standard phone systems

Fax Solutions

We may not be living in the 90’s anymore, but fax solutions are still a necessary piece of business communication, especially when sensitive data is involved. As times have changed, so have the options for faxing solutions. Gone are the days when a fax will sit on the machine and wait for someone to come and pick it up. With the modernization of faxing, companies now have increased efficiency and scalability when it comes to faxing solutions. Add in the fact that these solutions can save your organization money, and you’ll be wishing you had these capabilities back when you were preparing for Y2K.

Benefits of Fax Solutions

• Increased security – peace of mind for your most sensitive data
• Economical – save your organization money with more functionality
• Remote capabilities – cloud functionality makes faxes accessible from anywhere

Cloud Hosted Unified Communications

Save money while growing your business with a cloud based phone system. These systems can significantly decrease communication costs by adding cloud hosted technology to existing PBX equipment with instant cloud deployment. By instantly converting traditional phone systems to IP-based communication, companies can enjoy decreased pricing and also keep existing PBX equipment, which means no additional capital costs.

Benefits of Cloud Hosted Unified Communications

• Integration – Integrates with your favorite office apps, from Salesforce to Office 365
• Cost Savings – Save money by using with existing PBX equipment
• Mobile – Taking your communications to the cloud means that it can go anywhere you go
• Scalable – As businesses grow, these solutions can grow with them for little cost

Additional Unified Communications Products and Services (VOIP & Others)

VoIP Visual Alerts:

Relay telephone, emergency, safety, and security events with VoIP Visual Alert systems. From strobe lights to LED indicator lighting, LBMC Can assist with a variety of non-auditory alerting systems.

Overhead Paging Solutions:

Overhead paging systems integrate with your VoIP phone system to allow extra depth to the capabilities of the users. Standard speakers, horn speakers, and audio alert systems are among some of the many options for VoIP addons.

Video Phones & Door Controls:

Video meetings are everywhere these days. Collaborate with teammates from all over the world with video phones, or keep your premises secure with video door control systems.

Business Conference Phones:

From personal offices to large-scale training rooms, collaboration is essential for business. Business conference phones allow companies to enjoy conference calls that are as productive as face-to-face meetings.

IP Phone Headsets:

From Bluetooth systems to wireless headsets, LBMC understands the need for accessories that allow employees to maximize their time. IP phone headsets increase productivity and efficiencies in any business.

Softphone Solutions:

Enable teams to communicate with an infrastructure that is already in place through softphone solutions. Whether it runs on your desktop or smartphone, softphone solutions allow your phone to use a data connection to reach your voice service provider. Microsoft Teams and Zoom are just a few solutions for your business.

Wireless VoIP Phone Solutions:

Help employees stay connected – no matter where they are. Our mobile communication solutions offer secure, intuitive and purpose-built devices for a variety of industries.

Emergency Alerts by Quicklert

Easily send and receive messages with Quicklert. This integrated system has the ability to alert ANYONE on ANY device, ANYWHERE. It is the fastest way to enable your business, organization, agency or institution to send and receive messages in real-time.

What is VoIP? A complete guide to VoIP Business Services

The last two years have led to a dramatic increase in remote work. This has also led to increased adoption of cloud-based communications. According to Tech Target, “Unified communications (UC) is an umbrella term for the integration of multiple enterprise communication tools.” To learn more about UC and VoIP watch our webinar.

It takes tools like voice calling, video conferencing, instant messaging (IM), presence, content sharing, etc- into a single, streamlined interface. With the goal of improving user experience (UX) and productivity.”

As a business leader, it can be overwhelming to navigate all of the options available for business phone systems today. You know you need a system that is easy, responsive, and flexible. Whether on-premise or on the go, your phone system needs to keep you and your customers connected. With the increase in remote and flexible working environments, one choice gaining popularity is VoIP.

What is VoIP?

VoIP — (Voice over Internet Protocols) has many different names: virtual telephone systems, cloud phones, and IP telephony systems. VoIP is a telephone system that allows for making and receiving phone calls utilizing an internet connection.

As long as there is an active internet connection, the service can go anywhere. Business users used to have to answer phones at their desks. They can now make and receive calls from anywhere in the world.

How do VoIP phone systems work?

Traditional landlines, called POTS (plain old telephone system), send voice data and calls over copper lines from sender to receiver. The VoIP system splits voice information into digital packets.

The system compresses this information to send them over to incoming IP addresses using VoIP services. Once voice packets reach their destination the packet is uncompressed and the individual on the other end can hear your voice. This whole interaction takes place multiple times within just minutes.

Key VoIP features

VoIP phones allow you to be more mobile, but there are other key features as well that make them ideal.

Call forwarding

For companies with multiple phone lines, call forwarding might be a requirement. A call forwarder is a call distribution strategy that transmits incoming calls in logical order between agents. This is an excellent solution for remote agents or blended agents as it eliminates physical reliance on an office.

It also helps eliminate calls to the wrong number by allowing users to get to their desired agent. Usually, when agents get a call from their office phone but don’t respond, calls return to a central directory.

Call Routing

Call routing is an automated call processing that distributes calls to an agent in accordance with predetermined criteria. The objectives of calling routing are to make calls faster and more efficient. It also reduces waits and transfers and increases call resolution rate.

Autodialers

Automated incoming phone calls improve leads and improve overall conversation time by avoiding agents physically entering phone numbers. This also enables agent calls only to those prospects who want to talk to someone. It automatically removes busy calls, disconnected calls, and voicemails.

Visual Voicemail

Visual Voicemail is a VoIP functionality that converts voicemails to SMS/email. That means agents don’t have to spend hours re-reading the messages they receive. Visual Voicemail provides agents with the ability to view incoming recordings when needed.

Interactive Voice Response (IVR)

IVR is a feature in VoIP that allows the user to call directly to the right department or individual agent. IVR allows users to receive recorded messages from business telephone systems to collect important data. This reduces the time required for an inbound telephone call.

Call encryption and VoIP security

Phone calls that are confidential and contain credit card numbers, or other personal details need to be transmitted via secure systems. It is important to keep these assets safe.

VoIP is safe when data packets are transmitted to an Internet connection via call encryption capabilities. IP-based technology is a very sensitive technique that makes eavesdropping almost impossible.

Unified Communications

Instead of multiple app-based communications platforms, use a single integrated communication device such. Employee communication is now easier with certain systems like Microsoft Teams Voice. It is possible to transfer calls from a desktop to a mobile device in seconds, allowing users to communicate almost anywhere.

Call recording

Make use of your phone systems for recording phone conversations or calls from your customers. Using the call recorder can reveal a number of areas of improvement. It will also be secure and it can only be accessed with permission from anyone.

Auto attendant

Automated attendants are specialized phone systems that are used for answering calls and redirecting calls to the right extension. If you want to call someone in a different place, you may also contact the auto attendant for a call. An auto attendant can help create professional looks and greet calls.

HD call quality

VoIP technology gives calls a clearer sound than a typical voice call. Many VoIP headsets offer noise-canceling capability. These high-definition sounds are noticeable even when calling from long distances.

Mobile and desktop apps

If you choose a trusted mobile VoIP system you’ll receive a software application to accept and make phone calls. This App allows for making calls with or without a personal mobile phone.

VoIP and PBX: Understanding key differences

When acquiring a new understanding of VoIP, you will often find telephone system acronyms including phone systems such as PBX.

PBX is a privately operated branch network. It can be accessed via a cloud platform, a premised phone system, or a mobile application. PBX requires physical LANs, electrical wiring, wall plugs, and other equipment in the office. Businesses also have the responsibility to maintain system costs and processes, often requiring IT support at the premises.

Softphones

A softphone is an alternative to an iPhone or a tablet. The installation of a VoIP phone can be accomplished by installing a VoIP application. This program allows for the use of virtual phones that use similar phones but are not tied to geographical locations.

Conference phones

Callers can sometimes become very confusing if you are talking to multiple people at one time.

A telephone system designed specifically for conferences may help reduce this issue with the electronic balance of the line. Those people who are speaking with one another will not have any issues.

Wireless phones

Wireless phones are capable of moving around when you’re making a call. There’s no connection between the computer and them.

Wireless telephones are sometimes sloppy unless they provide a strong wireless connection. They can be very useful in offices though. Wireless phones are ideal for teammates who frequently jump between colleagues.

Desk IP phones

Desk IP phones are commonly connected to PCs to increase connection strength. Most desk phones can view caller IDs in an easy-to-read display. Desk phones function as standard phones, call center, and receptionist phones. These are versatile options and combine traditional telephone and IP communications.

USB phones

The device uses its own USB plug and a USB-connected cable for transferring files between the device. Softphones can stabilize their connection using this method for many users.

How to choose a VoIP phone

As previously mentioned, a variety of telephones can be used as a VoIP service. You will want to weigh the advantages and disadvantages of different mobile phones. You need to be able to justify buying expensive desktop phones at an affordable price. Determining your phone needs would be the best place to start.

Advantages of using VoIP phone systems

The value of VoIP will be important to anyone who is enrolled in VoIP services and knows what you’re paying. VoIP phones can be used for several reasons including:

Low cost

Prices are constantly increasing on regular telephone calls. This happens as maintenance costs for obsolete infrastructure continue to climb. The telecom giants are also not keen to invest in such obsolete equipment. Since VoIP telephones route calls to you via internet access, the cost will not exceed your expectations.

Portability

Businesses that allow working remotely and international businesses require more flexibility in communication plans. If you are able to use internet bandwidth you can participate in business conversations from anywhere in the world. The VoIP system can be connected using mobile phones and desktop devices, making the phone the ideal communication solution.

Scalability

VoIP phones are very useful because they allow for rapid scaling throughout your enterprise. With a strong VoIP provider at your disposal, they will be able to support you through every aspect.

Connectivity

IP telephones are surprisingly good in terms of call quality and are very efficient. Copper wires used in telephone use often have connectivity issues especially when they get older. With a good internet connection, your VoIP calls can be a clearer alternative to calls using text and audio files.

Choosing a VoIP provider

After determining your VoIP capabilities and requirements, look for a provider whose prices and services match your budget and can expand. Consider customer feedback, availability of live assistance, and documentation.

There may be a possibility that you will get free VoIP or hefty discounts depending on the amount you have. VoIP is an effective and efficient method of communication. There will not be any reason to worry about the phone line if you switch to VoIP services.

Getting a VoIP phone number

First, pick a supplier; several businesses use voicemail when it comes to getting started. This isn’t a viable business decision.

They are simply not capable of offering customers the service they deserve for their OpenPHONE. The new Open Phone allows for quick registration for VoIP phone plans.

Customize your business settings

No two businesses are the same, and you need to decide and then set up a customization for your business needs.

Choose your phone number

You can type in your local area number if you want. It will inform you about availability and if you are able to find your preferred number on their website.

Overall, VoIP phones offer many advantages over traditional phone systems, including cost savings, flexibility, and a wide range of features. As a result, they have become increasingly popular in both residential and business settings.

Two of the most popular phone systems are Zoom phone and Microsoft Teams Voice. LBMC Technology Solutions considers Teams Voice and Sangoma as the industry leaders for a variety of reasons. Check out our infographic to see a comparison of Microsoft Teams and Zoom Phone.

Each of these VoIP phone systems offers a range of features and benefits for businesses looking to improve their communication and collaboration capabilities. The choice between them will depend on factors such as cost, ease of use, and the specific needs and preferences of the business.

Additional Resources

3 benefits of updating a healthcare facility’s phone system (lbmc.com)

Critical Alert Regarding Your Business Phones – Don’t Lose Your Service! (lbmc.com)

Subscribe to LBMC Tech by Email