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Business Phone System 

Save money and never miss a call with CallHippo’s business phone system

With CallHippo, you can buy a business phone system and have it up and running in less than 3 minutes from anywhere in the world. Powered by robust features, CallHippo’s powerful commercial phone system is one of the most comprehensive solutions for all your business communication needs.

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What Is A Business Phone System?

 
According to Wikipedia, a business phone system is a multiline telephone system commonly used in business environments. It includes devices ranging in technology from the key telephone system to the private branch exchange. 

Modern business phone systems allow you to communicate with customers and clients via audio, video, and text. They also come with advanced features such as call recording, call barging, voicemail transcription, automated attendants, ring groups, and analytics. Such systems project a professional image for your business, adhere to privacy guidelines, and help you stay connected to the entire world irrespective of your location.

It allows businesses to connect with hundreds and thousands of customers simultaneously over the phone at pocket-friendly prices. However, there are multiple types of business phone systems, such as virtual phone systems, private branch exchange (PBX), and multi-line phone systems, making it imperative to choose the right one.

Benefits Of A Business Telephone System

Cost-Efficiency

It routes call using the Internet. As a result, you can say goodbye to messy wires, complex instruments, long-distance carrier charges, and expensive hardware.

Cost-Efficiency
Service Mobility

Service Mobility

Business phone solutions do not tie you to a specific device or location. You can forward calls to your phone or use an app to make and receive calls on the go.

The Versatility of Features

By using a business telephone system, you can multi-task and be more productive. It enables you to access and share information effortlessly during calls.

The versatility of features
Simple conference calls

Simple Conference Calls

Get call conferencing as an added benefit to the services that you’ve already paid for. With VoIP phone system, your video conferences get easier.

Efficient Client Interaction

Choose where your calls get routed and how. Interact flexibly via multiple channels and networks, and share important documents instantly with e-fax.

Efficient client Interaction
Reliable

Reliable

Have the freedom to opt for where your calls are forwarded, when, and how. Improve customer reach with advanced call-forwarding and connect via desk phone, cell phone, laptop or any other mobile device.

Why Do You Need a Business Phone System?

 

In today’s highly competitive business climate, staying in touch with your customers 24X7 to assist them and promptly resolve their complaints needs an effective business phone system equipped with advanced features. 

A good business phone system would radically change how you connect with customers and keep you ahead of the competition. Also, you can save money through business phone systems. 

Here are some more benefits of investing in a business phone system.

1- Centralized Communication Channel

Business communications get simplified by switching to a business phone system. The system acts as a hub for all types of communication, including voice, instant messaging, video conferencing, and data sharing. 

Even the systems that offer only voice calls integrate with other tools, enabling you to create a central hub for customer communications. This gives you a 360-degree view of your customers and enables support teams to provide a personalized service to every individual.

2- Auto Attendant

Auto attendants, also known as virtual receptionists or auto-receptionists, are automated tools that address incoming phone calls as part of a business phone system.

What is an auto-attendant

An Auto Attendant takes all incoming calls and provides callers with an options list or the ability to dial by extension. If a caller does not hear the option he requires, he can use the ‘Connect to Operator’ option to speak with a human operator.

3- CRM Integration

CRM integration is another significant advantage of using a business phone system. Business phone systems allow a business CRM and phone system to work together. For example, when you receive a call, the caller’s details will automatically appear on your screen (if the caller is already a customer). 

Furthermore, the call recordings and notes (if any) will be automatically saved in the CRM for future reference. This will allow you to offer a consistent experience to customers irrespective of which channel they use.

4- Call Tracking

Analog phones’ call log normally includes a name, business telephone number, and call time. However, these details are not sufficient in today’s data-driven business environment. Today’s businesses must collect nuanced call logs data that can be analyzed to identify growth and improvement opportunities.

How does call tracking work

Using these data, you can even capture and analyze accurate reports of call productivity, calls answered, and calls missed. Also, these reports should be reviewed regularly to see how companies can adapt their routines and practices to meet consumer demands.

5- Marketing Messages and Music On Hold (MOH)

Music On Hold is one of the best features of the business phone system. It enables companies to choose their own music or record a marketing message for customers while waiting for an agent to pick up their call. These personalized options can significantly enhance the customer experience.

6- Showcase a Professional Image

You’d want to leave the best impression every time someone tries to contact your business. A good business phone system can help you do that.

It makes small businesses look like enterprises (with features like auto-attendant, call routing, etc.) and large companies more reachable. Besides, these features will help you provide a top-notch experience to your customers.

7- Eliminate (or Reduce) Conference Call Expenses

Whether you want to connect with multiple people for sales or talk to your team, calls conference comes in handy. Unfortunately, third-party conference systems can be costly, especially if you do conference calls often.

However, a business phone system allows you to do conference calls for free or as low as $5 per month (depending on the vendor). 

Types of Business Phone Systems

As mentioned above, there are different types of phone systems: multi-line, PBX, and VoIP. And business phone system installation will depend on what kind you choose. So let’s understand this in detail.

1- Multi-Line Phone System

As the name implies, multi-line phones have multiple lines that run through the same unit, allowing each caller to answer the phone separately or send calls to voicemail. These phone systems are ideal for small businesses and are very simple.

In a Multi-line Phone System, two independent telephone units make up a two-line small business phone system. This allows several people to be on the phone simultaneously, such as a receptionist and a manager. You can conveniently handle both local and toll-free numbers with these phone systems and keep in touch with your customers 24X7.

When you decide to install a multi-line phone system for your office, you need to choose between

  • Two-Line Phone Systems: If you are looking for a new phone system that is simple and affordable, then the two-line system is good to go. There will be one line for the receptionist and one for you. Or you can use it as one home phone number and another for business. A two-line system allows small businesses to make calls and use a fax machine simultaneously.
  • Four Line Phone System: If you plan to expand your support team, you can choose a four-line phone system. Your company should be one where you are receiving regular calls and have many employees. This type of system lets the employees use the lines without the worry of disturbing the incoming calls from outside callers or business associates. 
  • Six or 8 Line Phone System: When you have a large business and receive many calls every day, you may require a 6 or 8 line phone system to handle the load. Of course, these systems will be more complex and expensive than the other ones. However, this system will allow multiple phone lines to operate simultaneously.

Strengths

  1. This is a great economical option for a new and budding business.
  2. One can upgrade new lines once the company starts to grow.
  3. It is easy to use and hassle-s free.

Weaknesses

  1. When compared to other office phone systems, this one is less flexible.
  2. In some cases, it is a bit expensive for phone service.

Key features of multi line phone systems

2- PBX Phone System

A Private Branch Exchange system (PBX) refers to a private telephone network used by a company or organization. However, you must install telephone lines and purchase hardware to facilitate business communication. However, PBX helps you have more phone numbers than actual physical phone lines and make unlimited free calls.

Call switching and routing are centralized in a PBX phone system rather than via the phone unit. As a result, PBX is potentially more scalable and cost-effective than a conventional phone system.

Pros

  1. It might be a bit complex but is way more reliable than VoIP
  2. It doesn’t depend on internet connectivity
  3. PBX has the capability of incorporating medium to large organization requirements

Cons

  1. PBX is not dependent on the internet, but it entirely works on electricity. That means if there is no power back up, then your phone system won’t work. 
  2. It is not cost-effective when compared to VoIP.
  3. As the installation is complicated, upgrading and adding new connections is sometimes difficult and expensive.

Key features of PBX phone systems

3- VoIP Phone System

Voice over Internet Protocol (VoIP) is a technology that allows people to communicate via calls over the internet. VoIP business phone software eliminates the need for the analog phone system for small businesses as it is more cost-effective and scalable. 

VoIP phone systems allow you to buy virtual phone numbers of any city. This empowers you to strengthen your local presence in new markets. Besides, it lets you use your smartphone for business communications without affecting your privacy. 

Pros

  • More cost-effective than other types of phone systems
  • Doesn’t require you to install phone lines or invest in hardware
  • Integrates with all the existing business tools
  • Supports remote work
  • Highly scalable
  • It is the most simple phone system for small business

Cons

  • Requires a stable internet connection

Key Features of VoIP

  • Hosted Services
  • Instant messaging
  • Virtual Fax
  • Voicemail 
  • Conferencing
  • Automatic call distribution
  • Interactive voice response
  • Auto dialer
  • Advanced analytics

Modern Business Phone System Features

CallHippo Feature - Power Dialer

Power Dialer

Bid adieu to manual dialing forever. Deliver your daily calling commitments like a pro with CallHippo’s super-efficient power dialer function that automatically dials from an uploaded list of numbers for each campaign, thereby improving productivity and saving time.

Smart Switch

Improve call connectivity with the ability to choose between multiple telephony providers before placing a call. Say goodbye to all your call connectivity issues and empower your agents by giving them the flexibility to choose the best phone system provider according to their needs.

CallHippo Feature - Smart Switch
CallHippo Feature - Global Connect

Global Connect

Improve your chances of gaining success by knowing the best time to call your global customers. Know the exact time zone, country, date, time, and validity of the numbers before you dial through global connect. Find out the right local time and customize your approach before every call for a better impact.

Smart Call Forwarding

Forward all incoming calls to an alternate number at your convenience! Get your calls forwarded to your phone number after office hours or jump it through a series of phones, all without your callers knowing. Get seamless and smart call forwarding with CallHippo!

CallHippo Feature - Smart Call Forwarding
CallHippo Feature - Call Transfer

Call Transfer

Redirect connected calls from your phone number to a team member as per your needs and convenience. Improve customer satisfaction and save organizational time by transferring calls to the right person in the department.

Call Conference

Get more done through the power of collaboration. Join calls instantly and provide better resolutions through call conferencing. Brainstorm, ideate, and collaborate from anywhere and reach your goals quicker. Be on the same page with your team and customers.

CallHippo Feature - Call Conference
alt="CallHippo Feature - Call Queuing"

Call Queuing Software

Handle peak hours like a pro with CallHippo’s call queuing feature that lets you keep customers engaged with personalized messages. No more hiring of additional agents is required to handle heavy call flows. Calls are queued one after the other, and customers are kept informed of any delays.

Call Barging

Enhance your agent’s performance, customer satisfaction, and call quality simultaneously using CallHippo’s call barging feature. Listen to the calls live and get an opportunity to guide your agents, intervene, and offer better resolutions to your customers from anywhere in the world.

CallHippo Feature - Call Barging
CallHippo Feature - Call Recording

Call Recording

Improve your team’s performance by listening to call records and analyzing them. Record every call on each of your numbers to better monitor your performance as a team. With better productivity, better-performing agents, and easy integrations, you win on every front.

Voice Mail

Greet your callers with personalized voicemail messages and leave a lasting impression about your brand. With CallHippo’s unlimited voice mailboxes, every number would have a different voicemail, ensuring that you never miss a call.

CallHippo Feature - Voice Mail
CallHippo Feature - Call Analytics

Call Analytics

Track your support team’s performance and gain key insights on where improvements are required. Identify your team’s strengths and weaknesses, measure the percentage of missed calls, call load of each teammate, and stay ahead of competitors with call analytics.

How to Choose the Right Business Phone System?

An office phone system is not a short-term decision, so your company needs to make sure that you get the best one available in the environment. Here are some things you need to consider when choosing a phone system.

How to choose the right business phone system

1- Define Your Needs

It is essential to define your expectations from the business phone system. For instance, if you want remote working capabilities, flexibility, scalability, more control over your phone system, etc. 

2- Decide On the Features

As discussed above, all types of business phone systems come with different features, with VoIP being the most advanced. Therefore, it is vital to decide what features are essential for your business and choose accordingly.

3- Define Your Budget

You’d not want to go over budget with your phone system. Make sure to analyze the costs before deciding. Installing phone lines in your office could take your setup fees to the roof. VoIP systems don’t require any setup fees. But the monthly recurring costs can add up in the long run.

4- Compare the Vendors

Once you decide between the business phone systems, it’s time to compare the vendors. For instance, if you choose VoIP business phone software, analyze the leading VoIP providers and compare how they stand against each other. 

You can even search for tools based on the features you need. For example, if you feel an auto-attendant is a must, search for the best auto-attendant phone system.

How To Set Up A Business Phone System?

With the advent of VoIP business phone systems, chunky phones, tangled wires, and astronomical phone bills have now become a thing of the past. All you need is a stable internet connection and an internet-enabled device and you’re all set to start calling!

Here is a stepwise guide to setting it up:

01

 

Select the Right Business Phone System

First things first, choose the right business phone service provider. CallHippo is a trusted business phone solutions provider to several companies in over 50 countries across the world. With industry-specific solutions such as healthcare phone solutions, retail VoIP business phone systems, school VoIP business phone systems and restaurant-specific business phone systems. Sign up with us and complete a few easy steps to have your contact center up and running in under 3 minutes.

02

 

Choose Your Business Number

Once you have signed up with best phone system for business CallHippo, you need to choose a business phone number & create a local market identity in the country of your choice, or choose a toll-free number so that your customers can call you freely without worrying about pesky call carrier charges. Surveys have found that almost 97% of customers recognize ‘800′ numbers as toll-free numbers and do not hesitate to call them.

03

 

Identify Your Preferred Devices to Host the System

As you already know by now, you do not need any additional hardware or equipment to use business phone system. All you need is an active internet connection and any smart device such as your phone, laptop, or tablet.

There are, however, some headsets that are designed and sold exclusively for cloud-based phone systems. These devices improve the call quality significantly and lend a more professional look & feel.

Get in touch with us to learn more about purchasing and leasing these customized hardware sets!

04

 

Add Extensions for Your Employees

Set up individual extensions for various employees and executives at no extra cost. You can also create department extensions for larger offices. This means that your business will have a central phone number, in addition to different extensions for specific agents and departments.

Pro Tip: You can set up your IVR to let customers route themselves to the correct agent or department, even when they do not know the extension.

05

 

Select and Pay For Only The Features You Need

Every business has its own unique needs. There is no point in paying for features you will never use. VoIP business phone system offer a wide range of features that you can integrate with your business telephone system. CallHippo allows you to choose the features you need so that you can create a customized business phone solution that is tailored to meet the specific needs of your business operations.

06

 

Start Making And Receiving Calls

That’s about it! It’s that easy with CallHippo. With all the aforementioned steps, you’re all set to start making and answering calls.

On Hold Music

On-hold music from CallHippo is a great way to keep your callers happy and engaged while they are on hold or being transferred. Create customized messages, inform callers about the latest offers, and make them feel connected.

CallHippo Feature - On Hold Music

How To Set Up A Business Phone System?

With the advent of VoIP business phone systems, chunky phones, tangled wires, and astronomical phone bills have now become a thing of the past. All you need is a stable internet connection and an internet-enabled device and you're all set to start calling!

Here is a stepwise guide to setting it up:

01

Select the Right Business Phone System

First things first, choose the right business phone service provider. CallHippo is a trusted business phone solutions provider to several companies in over 50 countries across the world. With industry-specific solutions such as healthcare phone solutions, retail VoIP business phone systems, school VoIP business phone systems and restaurant-specific business phone systems. Sign up with us and complete a few easy steps to have your contact center up and running in under 3 minutes.

02

Choose Your Business Number

Once you have signed up with best phone system for business CallHippo, you need to choose a business phone number & create a local market identity in the country of your choice, or choose a toll-free number so that your customers can call you freely without worrying about pesky call carrier charges. Surveys have found that almost 97% of customers recognize ‘800' numbers as toll-free numbers and do not hesitate to call them.

03

Identify Your Preferred Devices to Host the System

As you already know by now, you do not need any additional hardware or equipment to use business phone system. All you need is an active internet connection and any smart device such as your phone, laptop, or tablet.

There are, however, some headsets that are designed and sold exclusively for cloud-based phone systems. These devices improve the call quality significantly and lend a more professional look & feel.

Get in touch with us to learn more about purchasing and leasing these customized hardware sets!

04

Add Extensions for Your Employees

Set up individual extensions for various employees and executives at no extra cost. You can also create department extensions for larger offices. This means that your business will have a central phone number, in addition to different extensions for specific agents and departments.

Pro Tip: You can set up your IVR to let customers route themselves to the correct agent or department, even when they do not know the extension.

05

Select and Pay For Only The Features You Need

Every business has its own unique needs. There is no point in paying for features you will never use. VoIP business phone system offer a wide range of features that you can integrate with your business telephone system. CallHippo allows you to choose the features you need so that you can create a customized business phone solution that is tailored to meet the specific needs of your business operations.

06

Start Making And Receiving Calls

That's about it! It's that easy with CallHippo. With all the aforementioned steps, you're all set to start making and answering calls.

How Does A Business Phone System Work?

Unlike the traditional PBX systems, a Business Phone system does not require copper wire connections to operate. They operate on VOIP – Voice Over Internet Protocol – a technology where systems exist virtually over the cloud. With VoIP phone systems your analog voice calls are converted into packets of data in the cloud and can be routed to any location/ smart device with a decent internet connection.

In simpler terms, a business phone for small business helps in connecting with their customers like the PBX systems, but with a superior cloud-based technology, opening a room full of opportunities for businesses to scale.

You may also read: Business Phone Systems: A Buyer’s Guide

How Much Does A Virtual Phone Number Cost?

Basic

$0
Per user/Month
Start Free Trial

For Startups

  • Unlimited Users (Pay only for number)
  • Click To Dial
  • Global Connect
  • Teams
  • Call forwarding
  • Voicemail
  • SMS/Text messages
  • Smart Switch
  • Last Called By

Bronze

$16
Per user/Month
Start Free Trial

Ideal For Small Team

  • Everything in Basic +
  • Free Number1
  • Forward-to-device
  • SMS
  • Voicemail
  • Teams
  • SDAP : Patent Pending Technology
  • Shared Inbox
  • Skill Based Call Routing
  • Webhook
  • Paid Call Recording
  • Target Vs Achievement
  • Campaign Management

Silver

$24
Per user/Month
Start Free Trial

For Fast Growing Team

  • Everything in Bronze +
  • Role based access control
  • Free Call Recording
  • IVR
  • Live Call
  • Call Queuing
  • User Working Hours
  • Call Reminder
  • After Call Work
  • Internal Team Calling
  • Call Cascading
  • Holiday Routing
  • Feedback for Calls
  • Gamification
  • Call Tagging

Platinum

$40
Per user/Month
Start Free Trial

For Larger Team

  • Everything in Silver +
  • Sticky Agent
  • Power Dialer
  • Voice Broadcasting
  • Multi-level IVR
  • Multiple Level Call Transfer
  • Conference Calling
  • Call Barging
  • Route to External Number
  • Forward to Multiple Device
  • Call Whisper
  • Pause-Resume Recording
  • Download Call Recordings
  • Call Script
  • Intelligent Reports Analytics
  • Reports via email

*The Platinum plan is available on annual subscription only

Related Read. Here are artilce the Business Phone System for Different Industries-

1. Retail Business Phone System
2. Real Estate Business Phone System
3. Business Phone System for Software Companies
4. Business Phone System for Recuritment & Staffing Agencies

Business Phone System FAQs

What is a business phone system?
A business phone system is a multi-line telephone network that facilitates the handling of large call volumes and offers advanced features for inbound or outbound call management. Such systems can range from a few telephones to a large and complex private branch exchange, depending on the type of organization and its unique needs.
What are the types of business phone systems?
Business phone systems can be broadly classified into three categories namely, KSU (the basic phone systems), PBX (private branch exchange) systems, and VoIP (Voice Over Internet Protocol) business phone systems. Out of the three, VoIPs are the most advanced systems that help users connect from anywhere and by using any device with the internet.
How do I set up a business phone system?
Setting up a virtual phone system for small business is easy if you have the necessary BPS software installed. Once you log in to the admin dashboard and set up your business hours and days, you are ready to configure team extensions and voice mail. Align your team members, design your call flows, and you are all set.
What is the best business phone systems for small business?
The definition of the best business phone system varies depending on the type of business you have and its unique requirements. However, factors such as the type of clients you cater to, your business objectives, revenue streams, integration, and the features needed can help you decide on the best small business phone system for your needs.
How much does it cost to get a business phone system?
The price of a small business phone system depends on the features and services that you choose. While a basic plan would cost you around $14 per user/month, the price of premium systems could range between $24 and $35 per user/month. Also, there are several add-on features such as voicemail transcriptions, custom caller ID, and call tracking analytics, which can be availed for an additional monthly charge.