A small business decides to upgrade its aging phone system

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Linking modern phone with business

With an old phone system, customers can’t make calls from their mobile phones and have to pick up the landline to call in. It could prevent potential customers from calling the business or prevent existing customers from getting ahold of it. However, a modern phone system allows both types of customers to reach the company when and where they want.

Customers can call from their mobile phones, leave their office or home, and still make calls directly to the business. And because the company can accept orders via online banking or a web form, customers don’t have to leave their office or home to place an order.

The small business owner isn’t sure what type of phone system to go with, so he looks into his options. He sees that the average cost of a traditional PBX is around $200/phone, while the average price of an IP-PBX is about $20/phone.

The small business owner can find a new phone system for under $500. The phone system provides all the current functions of the old system. The business owner knows that the new phone system will make the business more competitive, so he invests in the new system.

It would be cheaper to replace than to repair.

We should not spend thousands of dollars on repairs.

There are two ways to think about this: 1) what is the cost of maintaining the existing system versus the cost of building and deploying a new one; or 2) what is the cost of replacing the existing system versus the cost of upgrading the existing system?

Phone systems are getting old. And while you might assume that’s a good thing, a phone system is expensive to maintain. Phone systems need to be upgraded regularly to support new technologies. It’s better to upgrade the entire system than fix a single piece.

However, it may not be cost-effective to replace your entire phone system. The only phone system you should ever purchase supports your current needs, not just your immediate future.

Reasons why to upgrade your phone system?

The business owner and his staff decided to switch to a new phone system that would be easier to operate and manage. The old system was outdated, and the employees could no longer handle all of the phone calls coming through.

There are many reasons why you should upgrade your aging phone system:

1. Your phone system costs too much

Phone systems aren’t cheap. The total cost of ownership (TCO) of any phone system — including installation, maintenance, upgrades, repairs, and ongoing operating expenses — can run into thousands of dollars. And that’s before a company even thinks about the initial purchase cost.

In this case, you’d need to install new phones and provide the necessary wiring for those phones. After that, all you have to pay for are the monthly service fees. But what if you could avoid installing a new phone system altogether? It is a relatively common situation today, thanks to a solution called Voice Over Internet Protocol (VoIP), or IP telephony.

2. Your phone system is becoming obsolete.

If you have a telephone system that’s older than you, it may soon become obsolete. At the very least, it could be time to upgrade your equipment. Most plans have two components: the phone switches and the wiring to connect them to the phones themselves.

The old system could be made obsolete because the switches can’t keep up with new technology. The old wiring can become unreliable, too, leading to dropped calls and data errors.

The truth is that almost every company is becoming dependent on mobile devices for more than just communications and email. Mobile applications have transformed the way we work, shop, and connect to others, and with that transformation comes a need to provide seamless mobile experiences. An aging phone system will cause downtime and reduce productivity.

3. Your phone system can’t grow with your business.

I’m sure you don’t want to hear this, but it’s true: your current phone system may not be able to support your company’s growth. Your company may have grown so large that its existing phone system won’t be able to keep up. Or maybe you need to get a better phone system because your current one is too outdated.

It would help if you considered upgrading your old phone system. It would help if you did this sooner rather than later. It may cost you more money initially, but if you’re willing to invest in your business, you’ll save yourself a lot of headaches.

4. Your phone system lacks essential features.

While there is always value in a basic phone system for small businesses, for larger companies that need a robust and reliable phone system for their employees, you need a solution that offers far more. You need features such as caller ID, call screening, dialer pooling, voicemail, and call center management.

Your aging phone system lacks essential features, such as a call recording capability and advanced call management. This lack of functionality can hurt your bottom line in a big way. With Call Recorder, you can record all incoming and outgoing calls. It allows you to quickly identify problematic callers or clients or catch that critical client call in the act.

Depending on the situation, you can easily set up your phones to ring specific numbers for call management. You can have all calls come directly to the designated line. In other words, you can set up your phone system to suit your needs.

 If you’re not using them, you’re missing out on a lot of business. 

5. Your phone system is vulnerable to outages.

The most crucial point in this article is that aging phones and computers are not designed to be upgraded quickly. That’s why you see so many outages. While you can update a computer with the latest operating system, you cannot change out an entire phone system.

So what is a business owner to do? First, they need to accept that these old systems are in place and continue to be used. Second, they need to be realistic that the outages will continue.

Your aging phone system is vulnerable to outages. Here’s the scoop: your phone systems’ internal infrastructure is complex and prone to failure. They contain multiple hardware components and are constantly updated, making them vulnerable to loss.

Outages happen all the time, and many businesses are unaware of the problems lurking in their phone systems.

6. Your phone system has security vulnerabilities.

Even the most sophisticated of systems can be hacked or infiltrated with malware. While technology companies are usually quick to react to security breaches, some older equipment isn’t as fast.

Because they were built decades ago, these systems may be slow to upgrade or be too costly to purchase entirely new hardware. Instead, they may need to look for inexpensive, temporary fixes to keep their network functioning.

Insecure communication channels create fraud, misuse, and even identity theft risks. Hackers could pose employees or customers, intercept communications, change records, or steal confidential information.

Even if you don’t have a data breach, you need to protect your customer data and ensure that no one else can access your valuable information, such as credit card numbers and Social Security numbers.

Whether you have an aging phone system or implement a brand-new design, the solution is the same: You need to use encryption technology to encrypt the sensitive data you collect and store.

7. Your call quality and reliability are getting worse.

The other thing that the researchers found is that call quality starts deteriorating after five years and gets worse over time. People expect better sound quality, and there’s more stuff that breaks down.

Even with new products like the Apple iPhone XS Max, the audio quality drops after two or three years. The quality is better, but it doesn’t last.

 The phone system will move to an all-digital system soon. But, it doesn’t have to be a disaster. As we enter the next generation of VoIP, call quality will improve, especially regarding sound clarity.

8. Your phone system can’t support remote employees.

While remote employees have been around for years, the technology required to enable them has only recently become affordable, reliable, and scalable. When employees are in the office, they’re using the same phone system that you have, which is likely to work just fine.

But if they’re working from home, or even just away from the office, they’ll need to access your phone system remotely. And that’s when things can start to get tricky. The issue here isn’t the technology but how your system is set up.

What if your company suddenly had a remote employee? Could your aging phone system keep up with the demand? The answer is no. Remote work requires real-time communications, and while there are tools available to help reduce the burden on your phone system.

No tool can substitute for the real-time communication that a remote employee requires. Your aging phone system may be exemplary for dialing out, but it cannot effectively support a telecommuter.

9. Your business needs unified communications.

The last point on this list is that if you’re a business that isn’t utilizing unified communications, it may significantly hinder your success and cost you money. Today’s consumers are accustomed to a certain level of service.

They’re more comfortable when given options, and if your company is not offering this, you are missing out on a huge segment of your market.

Your employees need the ability to reach customers wherever they may be, whether they’re in the office or away from the office if they’re working alone or collaborating with others. They’re communicating via voice, video, SMS, or chat. Every employee has the same toolset to connect, collaborate, and share with unified communications.

10. Your phone system is crucial to your business.

Your aging phone system isn’t just slowing down your business. It’s killing it. Here’s why: People are constantly connected. The average U.S. worker spends about 50% of their day online. As your employees become more accustomed to being touched, they expect to receive information and updates at all-day hours.

They expect those services to be available on any device, be it mobile, desktop, laptop, or tablet. So, what happens if your outdated phone system doesn’t give it the ability to provide such services? Inevitably, your business will fall behind.

Having the right telephone system can be a significant differentiator between competing services and an excellent investment for your business. Telephone systems can range in price and functionality, but one thing is sure: if you’re investing in one, you want it to serve you well. It needs to offer all the necessary features your business needs at an affordable price.

You deserve a better business with an updated phone system.

The right phone system can improve your business’s productivity, sales, and customer service, so why don’t your employees use the best technology available? An updated phone system can solve this problem. Phone systems can integrate with CRM software to help you manage incoming calls, automate routine tasks, track call activity, and analyze data.

These systems are beneficial when dealing with high volumes of calls and customer support needs. If your current phone system isn’t up to par, talk to your technology provider about updating your existing system.

Here’s the situation: You love your current phone system, but it’s getting old and outdated, and you’re looking for a new system that will let you stay in touch with clients, keep you organized, and get you the right resources when you need them. You also want to save money on your communications needs.

If that sounds like you, you should consider choosing a VoIP phone system like Cisco Spark. Cisco Spark is an all-in-one solution featuring everything you need to give your business the best experience at the lowest price possible. And guess what? It’s easy to manage — even for those who aren’t tech-savvy. In fact, with the Cisco Spark app, it’s like having your very own personal assistant available 24/7.

How small businesses save money by installing and maintaining a new Phone System

Small businesses can save money and time by choosing a cloud-based phone system. Instead of installing hardware, updating software, setting up accounts, and training staff members to operate an on-premise phone system, small businesses can log onto a service such as Vonage Business. Use the internet to make and receive calls from anywhere with Wi-Fi.

There are several ways to save money regarding technology and small business. One of these ways is to install and maintain a new phone system. A phone system can cost thousands of dollars and eat up a lot of your budget in terms of labor, supplies, and maintenance. So why spend so much on a phone system? Why not just invest in a VoIP phone system? The answer is simple. A VoIP phone system allows you to make phone calls at a fraction of the cost.

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