An office phone system is a network of hardware or software-based phones which allow complex telephony functions in a business environment using internet protocol and traditional phone lines. The best office phone system has undergone a vast transformation over the years.
Today, office phones systems can be built using VoIP (Voice over Internet Protocol) as well as PBX (private branch exchange) methodologies. Each has its own advantages and disadvantages, but in the contemporary business scenario virtual office phone numbers are increasingly becoming the first choice.
How Do Office Phone Systems Work?
Office phone systems were traditionally used as internal communication lines within the organization. However, as businesses evolved, there arose the need for customer support networks, sales, and marketing networks, as well as internal communication lines.
Thus, the need and expectation of the best office phone systems today are for them to deliver multi-faceted services. If you’re using a PBX line then you have your own telephone exchange at the organization. All the connections, including fax and printers, are connected to the PBX within the office. Each connection is called an extension and identified with a specific number.
As a result, in order to connect internally, you need to only dial the extension number instead of the entire 10 digit number is generally required to connect external calls. PBX lines also offer group calls, conference calls, call forwarding, voicemail, and customized greeting features.
With virtual phone numbers, it’s a different; VoIP system is based on connecting phones with internet protocol. Each phone is assigned an IP address through the Dynamic Host Control Protocol (DHCP). The DHCP automatically configures the specifications needed to connect the network with the phone.
VoIP phones use numerous protocols to transmit voice and video messages through IP. The most commonly used protocol is called H.323. It offers different VoIP features including bandwidth management and call control.
An alternative to the H.323 protocol is the Session Initiation Protocol (SIP). The SIP is a signaling protocol that is used in conjunction with the Real-Time Transport Protocol to transmit audio and visual messages across the internet.
Types of Office Phone Systems
PBX Phone Systems
The PBX office phone systems are based on two components – telephone set and the PBX. The telephone set is connected to the PBX to complete the network. The phone itself has some inherent features such as call transfer, call hold, customized greetings, etc. The PBX, in turn, allows the network to communicate in groups with conference calls, make video calls, work with faxes and printers without operating them manually.
This level of freedom was previously unheard of. In the years prior to PBX, telephone costs would make it extremely difficult to afford so many connections for an office system. But a PBX is managed and maintained completely internally. As a result, it does not hurt the pockets when making any calls.
VoIP Phone System
Buy VoIP phone system which offers multiple benefits. There’s an exhaustive list of features which includes call management, call monitoring, call forwarding, customized voicemail, voice to email and many such features which allow VoIP to envelop a multi-function role. One of the added features of VoIP based phone systems is that you can choose any office phone number you like. You can take as many numbers as you require without incurring any capital expenditure.
The VoIP system works when a phone or software loaded on a personal computer (that is internet connected) interacts through internet protocol. There’s no requirement for a physical phone set. A headphone is good enough, provided it is connected to a personal computer.
Using the software application, the call can be recorded, shared, and monitored. Additionally, it is the software which affords so many functionalities to the VoIP phone.
Advantages And Disadvantages of Virtual Office Phone Systems
#1 Increase Your Savings
With CallHippo your setup and maintenance cost for a full-fledged office system is greatly reduced. Since VoIP is based on software applications and internet connected PCs are readily available in most offices, there’s no setup cost to create an office phone system.
#2 Increase in Customer Satisfaction
Professional virtual office phone systems like CallHippo provide a wide range of business functions such as IVR, call transfer, note-taking, etc. which help organizations service customers better. As a result, it creates a better experience for the customer and an increase in satisfaction.
#3 Agile Phone System
Unlike traditional phone lines, virtual office phone numbers are not tethered to your desktop or a landline set. In fact, CallHippo has it’s very own iOS and Android app. This means that your agents can now work from their smartphones itself. For small and medium businesses that are dependent on agile conditions, these features help save costs and keep the business running.
Since virtual phone systems are based on the cloud, it offers increased security for our client data. Unlike traditional systems, all your customer contact details and other data are not stored on your servers but rather in the cloud. This means that in case of any breach/data loss in your physical servers, your data is still intact.
#5 Build Your Brand
Using virtual office phone systems can not only save costs but help you build your brand as well. Customers, external stakeholders, and vendors engage through different lines of communication. But when they come across a single unified value system in your communication network driven by custom greetings, call hold and dynamic call transfer features, it will help create an identity for your business.
#6 Efficiency At All Levels
A business functions at different levels simultaneously. It will need simple and prompt communication in its internal communication system, while a prompt and complex interface for its myriad of customer services. Similarly, it will require agility for its support teams and yet confidentiality and security for its data.
Therefore, CallHippo allows businesses to meet all their needs with a single point solution. It allows them to build customer support teams, office phone systems, CRM-integrated communication systems as well as safeguard their information privacy.