Discover What Is the Best Phone System for a Small Business

Choosing the right phone system can help any small business. It influences how you connect with customers, streamlines internal communication, and helps to manage costs. In today's tech-driven industry, upgrading your phone system can give you a competitive edge. This guide will answer the question ‘What is the best phone system for a small business?’ We’ll look at the process of choosing a phone system and help you choose a business phone. 

The Power of VoIP for Small Businesses

Voice over Internet Protocol (VoIP) is transforming the business communication landscape. Unlike traditional landlines that rely on physical infrastructure, VoIP uses your existing internet connection to make and receive calls. This means big cost savings, and access to advanced features like video calls and call analytics. Plus, the flexibility to work from anywhere with an internet connection.

VoIP phone systems offer agility and adaptability, especially for growing businesses. You can add new users or upgrade features without requiring major infrastructure changes. This scalability is a major advantage for small businesses anticipating growth.

Key Features That Drive Business Success

When evaluating phone systems, give careful thought to how specific features align with the way your business operates and the level of customer service you want to maintain. 

Auto Attendant

A well-designed auto attendant projects professionalism and streamlines call routing. It directs callers to the appropriate department or individual, minimising wait times. Advanced auto attendants can even personalise the caller experience based on their prior interactions or account information.

Call Forwarding and Voicemail Transcription

Call forwarding allows you to receive calls on your mobile or alternate lines when you're out of the office. Voicemail transcription transforms audio messages into text, simplifying the process of prioritising and responding to customer enquiries.

Video Conferencing

Video conferencing sets up virtual client meetings, collaboration across dispersed teams, and even remote interviews. Choose a system that offers high-quality video, screen sharing, and seamless integration with your existing communication tools.

CRM Integration

Merging your phone system with your Customer Relationship Management (CRM) platform enhances sales and support interactions. Relevant customer information, including past interactions, becomes visible during calls. This enables your team to deliver a personalised, efficient service that strengthens customer relationships.

Analytics and Reporting

Look for systems with robust analytics and reporting tools that reveal patterns in call data. Track call volume, measure customer satisfaction, pinpoint areas for staff training, and identify opportunities for process improvement. Harness this information for data-driven decision-making and continuous refinement of your operations.

Pricing Models For Small Business Phone Systems

Most VoIP providers use either a per-user pricing model or a usage-based approach. Per-user plans generally offer unlimited calls with a fixed monthly cost, while usage-based plans bill you for the actual minutes used.

Compare the included features, any additional costs for advanced functionality, and how the pricing structure aligns with your anticipated call volume. Look for providers that offer transparent pricing and flexible options to match your business requirements.

Integration Capabilities and User-Friendliness

Even the most feature-rich phone system won't deliver its full potential if it's difficult to use. Prioritise systems with intuitive interfaces and easy-to-understand settings. This minimises the learning curve, enabling your team to adopt the new technology and minimise the time spent on training.

A user-friendly system also has better call quality and encourages customer interactions. When your employees can access features like call transfers, conference calls, and voicemail management, they can provide seamless service to your customers.

Excellent customer support is a non-negotiable factor in selecting a phone system provider. Technical issues can arise unexpectedly, and you need a responsive IT partner to resolve them. Look for providers with 24/7 availability, multiple channels for support (phone, email, live chat), and a solid reputation for fast issue resolution.

Essential Tech's Real-World Success Stories

You need to find a partner who can deliver results. Here's how Essential Tech's solutions have helped propel Australian businesses forward:

Essential Tech Voice 

Voice Essentials offers streamlined calling functionality at competitive prices. This makes it ideal for small businesses that want a reliable system. For example, a Brisbane-based startup specialising in eco-friendly products chose Voice Essentials to manage their growing customer enquiries while remaining cost-effective.

Calibre Real Estate 

This expanding real estate agency faced inconsistent phone bills and service disruptions impacting their client relationships. Essential Tech's expertise not only stabilised their costs but also identified areas where they could upgrade to a better phone system without a budget increase. 

Kids Matters 

This non-profit organisation experienced slow, unreliable internet that hampered their critical work supporting children's mental health. When their existing provider was unresponsive, Essential Tech stepped in, diagnosing the issue and implementing a solution that improved their internet speed. Kids Matters now provide the best possible support to vulnerable children and families.

Finding the Best Phone System for Your Business

So, what is the best phone system for a small business? Selecting the best phone system for your small business involves careful consideration of your company's size, growth trajectory, customer service priorities, and budget. 

VoIP's flexibility, feature-rich capabilities, and cost-effectiveness make it a compelling choice for future-focused businesses. Look for providers that prioritise user-friendliness and offer ongoing, reliable support.

Essential Tech is familiar with Australian small businesses. We offer a range of solutions, from streamlined VoIP systems to advanced integrations and analytics. We also provide a free quote. Our team provides you with options and finds the ideal phone system to propel your business forward.