Introduction

Businesses must be able to communicate professionally to gain customer trust, respond promptly to their inquiries, and function properly. If an on-site telephone system is used, however, there is a need for extra equipment, maintenance and technical resources. An alternative is to have an alternative business phone service that has a specialist provider running it. Professional calling features are available to businesses without them needing to keep all the telephone systems.

What is a Hosted Business Phone System?

A hosted business phone system is a phone system in which the provider manages and maintains the primary communications infrastructure for the business.

Companies are able to use the provider's hosted platform to route calls and extensions, and to manage communication settings, instead of setting up and operating a full-featured private telephone exchange on their premises.

Employees are able to link each other via compatible IP phones, computers or mobile applications. This system can be used for businesses that have only one office, a few branches or remote employees.

Hosted systems will typically take advantage of Voice over Internet Protocol (VoIP), which is technology that moves voice calls through internet connections or data networks that are compatible with this technology.

Hosted and cloud-based phone systems are similar, but there are some nuances in how they are offered. 

Features and responsibilities vary according to provider and product.

The basic functionality of a virtual phone system is as follows:

Incoming calls to hosted systems can be diverted to receptionists, departments or individual staff members. This ensures the customer isn't put in touch with the wrong person, saving waste of time.

An automatic receptionist is able to greet visitors and provide menus. Customers can choose from sales, technical support or billing to get to the right department, for instance.

Employees don't have to memorize the numbers of individual colleagues to talk to them. This can be very beneficial to companies that have multiple departments or offices.

For some systems, emails are sent and/or voicemails are transcribed as text messages (depending on the subscription).

There can be some benefits in configuring users, call-routing rules and even looking at some of the call reports which are available using management dashboards. These are the tools that enable businesses to keep track of their communication operations.

What are the reasons why businesses choose to use hosted telephone services?

A business telephone system in the cloud can help lighten the burden of managing an on-site phone system. The provider takes care of much of the underlying infrastructure, enabling the business to concentrate on its main activities.

Minimized infrastructure needs: Businesses may not have to buy and operate a conventional private branch exchange (PBX) system. You might need to use compatible phones and network equipment.

Reliable service charges: It can become easier to plan expenses if you have subscription pricing. Businesses, however, should check out set-up costs, extra features, usage fees and contract conditions.

Flexible staffing: New staff may be provided via the provider's admin portal. Telephone service for remote workers might also be the same.

Better customer management: Call routing, voicemail and automated reception can make customer enquiries more professional.

Provider-managed maintenance: Maintenance of software and platform is typically performed by the provider, while the customer is responsible for the security of the devices and networks and their accounts.

How to Choose An Appropriate Hosted Phone Service Provider.

More than the monthly cost, there are several factors to consider when selecting a provider. First, consider your business size, volume of calls you anticipate, and your communication priorities.

See if it offers the functions your team requires, including mobile access, integrations with business software, call queues, and call recording.

Reliability is also crucial. Discuss service availability, technical support hours, outages and disaster recovery plans.

Examine security protocols such as data retention, administrative permissions, multi-factor authentication and encryption (available). If you record calls for your business, ensure processes are in compliance with related privacy and recording regulations.

Last but not least, check if the service provider has the same telephone numbers and compatible devices. It's best to check out the platform with a trial or demonstration before committing to a long-term subscription.

Frequently Asked Questions

Q1. Why is a hosted business phone system the best thing?

Its biggest benefit is that the provider takes care of the central telephone system, which eliminates the need for enterprises to have an entire on-site phone system to maintain.

Q2. Does a hosted phone system work for small businesses?

Yes. Automated reception, call forwarding, voicemail, and other features are available to small businesses without having to maintain large telephone networks.

Q3. Is a business phone system suitable for teleworkers?

Yes. Depending on the compatibility of the devices and applications, many hosted systems are compatible with remote access, if there is internet access.

Q4. Are hosted phone systems maintenance-free?

The service provider typically takes care of the platform that is being hosted, but the company must ensure that they have compatible devices, internet connections, and the right security measures in place.

Conclusion

For businesses that don't require the maintenance of a full on-site telephony infrastructure, a hosted business phone system is a convenient solution for managing professional communication. Automated reception, extension dialling, call queuing and voicemail can help to enhance customer service and organised team working. Assess reliability, security, pricing, and support from the provider to ensure the hosted solution aligns with the businesses' communication requirements and continues to foster sustained growth.