Choosing The Best Office Phone System For Small Businesses

Fri, 18 Oct 2024
Office phone system for small businesses

As a small business, you want to ensure that you look as standard and professional as big businesses, so you can attract customers who won’t hesitate to pay you what you’re worth.

You also want to ensure communication with your employees and customers is smooth, effective, and reliable.

The solution to this? A good office phone system.

 

PressOne: The Best Office Phone System For Small Businesses

  • Look bigger and more professional to potential customers
  • Single number for multiple employees
  • Transfer Customers Easily: Never miss a call/sale
  • Gain visibility into ‌all calls in your business

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You Are Losing Sales With Your Current Business Phone

Without a good office phone system for small businesses, here are a couple of challenges you may be facing:

 

You Don’t Look Like A World-Class Business

What kind of business phone do you use? One with a sim card with multiple phone numbers? It makes you look small to customers and they are most likely to view you as unprofessional. You need to look like a world class business.

 

You Struggle To Convert & Make Sales

Does your staff struggle to convert customers who call to ask about your services? How do they sell your services or assure customers of your quality? How will you know to coach them to sell better to customers?

 

Related:

 

You Have No Visibility Into Customer Calls

Do you know what your staff are saying to your customers or what your customers really want? You can’t rely on word of mouth information from your staff only. For quality assurance, you need a proper office phone system for small businesses,

 

Slow Response Time & Missed Customer Calls

Responding late and missing customer calls is an indication that your business is not a serious one. Your business phone should never be unavailable or switched off, causing you to lose sales.

 

Take Control Of Your Calls, Look Like A World Class Business

office phone system

1. Look Big, Earn Big

Look like a big company to potential customers by greeting them with a professional caller greeting message. Transfer them to the right team with our IVR feature and never put them on hold or miss a sale

 

Example

Company: Green Earth Landscaping

“Thank you for calling Green Earth Landscaping. Welcome to our office. If you’re calling to schedule a lawn care appointment, press 1. For garden design inquiries, press 2. For all other questions, press 3. Or, please hold for assistance.”

 

Benefits:

  • Directs callers to relevant departments
  • Reduces hold times and improves customer experience
  • Projects professionalism and organization

This greeting can be customized, updated, and managed easily through the virtual phone system’s dashboard. You can also customize it to make customers more aware of promos, special offers/discounts or season greetings

 

Read Also:

  • How to Manage Your Business Call Log Effectively

 

2. Never Miss A Detail

Gain full visibility into your calls no matter where you are. Playback conversations between your staff and customers and coach them on how to attend to and sell better to customers. Monitor progress and service quality. A PressOne office phone system for small businesses makes all this possible.

 

Example:

Company: Royal Customer Service

Use Case: Training and Quality Assurance

Scenario: Royal Customer Service receives a call from a customer inquiring about a product return. The customer service representative, John, assists the customer and resolves the issue.

 

Call Recording Benefits:

  • Review call to ensure issue was resolved correctly
  • Evaluate John’s customer service skills for training purposes
  • Verify adherence to company policies and procedures
  • Improve future customer interactions

 

How it Works:

  1. Call is automatically recorded
  2. Recording is stored in the virtual phone system’s dashboard
  3. Supervisor reviews recording, provides feedback to John
  4. Recording is used for training new customer service representatives

 

Benefits:

  • Enhanced customer satisfaction
  • Improved employee performance
  • Reduced disputes and liability
  • Compliance with regulatory requirements

 

3. Manage Business Calls & Team

See all call activities of your staff in real time with call analytics. Know how many calls you receive per day, when customers call the most and what they’re calling about. Make data-driven decisions and planning for peak hours.

 

Example

Company: QuickResponse Plumbing

Use Case: Optimizing Call Response and Resource Allocation

Scenario: QuickResponse Plumbing wants to improve its response time and resource allocation to better serve customers.

 

Call Analytics Benefits:

  • Identify peak call hours (8am-12pm) and days (Mondays and Fridays)
  • Determine top call reasons (emergency repairs, scheduling, and estimates)
  • Analyze average response time (2.5 minutes) and abandonment rate (15%)
  • Track call volume by location (city/region)

 

How it Works:

  1. Call data is collected and analyzed
  2. Insights are visualized on the virtual phone system’s dashboard
  3. Management adjusts staffing and scheduling accordingly
  4. Response times and abandonment rates are monitored for improvement

 

Benefits:

  • Enhanced customer experience
  • Improved resource allocation
  • Increased efficiency
  • Data-driven decision-making

 

Some common call analytics metrics:

  • Call volume and frequency
  • Average response time
  • Abandonment rate
  • Call duration
  • Top call reasons
  • Geographic call distribution
  • Staff performance and productivity

 

4. Integrate With Existing Tools

With a good office phone system for small businesses, you will know what your customers want, even before they ask. Leverage our customer relationship management tool to understand their purchase behaviour and preferences. Make ‌customer support easier with our helpdesk integrations

 

Available Integrations

Leverage our Integrations and do more with your PressOne office phone system

🚀 Zoho CRM: Track call logs and activities easily

🚀 Hubspot: Manage your call records and close deals seamlessly

🚀 Zendesk: Improve your overall customer experience and effortlessly transfer calls

🚀 Chrome Extension: Make and Receive calls conveniently from your chrome browser

🚀 Freshdesk: Use call identification for a more efficient customer support team

🚀 Zapier: Automate workflows, combine your phone system with over 7,000 business apps

 

And many more Integrations to enjoy!

 

For You:

 

5. Make & Receive Calls From Anywhere

Traditional landlines cannot give you the kind of flexibility you need for your business. Make and receive calls from anywhere, on any device, using mobile apps or your laptop. Your virtual office phone system will go anywhere with you.

 

Example

Company: MobileMed Care

Use Case: Remote Healthcare Consultations

Scenario: Dr. Frank, a MobileMed Care physician, needs to make and receive calls with patients while traveling to conferences and working remotely.

 

Flexibility Benefits:

  • Make and receive calls from anywhere (office, home, or on-the-go)
  • Use any device (desktop, laptop, smartphone, or tablet)
  • Maintain a professional presence regardless of location

 

How it Works:

  1. Dr. Smith downloads the virtual phone system app (e.g., OpenPhone)
  2. Logs in to access MobileMed Care’s phone system
  3. Makes and receives calls using Wi-Fi or cellular data
  4. Accesses call logs, voicemail, and other features remotely

 

Benefits:

  • Increased mobility and flexibility
  • Improved work-life balance
  • Enhanced customer/patient satisfaction
  • Reduced missed calls and voicemails

 

6. A Phone System That Grows With You

Easily add or remove users, numbers, and features as your business grows or changes. Get a phone system that grows or scales with you.

Looking to expand to international countries as well? Leverage our Go-global plan and get business phone numbers and virtual addresses in 25+ countries. PressOne’s office phone system for small businesses will make this a reality for you.

 

Example

Company: GrowingStartups Inc.

Use Case: Seamless Expansion to New Markets

Scenario: GrowingStartups Inc. expands from 10 employees to 50 across 3 new locations within 6 months.

 

Scalability Benefits:

  • Easily add new phone numbers and extensions
  • Quickly scale up or down to match growing team
  • Integrate new locations seamlessly
  • Maintain consistent customer experience

 

How it Works:

  1. GrowingStartups Inc. anticipates expansion
  2. Virtual phone system provider (e.g., PressOne) is notified
  3. New numbers and extensions are provisioned instantly
  4. System configurations are updated to accommodate growth

 

Some scalability features in virtual phone systems:

  • Plan upgrade
  • Real-time updates to system configurations
  • Elastic cloud infrastructure
  • Seamless integration with existing infrastructure

 

7. Single Phone, Multiple Employees

A PressOne office phone system is a single phone number that comes with a central dashboard. It can be used by everyone on your team, all at the same time, without interruptions. It also allows them to make and receive calls easily from their existing devices (phones or laptops)

  • Create an account with PressOne and choose your preferred plan
  • Choose any PressOne Number
  • Easily manage your calls & your team right from your device

 

Top Pick:

 

See the Difference: PressOne vs Landline Phone System

Office phone system for small business

 

 

Choosing An Office Phone System For Small Businesses

Here are 10 steps to take when choosing an office phone system for small businesses:

  1. Define Your Needs: Identify required features and budget. How many users do you want to onboard?
  2. Research Options: Explore traditional landline, VoIP (Voice over Internet Protocol), and cloud-based phone systems.
  3. Consider Scalability: Choose a system that easily adapts to growing teams and changing needs.
  4. Evaluate Call Quality: Assess voice clarity, reliability, and minimal dropped calls.
  5. Review Features: Look for auto-attendant, call forwarding and transfer, voicemail and transcription, call recording and analytics
  6. Check Compatibility: Ensure compatibility with existing hardware, software, and mobile devices.
  7. Assess Reliability and Uptime: Look for providers with high uptime guarantees (99.9%+).
  8. Examine Security: Verify encryption, secure call protocols, and compliance with regulations.
  9. Compare Pricing and Plans: Calculate total costs, including hardware, software, and monthly fees.
  10. Test and Review: Take advantage of free trials or demos to evaluate system performance and user experience.

 

Additional considerations:

  • Customer support and training
  • Integration with CRM and other business tools
  • Mobile app functionality
  • International calling and rates
  • Contract terms and cancellation policies

 

Ready to communicate effectively to customers, boost sales conversion and look like a bigger business? Try PressOne today

Get Started

 

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