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Upgrading to Hosted PBX for Communication in Small Businesses

More young professionals in the country are establishing their business ventures with each passing year. A study by the Statista Research Department found that there are 700 startups in the country recorded in October 2021, increasing by almost thrice the number from 2017. This data is a strong indication of young professionals’ confidence in the economy and business environment.

In fact, 83% of CEOs and founders reported that their respective businesses have recovered from the effects of the pandemic. Eighty-seven percent are confident they will experience revenue growth in the next three years, and another 83% carry a positive outlook for 2023 and in the next 12 months following September.

As businesses show growth and expansion, so does their need for efficient telecommunications solutions. After all, you don’t want limited communication lines to hamper your business. It’s wise to invest in a scalable telephony infrastructure — one that can adjust as your workforce diversifies.

An updated phone system answers this challenge up front. The superior scalability of a PBX phone system is perfect for small businesses that have plans for expansion.

What is an IP-PBX System?

A private branch exchange (PBX) refers to a private telephone network that consists of a telephone number (or more) and extensions. It’s used to create seamless communication lines between members of an organization (or in a business set-up, between departments or offices) and the world beyond. PBX allows users to connect multiple phones to an internal network without having to install physical phone lines for every device. It also permits users to forward external calls to specific extensions in the network.

So, how does a PBX system work?

Just imagine an analog switchboard. An operator answers the phone, asks the caller who he or she wants to speak to then connects the call to that person’s extension line. Since there can be many extensions nested under a phone number, small businesses using hosted PBX can support several phone lines, but pay only for a single phone bill.

As the technology evolved, PBX systems went digital, and then Internet protocol-based.

With IP-PBX, the Voice over Internet Protocol (VoIP) infrastructure and process takes effect, allowing you to make and receive voice calls through the Internet. This time, however, phone devices aren’t connected directly to the VoIP number; they’re registered as extension numbers instead. The extensions are connected to a secondary server (the PABX or private automatic branch exchange), which is nested under the VoIP number (the main server) and serves as the trunk that connects all extensions in the network.

So, calls are now routed in this manner: they first go through the main server, then to the PABX, which will then distribute the calls to the right extensions.

The bottom line of using a hosted IP-PBX for small businesses is to manage and ease communication in companies internally and between clients and suppliers. Using IP-PBX to manage calls can support organizational growth through its scalability. As for its other purpose, this technology gives the impression that an organization:

  • Has many departments and employees
  • Is established enough that it can afford this communication infrastructure
  • Is always accessible
  • Is technologically savvy

These are qualities that attract investors and potential business partners. Using VoIP and IP-PBX offers features that can enhance people’s perceptions about a business. Such an outcome would make investing in these technologies worth it.

pbx telephone

What is a Cloud-Based PBX?

A sub-classification of the IP-PBX system is a cloud-based PBX or phone system. It builds upon the traditional on-site PBX technology and VoIP-enabled software-based systems that came before it. It stores and transfers the voice and data it collects on an off-site server, making them accessible via the internet from virtually anywhere. As such, businesses are not required to keep any telecommunications hardware or equipment on site, apart from the phone handset.

The cloud PBX system lets small businesses enjoy the benefits of standard cloud-based functions, such as delivering calls over the internet and routing inbound calls. At the same time, it gives them access to an extensive array of traditional VoIP features like call forwarding, call recording, holding music, conference calling, and more.

Unique Features of Hosted PBX Systems

The online nature of cloud-hosted PBX systems allows it to offer unique and more advanced features like web phone capabilities and customer relationship management (CRM) software integration.

Web phones are browser-based applications and small businesses can use them to make voice and video calls via any web browser. Employees can use their phones or home computers to make secure calls from anywhere with a steady internet connection.

Some cloud telecommunication systems can be integrated with CRM software. Businesses can log their calls and keep track of interactions with customers. CRM integration can help streamline the storage, access, and organization of client information, as well. This, in turn, frees up more time and resources that can be diverted to more productive endeavors.

Automated attendants are another feature available through cloud-hosted telephone systems. Computerized or recorded automated messages are one way to make a professional impression over the phone, especially for first-time callers.

The Benefits of PBX Systems for Expanding Small Businesses

As small businesses grow, PBX systems play a pivotal role in business development by offering numerous advantages for streamlined communication and enhanced efficiency. Fully understanding its specific benefits can show emerging companies how PBX systems become invaluable tools for expanding businesses.

Telecommunications Systems that Adapt to Your Growth

Should your business set up new offices, expand its departments, or hire more employees, a hosted PBX won’t compromise the communication features it offers. Our solutions can support extensions or added functionalities. They’re not limited to a fixed number of lines. So, as your company expands, you don’t have to replace your existing telecommunications system — you only need to expand it.

It also works the other way around. If you think your company needs fewer lines, your hosted PBX system can easily scale down to accommodate staffing changes. This way, you don’t have to pay for services you aren’t using.

Customized to New Telecommunication Needs

As your business grows, it faces greater telecommunication challenges. For instance, the calls your company receives could balloon from a few dozen to hundreds. A hosted PBX grants you the flexibility to add features that help your employees address these challenges.

Additionally, in a hosted PBX system, adding hardware and updating systems are done at the VoIP provider’s location. Your staff doesn’t have to monitor or update on-site infrastructure. This means less support expense and more time to focus on other important IT concerns.

Allows Your Business to Expand Geographically

A hosted PBX system allows clear, crisp communication, wherever your employees are. Our team sees to it that all the parts of your telephony infrastructure are up and running, even during a power outage.

Because your business has reliable a telecommunications system in place, your workforce will have more confidence in its ability to expand geographically. There are, for instance, several emerging business districts outside Metro Manila, notably Clark, Pampanga, and Calabarzon.

Your company could expand and build office branches in these new business districts, or join organizations who eye new offices outside the country.

Accommodate Remote Workers

If you’re planning to acquire more remote workers, a hosted PBX system will make the management of your remote team easier. It’s also ideal if your business frequently sends employees to remote locations, training programs, or conferences.

A hosted PBX system allows you to connect your employee’s mobile phones to the office. This enables them to access the company line without having to be physically in the office.

The Ideal Phone Solution for Growing Small Businesses

More small businesses are switching to cloud-based communication thanks to its flexibility and cost-efficiency. Although cloud PBX systems may have higher upfront costs, its monthly fees are more reasonable. It also has the added advantage of not needing any in-house personnel to maintain servers as the system provider will handle the day-to-day upkeep.

Cloud-based telecommunication systems are more scalable, as well. Fast-growing small businesses will have no problems adapting the system to their growing employee numbers. Scaling a cloud PBX system is only a matter of logging in to the software and adding a new user.

Moreover, cloud-based phone systems are highly portable. Small businesses that are expanding or moving to a new office won’t have to worry about moving large system-specific hardware. Many systems also offer web or mobile compatibility which helps prevent communication downtime during changeovers.

Cloud-based PBX telephone systems’ ease of use, fast deployment, scalability, portability, and reasonable costs make it a perfect telecommunication solution for fast-growing small businesses. So, contact Kital today for professional help with your office telecommunication system.

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