Blog Posts

Office Phone Systems for Small Business: Boost Productivity and Efficiency

premierbusiness · October 21, 2024 ·

According to Tech.co, 31% of businesses use VoIP for their office communication. It’s a growing trend that highlights the need for robust communication tools, especially for small businesses.

Today we’re taking a closer look into the best office phone systems for small businesses, focusing on options that enhance productivity and fit within your budget. We’ll explore affordable solutions and top features to ensure your communication setup supports your business needs.

Understanding the Needs of Small Businesses

Small businesses have different communication needs compared to larger companies. They often need systems that are scalable, easy to use, and cost-effective. There are three primary needs that should guide the selection of an office phone system:

Scalability
Cost-effectiveness
Ease of Use

Scalability

As a small business grows, its communication needs will expand. A scalable phone system allows the addition of new lines or features without significant upgrades. The flexibility ensures the system continues to meet the business’s needs over time.

Cost-effectiveness

Small businesses typically work within tighter budgets. An office phone system should be affordable while still offering the essential features that support daily operations. Finding a balance between cost and functionality is key to choosing the right system.

Ease of Use

A user-friendly phone system is vital for small businesses. Employees should be able to easily understand and operate the system without extensive training. It reduces downtime and allows staff to focus on their work rather than on learning how to use the phone system.

Office Communication Tools: Systems for Small Businesses

When choosing an office phone system, small businesses have several options. These choices can be grouped into three main types:

Traditional Landline Systems
VoIP (Voice over Internet Protocol) Systems
Virtual Phone Systems

Traditional Landline Systems

Traditional landline systems are the oldest and most established option. They use physical phone lines to connect calls and are known for their reliability. However these systems can be costly to install and maintain, especially if your business plans to expand.

The setup usually requires dedicated hardware, and any changes often involve additional expenses. While they offer stability, they may lack some of the advanced features that modern businesses need.

VoIP (Voice over Internet Protocol) Systems

VoIP systems have become increasingly popular among small businesses. They operate over the internet, making them more flexible and often more affordable than traditional landlines.

VoIP systems typically offer a range of features such as call forwarding, voicemail to email, and mobile integration. These systems are also easier to scale as your business grows, allowing for quick adjustments without significant costs. However, the quality of the service can depend on the strength and reliability of your internet connection.

Virtual Phone Systems

Virtual phone systems are another modern option that works well for small businesses, especially those with remote workers. These systems route calls to employees’ mobile or home phones, giving the appearance of a unified business presence without the need for physical office phones.

Virtual systems often include features like voicemail, call forwarding, and automated attendants. They’re highly flexible and can be managed entirely through software, making them easy to set up and maintain. However, they may not be the best choice for businesses that need a more traditional phone setup.

Small Business Phone Solutions: Features to Look For

When selecting an office phone system for a small business, it’s important to focus on features that will enhance productivity and efficiency. Here are three essential features to consider:

Call Forwarding
Voicemail to Email
Mobile Integration

Call Forwarding

Call forwarding is a vital feature that ensures no call goes unanswered. The function allows incoming calls to be redirected to another phone, such as a mobile device or another office line.

For small businesses, this feature is especially useful because it helps maintain customer service quality, even when staff members are out of the office or on the go.

Voicemail to Email

Voicemail to email is another feature that can streamline communication within your business. When a voicemail is left on the office phone system, the message is automatically sent to an email address as an audio file.

It allows team members to receive and listen to voicemails even when they are away from their desks. It also helps keep track of important messages without the need to manually check voicemail boxes.

Mobile Integration

Mobile integration is becoming increasingly important for small businesses. The feature allows employees to use their mobile phones as part of the office phone system, enabling them to make and receive calls using the business number.

The integration is particularly useful for businesses with remote workers or employees who travel frequently.

Integrating Phone Systems With Other Business Tools

Integrating your office phone system with other business tools can significantly enhance communication and workflow. There are three key integrations to consider:

CRM Integration
Email Integration
Instant Messaging Integration

CRM Integration

Integrating your phone system with a Customer Relationship Management (CRM) tool can streamline customer interactions. It allows employees to access customer information instantly when receiving or making calls.

It helps track conversations and ensures that all team members have the most current information about each customer. This leads to better service and improved client relationships.

Email Integration

Connecting your phone system with email helps in managing voicemail messages more efficiently. With this setup, voicemails can be sent directly to email inboxes as audio files.

It allows employees to respond quickly to missed calls, even when they are not in the office. It also keeps all communication channels organized in one place, reducing the chances of missed messages.

Instant Messaging Integration

Linking your phone system with instant messaging tools can boost team collaboration. It enables quick sharing of information during calls, allowing team members to send messages or share files without interrupting the conversation.

Office Phone Systems for Small Business

Choosing the right office phone systems for small businesses can significantly boost productivity and efficiency. By focusing on features, affordability, and integration, small businesses can find the perfect phone systems for businesses to enhance communication and support growth.

At Premier Business, we offer customized business internet, business phone systems, and POS Systems. We also specialize in Cybersecurity, Private Cloud, and Physical security plans that align with your specific needs and budget.

Get in touch today to find out how we can help your business communication needs!

Phone Lines Are Being Phased Out: Here’s What Your Business Needs to Know

premierbusiness · December 5, 2023 ·

The End of an Era: Traditional Phone Lines Are Giving Way to VoIP

Traditional business phone lines, also known as Plain Old Telephone Service (POTS) or copper lines, are being phased out by telephone companies in favor of newer technologies such as Voice over Internet Protocol (VoIP). This is due to several factors, including the high cost of maintaining copper infrastructure and the increasing popularity of VoIP.

What Are the Options to Replace Business POTS?

There are several options available to businesses that are looking to replace their traditional phone lines. Here are a few of the most popular options:

Voice over Internet Protocol (VoIP):

VoIP is a technology that allows you to make and receive phone calls over the Internet. This can save you money on your phone bill, as you will not be charged for long-distance calls. VoIP also offers many other features, such as call forwarding, call recording, and video conferencing.

Cloud-based phone systems:

Cloud-based phone systems are hosted by a third-party provider, so you do not need to install or maintain any hardware. This can save you money and time, as you will not have to worry about purchasing, installing, or configuring equipment. Cloud-based phone systems also offer several features, such as call forwarding, call recording, and video conferencing.

Mobile phone apps:

Mobile phone apps can be used to make and receive business calls using your smartphone. This can be a convenient option for businesses that have employees who work remotely or who are frequently on the go.

Here are some of the benefits of replacing traditional phone lines with VoIP or other newer technologies:

Cost savings:

VoIP can save you money on your phone bill, as you will not be charged for long-distance calls. You may also be able to save money on maintenance costs, as you will not have to worry about maintaining copper infrastructure.
Increased flexibility: VoIP and other newer technologies offer many features that can make your business more flexible. For example, you can easily add or remove users, and you can forward calls to any device.

Improved productivity:

VoIP and other newer technologies can help to improve productivity by making it easier to communicate with customers and employees. For example, you can use video conferencing to hold meetings with employees who are located in different parts of the world.
How to Choose the Right Option for Your Business

The best option for your business will depend on your specific needs and budget. Here are a few factors to consider when making your decision:

Number of employees: If you have a small number of employees, you may be able to get by with a simple VoIP solution. However, if you have a large number of employees, you may need a more robust solution that can handle multiple calls simultaneously.

Features:

Consider the features that are important to your business. For example, if you need to be able to forward calls or record calls, you will need to make sure that the solution you choose supports these features.

Budget:

Consider how much you are willing to spend on a new phone system. VoIP solutions can be very cost-effective, but cloud-based solutions and mobile phone apps can be more expensive.
If you are not sure which option is right for your business, you can contact a telecommunications consultant for help. They can assess your needs and recommend a solution that is right for you.

Here are some additional resources that you may find helpful:

Federal Communications Commission (FCC): https://www.fcc.gov/
Consumer Reports: https://www.consumerreports.org/electronics-computers/telecom-services/buying-guide/

Request Quote To Replace Your Business Phone Lines Today!

Business POTS Traditional Phone Line Replacement Service

premierbusiness · June 9, 2023 ·

POTS or a traditional analog phone service is still in use by many businesses. Plain old telephone service or POTS has been in use for many years by businesses of all sizes before the advent of VoIP. These phone lines were provided by the local telecommunication services and used copper wires for communication. These phone lines were typically used for voice calls and faxes. For businesses, POTS lines have been very reliable and are still in use as a backup option for a digital phone.

How does POTS work, and why do you need to switch:

Many people grew up with the plain old phone system and it has been in use since the 1880s. With POTS, consumers and businesses could communicate across the continents. POTS phone line replacement with digital technology, known as VoIP service, has taken steam in the last 20 years. Business phone lines can no longer rely on copper wires carrying information across borders in an unsafe manner. With the rise and rise of internet technology, communication is being made over the internet and stored on the cloud network.

Business phone lines or POTS relying on copper wires were always susceptible to interference, whether it was a natural calamity or human interference. Current phone lines or landlines carry digital signals known as packets. Using a wireless modem or voice adapter it is now connected to a POTS to implement digital technology. One such technology provider is EPIK POTS.

The Challenges with POTS and the Benefits of Granite EPIK

For years, POTS (Plain Old Telephone Service) has served as the communication backbone. However, increasing prices, slow maintenance response, and limited availability of new lines have created challenges. Telecom managers recognize the need for a transition plan. In this regard, Granite EPIK emerges as the top choice, offering comprehensive features like TDM compatibility, remote monitoring, and enterprise-scale deployment support.

Why Granite EPIK is the Ideal Choice:

Granite EPIK goes beyond mere cost savings when it comes to replacing POTS. As an MFVN (Managed Facilities-based Voice Network) device, it provides a POTS alternative that is fully compatible with analog devices, including fire and safety systems. Moreover, Granite EPIK offers 4G LTE connectivity and cellular backup to ensure uninterrupted service, even during internet outages.

Approval from FDNY:

Granite EPIK has received the stamp of approval from the FDNY (Fire Department of New York), underscoring its reliability and compliance with industry standards.

A Patented Solution for Full Analog Compatibility:

Powered by a Class 5 Softswitch, the Granite EPIK Edge device flawlessly replicates a Central Office, guaranteeing service quality and reliability. It facilitates a code-compliant network handoff for existing fire or security panels, supporting critical applications such as elevators, blue light systems, and metering. Additionally, our solution prioritizes security by offering end-to-edge encryption for all calls and faxes, complying with HIPAA and PCI requirements.

Choosing the Right POTS Replacement:

Selecting the most suitable POTS alternative involves aligning the technology with specific applications and business priorities. If integrated voice and video take precedence over fire, safety, and true analog applications, we offer a range of other POTS replacement options. Our team is dedicated to helping you develop a POTS transition strategy that delivers flexibility, functionality, and cost savings.

Many businesses now seek EPIK POTS replacement with a digital phone system. In today’s world, the cost of maintaining a POTS is much higher, VoIP on the other hand is easier to maintain and pay for. Businesses seek to switch, although in most American companies, almost 45% of them, use a traditional analog phone. However, technology advisors are seeing rates increase dramatically on existing customer contracts for POTS. These exorbitant rate hikes are creating unreasonable price increases for organizations.

The need of the hour is to switch to a digital phone – some customers have to make the switch unwillingly due to the increase in contract prices.

Benefits of switching to a VoIP service from POTS

Here we look at the benefits of switching to a VoIP service (Voice over Internet Protocol):

Both VoIP (Voice over Internet Protocol) and traditional POTS (Plain Old Telephone Service) have their advantages and disadvantages, and which one is better largely depends on the specific needs and circumstances of a business or individual.

Here are some of the advantages of VoIP over traditional POTS:

Cost: VoIP is often less expensive than traditional POTS, especially for long-distance and international calls. This is because VoIP uses the internet to transmit voice data, which is typically less expensive than using a traditional phone line.
Features: VoIP offers many advanced features that are not available with traditional POTS, such as video conferencing, call forwarding, voicemail to email, and more.
Mobility: VoIP allows users to make and receive calls from anywhere with an internet connection, making it ideal for remote workers or businesses with multiple locations.
Scalability: VoIP can easily scale up or down to meet the changing needs of a business, making it more flexible than traditional POTS.

Is there a future for POTS service?

Currently, around 45% American businesses still use an analog or traditional phone; many would say POTS is dead, but it’s still a desirable option for many who prefer a landline. For businesses, no, POTS has no future. POTS phone lines might be going away soon, as wireless phone service and VoIP have come a long way. Yes, your twisted pair of copper wires are going away soon, Nostalgia anyone? The FCC has also announced cessation of POTS lines from August 2022.

POTS lines have been susceptible to storm and environmental damages, and the costs of maintaining them is also high. With an interconnected world of today, there is no point paying high charges on international calls with a landline phone. There are many alternatives today that you can rely on for a seamless voice connection. The wireless phones go one step further and eliminate the need for wires altogether. Your phone is connected to a local tower for dialtone, without any wires.

Customers can enjoy features like, call-waiting, call-forwarding, call history, spam blocking, landline texting, and more. All you need to do is, to connect the wireless landline base to a power outlet. These phones can also be used in rural and suburban areas. Did you know that 68 million Americans lost money to phone scams in 2022, alone? The spam blocker feature blocks the spammer from ringing the phone. Wireless phones also come with a battery backup, so no worries in case of a power outage.

Therefore, if you were thinking of making a switch, now is the time to do so.

Click here for a no-obligation POTS replacement quote:

REquest POTS REplacement Quote

The Urgent Need for Advanced Cybersecurity in Today’s Business Landscape

premierbusiness · June 2, 2023 ·

In an increasingly digitized world, businesses are becoming more vulnerable to cyber threats and attacks. The rapid pace of technological advancements has brought numerous benefits, but it has also created new challenges in terms of data security. As cybercriminals become more sophisticated, the need for advanced cybersecurity measures has become paramount. This article aims to highlight the importance of robust cybersecurity for businesses and provide insights into the steps businesses can take to protect themselves from cyber threats.

1. The Rising Threat Landscape

Cyber threats have evolved significantly over the past decade, with hackers employing advanced techniques to breach even the most secure systems. Data breaches, ransomware attacks, and phishing scams have become more prevalent, causing substantial financial and reputational damage to businesses. The increasing interconnectivity of devices through the Internet of Things (IoT) has further expanded the attack surface, making businesses more susceptible to cyberattacks.

2. The Cost of Cyber Attacks

The consequences of cyber attacks can be severe, both financially and operationally. A data breach can lead to direct financial losses, regulatory penalties, and legal repercussions. The damage to a company’s reputation can be equally devastating, resulting in customer loss, diminished trust, and long-term negative effects on the bottom line. Additionally, businesses may experience significant downtime and disruption to their operations, causing further financial strain and potential loss of productivity.

3. Safeguarding Sensitive Data

Businesses, regardless of their size, handle a vast amount of sensitive data, including customer information, trade secrets, and proprietary data. Protecting this valuable data is crucial to maintaining a competitive edge and complying with data privacy regulations. Implementing robust cybersecurity measures such as encryption, access controls, and regular data backups are essential to safeguarding sensitive information.

4. The Role of Employee Education

Employees play a critical role in the cybersecurity efforts of any organization. A single employee falling victim to a phishing scam or unknowingly downloading malware can compromise the entire network. It is vital for businesses to prioritize employee education and awareness training programs to ensure they understand common cyber threats, recognize potential red flags, and adopt secure practices such as strong password management and regular software updates.

5. Embracing Advanced Security Technologies

To stay ahead of cyber threats, businesses must leverage advanced security technologies. These include intrusion detection and prevention systems, next-generation firewalls, endpoint protection solutions, and advanced threat intelligence platforms. Artificial intelligence and machine learning algorithms can enhance threat detection and response capabilities, enabling businesses to identify and mitigate risks in real-time.

6. Regular Security Assessments and Incident Response

Implementing advanced cybersecurity measures is not a one-time effort. Businesses must conduct regular security assessments to identify vulnerabilities and address them proactively. In addition, having an incident response plan in place is crucial to minimize the impact of a potential breach. A well-defined plan outlines the steps to be taken in the event of a security incident, including containment, investigation, communication, and recovery.

The ever-evolving threat landscape demands that businesses prioritize advanced cybersecurity measures to protect their sensitive data, financial assets, and reputation. By understanding the rising threat landscape, implementing robust security technologies, educating employees, and conducting regular security assessments, businesses can significantly reduce their risk of falling victim to cyber attacks. Investing in advanced cybersecurity is not a choice but a necessity in today’s digital age, ensuring the long-term survival and success of any organization.

Cybersecurity Tools and Assessments to Consider

Managed Detection and Response (MDR) and Extended Detection and Response (XDR)

To enhance cybersecurity capabilities, businesses can consider implementing Managed Detection and Response (MDR) or Extended Detection and Response (XDR) solutions. MDR combines advanced threat detection technologies with skilled cybersecurity professionals who monitor networks and endpoints 24/7. MDR providers analyze network traffic, identify potential threats, and respond swiftly to mitigate risks. XDR takes it a step further by integrating data from multiple security solutions, including network, endpoint, and cloud, to provide a comprehensive view of the entire IT environment. These proactive solutions offer businesses the advantage of real-time threat detection, rapid incident response, and continuous monitoring to stay ahead of cyber threats.

Penetration Testing (Pen Test)

Penetration testing, often referred to as pen test, is a proactive cybersecurity practice that involves authorized simulated attacks on a system or network to identify vulnerabilities. Businesses can hire external security experts or employ an internal team to conduct these tests. Pen testing helps identify weaknesses in security infrastructure, applications, and processes, enabling organizations to address them before cybercriminals exploit them. Regular pen tests are essential to ensure that systems and networks remain resilient and secure against evolving threats.

Cybersecurity Insurance

While preventive measures are crucial, it is also prudent for businesses to consider cybersecurity insurance. Cybersecurity insurance, also known as cyber liability insurance, provides financial protection in the event of a cyber attack or data breach. It can cover costs associated with forensic investigations, legal fees, public relations, notification of affected individuals, and potential fines or lawsuits. Cybersecurity insurance helps mitigate the financial impact of a cyber incident and aids in the recovery process, allowing businesses to bounce back more swiftly.

Compliance with Regulations and Standards

In addition to securing sensitive data and implementing advanced cybersecurity measures, businesses must also ensure compliance with relevant regulations and standards. Compliance requirements vary across industries and jurisdictions. For instance, the General Data Protection Regulation (GDPR) in Europe imposes strict guidelines on data privacy, while the Health Insurance Portability and Accountability Act (HIPAA) in the United States focuses on protecting healthcare data. It is crucial for businesses to stay updated on the applicable regulations and standards, conduct regular audits, and implement necessary controls to maintain compliance. Non-compliance can result in severe penalties and damage to a company’s reputation.

In the face of ever-evolving cyber threats, businesses must adopt a multi-layered approach to cybersecurity. This includes leveraging advanced technologies like MDR and XDR, conducting regular penetration testing, considering cybersecurity insurance, and maintaining compliance with relevant regulations and standards. By combining these measures with employee education, robust security technologies, incident response planning, and continuous monitoring, businesses can significantly reduce the risk of cyber attacks and protect their valuable assets, data, and reputation. In today’s interconnected and digital landscape, investing in advanced cybersecurity practices is not a luxury but a necessity for businesses to thrive and maintain a competitive edge.

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Hosted Voice for Businesses

premierbusiness · February 26, 2023 ·

Hosted Voice for Businesses

Five Reasons to Upgrade to a Hosted Voice Plan for Businesses

As a business owner, you must’ve heard of a hosted Voice or VoIP phone system; Voice over Internet Protocol uses a broadband internet connection for receiving and making calls. Many small to medium-sized businesses have already made the switch to hosted voice, and they recognize hosted voice as an internet-based and cloud-based voice solution. It not only cuts costs but is more reliable and productive when compared to traditional landline phones or analog phones.

What is Hosted VoIP for businesses?

As the name indicates, hosted voice is transmitting voice calls over the network, by converting phone calls into data packets that transmit over the internet. PBX and traditional landlines use on-premise hardware that is maintained by an IT team. PBX or private branch exchange connects all phones within a business location. This dedicated business line has essential call features such as call transfer, call conferencing, etc. So many phones can be connected to a single line. PBX phone systems can be updated to hosted VoIP.

What are the benefits of using Hosted Voice?

Hosted Voice plan comes with many benefits; hosted voice is hosted or owned by an off-site VoIP provider, and different providers offer different features and services – it also varies with location. A hosted phone plan is a paid service and is also known as a hosted PBX solution. Here are the top five benefits of having Hosted Voice for businesses:

As the calls are being made over an internet connection, hosted voice is considered cheap, and overall costs come down to the provider and the features they offer. It makes sense that your business phone should make you money not cost you money, therefore, having no upfront costs and a pay-as-you-go system benefits many businesses in the long run. Your business can also make money with added features such as advertising on hold, and call recording.
No need for hardware maintenance with a hosted VoIP phone; all the maintenance and upgrades are handled off-site by a trusted VoIP provider. Thus your internal IT resources can focus on business projects and other IT-related high-value jobs. Phone line downtime can also be handled by the VoIP provider, and fix times are drastically decreased. Any downtime means losing potential customers and revenues.
The most important factor for businesses today is having offshore contractors; for any business that has a team consisting of off-site workers, and offshore contractors, mobility of the phone system comes in handy. Remote workers can easily connect with a cloud-based VoIP phone system. By connecting your mobile with the hosted VoIP you can take meetings and conferences on the go, and keep connected with your employees with instant messaging.
Hosted VoIP can be scaled at will; as your business grows you can add more communication features. Hosted VoIP providers do this job very well, they scale up your plan according to your business needs. You can customize your phone system to add the features you and your team need. Features can be tailored to an individual or a department, you will have to keep track of all the latest features and updates offered in your plan.
Your hosted VoIP plan will always stay up-to-date; you will always be updated on all the latest features and plans. With a hosted VoIP there is more consistency, and it doesn’t matter if you have moved to a newer office location, your phone system based in the cloud will remain the same. Adding more employees to your team or having more business sites become easier. More consistency means better and smoother business operations and customer interactions.

Is switching to Hosted Voice right for my business?

We have discussed why businesses may benefit from Hosted Voice; there are many good reasons to do so. We know there are many reasons for switching to hosted VoIP. We have mentioned the top benefits above, and many small businesses are benefiting from them. As it is managed by a third party such as Nextiva or RingCentral, it comes with minimal hassle and no maintenance. It is the right choice for your business if you’re looking for an inexpensive, yet secure, and unified communication platform for your business.

Hosted VoIP is secure and straightforward; it offers advanced encryption for all your communication. Long-distance and international calls have also become significantly cheaper on VoIP. There are many VoIP providers out there; you should choose a company that has a fixed monthly rate, no hidden charges, and offers the features you and your team are looking for. For example, if you use a lot of Google products, and are dependent on Google Suite, then Google Voice should work best for you.

VoIP providers also come with free trials, so if you’re unsure, you can sign up for a free trial – whatever plan you choose should mesh well with your business needs. Another feature to look for is customer service; do they offer 24/7 support if something goes wrong? VoIP doesn’t work well with slow internet speeds, so make sure the internet has enough speed for seamless voice communication. Outages and dropped calls are usually not common with hosted VoIP.

Nextiva is one of the best-rated companies for hosted VoIP; they offer essential as well as enterprise-level programs with many features. If you’re a freelancer or a small company the essential program will work best for you. It gives you unlimited voice calling, toll-free numbers, customer support, and more for an affordable monthly fee per user. Other plans include team collaboration tools and important software integrations. The smartphone APP lets you take business calls on the go.

Therefore, make sure to sign up for a plan that works for your business needs, and lies within your budget, also look for other tools and scalability that can be added later on. Want to lease VoIP phones? Not a problem, Nextiva, and many other providers have devices on rent, such as VoIP phones, conference phones, headsets, and more. You can choose a month-to-month payment plan with no contracts.