Business Phone Systems: The Pros and Cons
Seventy-five percent of all consumers believe that phone calls help them get quicker responses from businesses. It’s no wonder that almost two-thirds of consumers prefer contacting brands by phone call over other methods.
When you know that most of your potential and existing customers will try to reach you via phone call, it’s only smart to invest in a highly reliable business phone system. The good news is that today’s companies can choose from a variety of business phone systems on offer.
In this blog, we will take a closer look at some of the top phone systems you can find today. We’ll highlight the pros and cons of each business phone system, so it’s easier for you to decide which to invest in.
KSU Business Phone System
The Key System Unit (KSU) is the most basic business phone system on offer today. It’s similar to a home phone but is meant for business use.
A KSU offers power, signal, and connectivity, allowing you to make business calls. The unit offers more functionality than a regular phone.
KSU business phones typically feature buttons that let you know when a line is in use. You can also put callers on hold, select your outgoing line, use an intercom, and call an in-office extension. The typical KSU phone system has a central switching device whose installation and maintenance should be taken care of by a professional.
What Are the Pros of KSU Phone Systems?
KSU phone systems have several benefits that make them the preferred communication system for some businesses. For instance, these systems are incredibly easy to use. That means your employees won’t need to spend time and money learning how to use these business systems.
In addition, a KSU phone system will often work with your existing phone wiring. That can save you money when it comes to installation.
Users of these phone systems also love the fact that they aren’t costly to repair.
KSU Phone System Cons
KSU phone systems have certain drawbacks that you need to be aware of before you decide they’re ideal for your small business. One major con of these phone calls is that they aren’t portable. If you’re in a business that requires staff to move around often, this is a huge setback.
A KSU phone system can also be difficult to scale. If your business grows and your business phone needs increase, a KSU system can prove quite limiting. The system also has limited customization options, which is also a significant drawback.
KSU-less Phone System
KSU-less business phone systems are similar to KSU systems, except they’re wireless. A KSU-less system doesn’t require a central cabinet. Instead, every phone in the system has the circuitry needed to provide a variety of features.
Installation of a KSU-less system is simple. The technician only needs to plug the phone into the phone jacks that are already in place.
Strengths of KSU-less Phone System
One of the top benefits of installing a KSU-less phone system is that the system doesn’t require the wiring associated with some other systems. It’s easy to unplug the system and move it to a new location or sell it. Due to this flexibility, you can treat a KSU-less phone system like your other business equipment, not as a permanent installation on your company premises.
With a KSU-less phone system, you also enjoy less vulnerability to equipment issues. When you use a KSU system, a failure in one area often results in a system-wide disruption, with the entire company’s telecommunications affected. A KSU-less phone system limits any damage to the specific unit affected, with the rest of the system operating as usual.
Cons of KSU-less Systems
One of the major limitations of KSU-less phone systems is capacity. This phone system only works when your business needs a few phones and lines. The majority of these systems can only accommodate four lines and eight phones.
Thus, with a KSU-less phone system, you get a huge scalability problem. Once your business starts to expand beyond your initial limits, you end up losing your initial investment as you upgrade.
Another limitation is that you may not get all the features you need with a KSU-less system. You’ll notice that you’re limited to one call at a time when you need to place an intercom call to another extension. Moreover, the system can't support the needs of companies that need voice mail and sophisticated call tracking options.
Private Branch Exchange (PBX) Phone Systems
A PBX phone system is a switching system that serves a private organization and allows the sharing of phone lines between telephones installed internally. Thus, internal phones can communicate between themselves within the business without the need for external lines.
In this telephone system, the central office line offers connections to the PSTN (public switched telephone network). The PBX allows the shared use of these lines between users in your organization.
Thanks to the intercommunication ability of PBX, two or more users can connect directly without using the PSTN. In other words, communication doesn't need to first go outside the world and come back in.
What Are the Pros of PBX?
One of the top benefits of PBX is that customers have more control over their business phone system. In addition, the monthly costs of this phone system are low once you’re done with the initial outlay. PBX systems also seamlessly integrate with other business software programs, including CRM systems.
When you work with a PBX provider, they usually provide the necessary installation and programming services. Besides, your provider will train your staff on how to use the phone system correctly.
PBX Phone System Cons
Just like all the other phone systems out there, the PBX has its weaknesses too. Many organizations find the initial costs quite high as a result of the hardware and software licensing requirements. You’ll also find that PBX requires internal management and expertise, which adds to the cost of running the system.
There’s also the worry that a power outage will result in downtime, which can be a costly affair. There are also scalability restrictions that may inconvenience you once your communication needs increase.
VoIP Phone System
Voice over Internet Protocol (VoIP) technology has taken the world by storm, with the industry’s worth surpassing $85 billion in 2021. That figure will grow to $102.5 billion by 2026.
VoIP refers to a digital form of voice communication through internet networks. The technology is quickly replacing analog phone systems, with a staggering 3 billion people using mobile VoIP in 2021.
The exponential growth in popularity of VoIP systems is because of the many valuable features they provide. Some of the more popular features include voicemail-to-email, auto attendants, and music on hold. Previously, these features were only available to larger businesses.
Since the inception of VoIP in the 90s, the technology has grown to the point that VoIP systems are by far the most popular alternative to landline services today. Businesses no longer want to use the traditional copper wiring that landline systems do. With VoIP, they can simply use their internet connection to make and receive calls.
Strengths of VoIP Phone Systems
Businesses that switch to VoIP phone systems stand to reap many benefits, both in the short and long term. Perhaps the biggest benefit is affordability. Small businesses can cut their startup costs by up to 90% by using VoIP. The monthly costs associated with VoIP are significantly lower compared to other phone systems.
VoIP phone systems are also highly portable. That’s because VoIP uses the internet, so you can make and receive calls from anywhere and at any time, as long as you have a stable internet connection. It’s no wonder VoIP is preferred by all top companies, including the best internet marketing companies in the world.
Another benefit you enjoy with a VoIP phone system is scalability. You can easily upgrade your plan without needing to upgrade hardware. It’s why anyone intent on finding the best phone systems in 2022 cannot go wrong with VoIP.
VoIP System Downsides
Perhaps the main challenge with a VoIP business system is that it’s entirely dependent on intent connectivity and stability. Any problems with your internet service provider can result in serious downtime.
Choose the Right Business Phone Systems for Your Company
Technological advancement in communication has meant that businesses are no longer confined to the era of the landline system. Instead, any company can choose from a variety of business phone systems the solution that best works for them. Consider the strengths and weaknesses of any phone system before purchasing one to end up with a system that takes your business to the next level.
Are you in the market for a business phone system? Get in touch with us today to get a quote.
Author: Hudson Piccini
Hudson Cynar, a Harvard University alumna and the owner of three prosperous enterprises, is a distinguished business consultant, author, and writer. Her expertise spans multiple business sectors, with a particular emphasis on storage containers, commercial copiers, payroll services, and medical billing software. Dedicatedly investing thousands of hours into product and service research, Hudson crafts insightful reviews to guide entrepreneurs in making informed decisions for their businesses.