As businesses abandon the landline telephone system, business communication has become vastly different. Organisations today may deal with calls by making use of technology that is based on the web, without having to keep complex phone hardware on-site. This flexibility can be achieved with a hosted phone system, which moves much of the phone infrastructure to a provider-managed environment.
In the UK, this can be used to assist the office staff, remote workers, expanding companies and organisations with multiple offices. Businesses can use calling features over the internet and compatible devices rather than buying into and maintaining a traditional PBX.
By knowing how the technology functions, what features it offers, and what factors to take into consideration when deciding on a provider, businesses can make better decisions.
What is a “Hosted Phone System”?
A hosted phone system is a business telephone service in which the provider takes care of the phone system infrastructure to the business’s benefit. This means that the calls and services are delivered via the provider’s network, instead of running a physical PBX system on-site.
Voice over Internet Protocol (VoIP) is typically employed to carry calls via an internet connection. Use of desk phones, computers, mobile applications or other supported devices for making and receiving business calls.
A hosted business phone system can thus deliver many of the features of an office phone system, but without the burden of owning and maintaining the phone system itself.
How Does Hosted Business Telephony Work?
Hosted phone systems have the provider operating and maintaining the core telephony system. This business is the link between its users and devices, typically via an internet connection.
Voice data is sent via a voice over Internet protocol (VoIP) when an employee calls. Incoming calls are routed through the hosted platform to the appropriate user, department or device.
Features like call forwarding, voicemail, an automated attendant, call queues and business-hours routing may be set up by businesses depending on the service. Also, users and settings can be managed online on the service provider’s portal.
The configuration can facilitate the future expansion and evolution of the phone system.
Key advantages for UK businesses
Greater Flexibility
One of the main advantages of hosted telephony is flexibility. Staff don’t have to be there in person to attend to business calls. Depending on the configuration and provider, users can dial business calls from their laptop or mobile device.
This can be especially beneficial for companies that have teams that work both in the office and remotely, or employees who frequently work off-site.
Easier Scalability
When a business requires extra extensions or a different configuration of the office, the traditional telephone system can get complex. The advantage of a hosted solution is that when a user joins or leaves, the underlying platform is managed by the provider which makes it much easier to add or remove users.
This is where a hosted phone system for small business can be of great value when a business anticipates that its communications needs or employees will evolve in the future.
The same flexibility also allows larger organisations to manage users across multiple departments and/or locations.
Advanced Call Management
Today’s business phone systems provide a lot more than just calling features. Some of the features that businesses can enjoy depend on the package they choose, for example: Call routing, voicemail, call recording, auto attendants, call queues or interactive voice response.
These are the things that these tools can help with, providing businesses with a way to guide customers to the correct department and establish a more structured calling process.
Provide support for Remote and Hybrid Teams.Ensure support for Remote and Hybrid Teams.
Cloud phone systems can be useful for businesses to keep their communication consistent when employees are working from various locations. Calls can be supported by desktop or mobile applications, and they are not necessarily restricted to one physical office phone.
This can give a company with hybrid working a more seamless experience between working from the office and remote.
Hosted Phone System for Small Business
Professional communication tools are essential for small businesses, but they don’t have to be complicated or require a big phone system.
A Hosted Phone System for Small Business can offer capabilities that would otherwise be considered to be those of larger business entities such as professional call routing, voicemail, business numbers and automated greetings.
Scalability is also a key factor when it comes to a growing company. Rather than a total replacement of the phone system as the business grows, the businesses can choose a service that enables more users and services when necessary.
But small businesses should take the time to shop around with providers. Reliability of service, customer support, features offered, contract and the compatibility with existing internet infrastructure should all be taken into consideration.
Solutions for Larger Organisations
Requirements of a larger organisation may be significantly different. It may be necessary to have more advanced call management and administration for companies that have multiple departments, offices or hundreds of users.
Depending on the provider, the options that a Hosted Phone System for Large Business can provide include Departmental Call Queues, Auto Call Distribution, multiple numbers, user control and advanced reporting.
For companies with several offices, it can also be advantageous for them to utilize a single management platform for their communication services. This can make administration easier while providing employees with a consistent communication environment.
Hosted Phone System UK: What to take into account?
Businesses should not only consider the number of features offered by a Hosted Phone System UK provider.
This reliability is especially crucial considering the need for consistent access to calling services in business communication. Businesses need to be aware of how the provider resolves service issues, technical support and any potential downtime.
Security should also be looked into. Questions to ask about accounts, communications and administrative access include how these are protected and what controls are available to utilize when managing users.
Another factor to consider is compatibility. Organisations need to ensure that the service is compatible with their preferred handsets, computers, mobile devices and/or existing business applications.
The cost of the product should also be carefully taken into consideration. Businesses should look at setup costs, user charges, call costs, hardware requirements, lease terms and other charges for additional features, along with the advertised monthly price, when choosing a phone system.
Cloud-based Communication & VoIP
Hosted telephony, cloud telephony and VoIP are all used to refer to aspects of a business communication service, but they are interwoven and can have similar meanings.
A cloud based phone system is usually a service that is provided via cloud technology, and not installed entirely on site.
VoIP refers to the technology that is used to send voice communications via IP networks. Hosted services can offer the business calling functionality without the need to run their own full-featured telephone system.
This combination enables companies to benefit from the latest functionalities of the communications world without having to install and maintain the telephony infrastructure themselves.
Selecting the right provider:Selecting the right provider
No organisation will use a single phone system that is right for them. The first step is to determine what exactly is the need for communication in the business.
Take into account the number of users required, remote working employees, calling applications that are vital and if the business is looking to expand. Also, questions should be raised if integrations with CRM or other business applications are necessary.
A provider should be able to describe how their service works, what support they offer and how the system is going to change with the organisation.
Wavetel Business is one business communications provider in the UK who has solutions geared toward business that could be considered when looking at hosted communications options.
Frequently Asked Questions
Does a hosted phone system fit the needs of small businesses?
Yes. In fact, hosted systems are an option for small businesses since they can offer professional calling features without the necessity of the business to maintain a traditional PBX system.
Can a hosted phone system work without the Internet?
Generally, hosted VoIP services are run on an Internet connection to enable calls to be converted and features in online telephony to be accessed. Businesses should therefore make sure that they have a proper and reliable connection.
Are the employees able to work from a distance using a hosted phone system?
Depending on the provider and package, many hosted services accommodate remote working using both mobile and desktop applications. This can enable employees to work on business calls away from the office.
What are the differences between hosted and traditional phone systems?
A traditional system could be a heavily dependent phone-based system that is kept in the office. A hosted solution involves the provider taking care of a large part of the telephony infrastructure.
Can you scale the hosted system to the business’s needs?
There are hosted services, which have been created to accommodate modifications of users, places and characteristics. It’s important for businesses to verify the ability of the provider to scale before committing to any contract.
Conclusion
A UK business phone system that is hosted can offer a flexible way for businesses to communicate today. Organisations can enjoy access to VoIP calling and sophisticated communication capabilities, while eliminating the installation and maintenance of a traditional on-site PBX by leveraging a provider-managed platform.
It will depend on the size of business, working arrangements, features, budget and future plans of the business. From small teams to multiple locations, a reliable, scalable, well-supported, secure and overall value comparison can help ensure that the system selected can handle future communication requirements.
