If you have a large staff of employees at your company, you are going to need a phone system. More elaborate business phone systems are essential when a company requires multiple lines located in different offices, reception areas, or conference rooms.

a work desk phone close-up

You may only have a handful of phones if your business is small, or a few thousand for large multi-office corporations. No matter how large a system your business needs, you are going to want to install features that allow your phone network to build your business success. Here are some useful steps to make sure your business phone systems enable your company to meet that objective.

Main Steps to a Dynamic Business Phone System

These steps for enabling business phone systems will depend on the size of your company. However, all of these tips will prove useful, especially if you plan for future growth. The most important attributes of business phone systems allow company growth. At some point in time, each of these tips can prove valuable.

Choice of Phone Technology

Picking the right technology for your business phone systems is step one. One critical part of making the right choice is the size of your company. Again, if you expect any tendency for rapid growth, account for that when picking the phone technology you will use.

Key KSU-Less Systems

If you are a small company with less than ten employees or have immediate budget concerns, the KSU-Less system is the most basic technology other than a normal phone line. It is affordable, but there are limitations. The features are simple, but often adequate for a small business operation.

You will have many advanced options like call transferring, conference calling and multiple lines. However, this system usually offers little or no support, so you will have to have an in-house staff to fix any problems. These are inexpensive business phone systems for very simple business operations.

Key System Unit

The KSU system is one step above the previous option. They are adequate for small to medium-sized business phone systems. You will have multiple line capability all coordinated from a central control unit, or a Key System Unit (KSU).

KSU systems can successfully handle up to around 75 individual phones. Most major telecommunications vendors offer KSU systems, many with free installation and tech support. One key feature of a KSU system is the ability to quickly expand to the next higher option if your business grows, but the flexibility is not as great as with the next higher option.

Private Branch Exchanges

The third choice, Private Branch Exchange technology (PBX), is the most common phone technology used by mid to large businesses. It can handle a few hundred phone lines. PBX business phone systems will have a higher installation cost, but if a high call volume is expected, it can handle thousands of inbound calls.

With private branch exchanges, the security features of the system are tremendous. Lost calls percentages are less than 1%. Many of the computerized incoming call recorders will only operate on PBX or higher business phone systems. This phone technology will meet the needs of any business that does not foresee using Internet call technology.

Voice Over Internet Protocol

the VoIP system explained in a simple graphic representation

In today’s rapidly advancing technological road, VoIP technology is “where the rubber meets the road” as the old saying goes. This elaborate phone technology will enable your business to compete at the highest level worldwide. Moreover, VoIP technology can be integrated with a website, use Internet calling capabilities, plus has high-level technical support.

If you have any aspirations for Internet-based systems, video calls, or envision potential privacy and security issues, this is the technology you need. Each of the following steps to building the most enabling business phone system evolves around having VoIP technology.

Important Additional Features

If you have a small business, where phone communication requirements are basic, and you plan them to remain that way, one of the first three technologies may be suitable. However, if you envision Internet calling, video capabilities, or foresee any chance for rapid growth, these additional tools will prove priceless.

Cloud Backup

One benefit of VoIP telephone technology is a cloud backup system. When the number of customers and clients grows the burden of keeping track of all that information becomes difficult.

If any of the lesser technologies fail, you could lose all your customer data. VoIP technology has automatic cloud backup of all customer data, recorded call files and other forms of communication data.

Privacy & Security

One frequently overlooked concern is client confidentiality and privacy. If your data is compromised, your business could be liable. Online communications and sending information over the Internet, opens your business up to security issues. Furthermore, hackers can invade basic phone technology and steal sensitive information. Your customers can also easily know which phone technology you’re using.

When you pick a VoIP system, with the myriad of sensitive security features, you show that your company cares about data protection and privacy. Showing a high level of concern for your customer’s information is a terrific step towards enabling the success of your business.

Virtual Private Network

To further minimize security risks, think about integrating your VoIP technology with a virtual private network, or VPN. Instituting a VPN allows a router to encrypt all audio files, shipping them across a secure channel. With this integration, you can access your phones from anywhere, without the worry of exposing your customer’s private information.

Software Integration

The final step in expanding the capabilities of your phone system involves the endless number of software additions you can use with VoIP technology. There are software solutions to handle Customer Relationship Management, human resources and recruitment, project management, accounting/booking, plus a number of specialized inventory programs that can be accessed via a VoIP phone system.

Let’s Recap

The possibilities for integrating specialized software with business phone systems using VoIP technology will enable your business with infinite expansion potential. If you are confident you’ll never have more than a handful of employees who rarely use the phone. Moreover, a basic phone service will be sufficient. However, you really want to open up the growth potential and enable your business phone system, VoIP technology is what you need.

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