Key Things to Consider When Choosing Phones for Small Businesses
Updated on July 29, 2024 / 4 min read
Clear communication is a driving force for any business, especially those still in their initial stages. Efficiently sharing information and streamlining collaborations are key factors that can determine the success or failure of small businesses. A phone system plays a vital role in achieving these objectives. This is why business owners and managers must carefully consider several factors before spending their hard-earned revenue on a specific device or telecom brand.
Factors to consider while purchasing phones for small businesses
Businesses need to focus on certain specifics when scanning various phone systems. Some attributes are non-negotiable for small businesses.
1. Efficiency in handling high call volume
Any business will receive a lot of calls from various sources. For example, businesses must perpetually keep in touch with their clients, employees, service partners, and even domestic and international authorities on specific occasions. A high volume of calls is inevitable for small businesses, so they need to purchase phones that do not break down or lag when a deluge of calls goes through them. A phone system facilitates good call management by ensuring that the right person in a workplace answers business-related calls, voicemails are recorded, managed, and responded to quickly, and specific calls are escalated to higher departments within the business based on priority and urgency. For this reason, many companies purchase and use multiple phone systems to efficiently manage their communication workload. Nonetheless, modern phone systems must be able to manage high call volumes efficiently.
2. An intuitive user interface
Businesses use their phone systems for various operations. Users will manage multiple operations through the device’s UI. This is why a phone system needs to have an easy-to-use and intuitive user interface. Users must be able to navigate through the interface and carry out operations without any major confusion. Complicated user interfaces tend to have several menus and submenus and tacky, difficult-to-decipher display systems. Such systems will slow down business operations and create a sense of confusion in the minds of business owners and employees. Systems with fluid and simple interfaces do the opposite: They speed up operations and display information clearly and concisely, making everything easier for business owners and employees across different levels of a small business.
3. Data recovery
Phones store a lot of data about key contacts and business operations, which is invaluable for organizations of all sizes. Critical client-related information is often stored in the record books of phone systems. These systems also store critical information related to past conversations and company schedules. When all this information is lost due to unforeseen circumstances, the business using such devices will lose a lot of money to retrieve it. This is why the best phone systems have the provisions to back up data and enable recovery.
Phone system recommendations for various small businesses
1. Retail spaces and offices
Businesses where the core operations are carried out through offices and retail spaces generally need to use cloud-hosting services for optimal results. Traditional office phone systems lack the flexibility and versatility required for this purpose. This is why phones that support analog fax machines, landline desk phones, and overhead paging systems and facilitate the transition from traditional office phone systems to cloud-based ones are ideal for such businesses. Offices and retail spaces also work well with systems that enable Voice over Internet Protocol (VoIP). Phones with all these capabilities need to have a straightforward setup and user interface, which would make them perfect for users new to VoIP.
2. Managing customer conversations
Efficient customer care and grievance resolution are other key elements on which any business can measure its success and failure. Small businesses prioritizing customer conversations must invest in phone systems that can retrieve interactions from multiple communication channels, such as text messages, voicemail, email, and calls. After pulling up multiple conversations, these devices can organize them into threaded conversations. This means that users can see call notes, transcripts, and customer surveys without switching apps. Such phones help speed up customer conversations for businesses.
3. Warehousing operations
Businesses that use several digital service platforms need phone systems that can integrate with each one to facilitate unified communication. Certain modern phones make this integration possible with AI-driven capabilities for voice and messaging, as well as real-time video transcriptions, summaries, and highlights. Warehouse managers communicate with several departments in an organization, such as with transportation handlers, inventory managers, manufacturing heads, and important representatives from other departments. Although phones that simplify the integration of multiple services and online platforms may be expensive, they can help small businesses run their operations smoothly.
From the next best thing in fitness, to the latest DIY craze, to finding your next holiday destination - you won't have to look any further than here.
