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How to Save Money with Your Business Telephone System

Telecommunications is essential in any business. You close deals, connect to your customers, answer your customers’ questions, find new suppliers, find new investors, etc. using your business telephone system. For many small businesses, the phone bill can be a bit of a problem. A growing business needs to communicate a lot with the world so that they can continue to earn profits that will sustain their company. While this is going on, the phone bill increases as more communication happens. It’s very easy for the phone bill to skyrocket as the company grows bigger because more employees need to use the telephone. So, what should a small business owner do?

For other companies, being global also means huge long-distance phone bills. Is there a solution to this dilemma? Luckily, there is. Here are a few tips to keep those expensive phone bills down low.

Invest in a Modern Infrastructure

A modern infrastructure or a unified network will allow you to take advantage of today’s modern internet technologies that will reduce your costs. In order to make this work, you will need to make a significant investment. The hardware is not cheap in most instances but this is a small one-time price to pay then you can enjoy lower telecoms costs. The new platform will intelligently distribute the load across all the devices on your system.

If you can’t afford it, you can look to buying pre-owned network hardware. Look for ones that are backed up by warranties. They can integrate into your office with ease at surprisingly low rates. You can also get trade-in discounts with your existing hardware. A side note though. Be sure to ask for professional help when buying second-hand hardware. If you are not sure about a supplier, better check out your other options.

Update your circuits

If you can’t afford an overhaul, at least update your circuits. You don’t need a phone line for each employee. SIP allows you to connect to the provider over the Internet. This eliminates the need for expensive dedicated voice circuits.

Switch to VoIP (Voice over Internet Protocol)

Now that your network fits current standards, you can explore the world of VoIP. You can enjoy free calls and very low call rates anywhere in the world.

If you are concerned that you only have a few employees, there are many VoIP providers out there that cater to small businesses. They can offer you a lot of services for a very affordable price. They can also offer you training and support services.

Another advantage of VoIP is that they are fairly easy to setup. You also only need a few pieces of hardware and you can start making calls. In some instances, you may even use your existing equipment.

Consolidate your services

If you have several services from different providers, consider combining them and getting them from one provider. You can negotiate a discount with your provider by doing this. If you still need your analog lines, you can combine them with local and long-distance services to get a hefty discount.

Telecom audit

Do an audit of your system. You can do this yourself by getting your past bills and looking at your expenses. Are there services that are not being used but paid for? Are there services lacking? Are there services that you use a lot that you need to upgrade? If there are terms you do not understand, don’t hesitate to ask your provider. You might save money by doing this. Check if there are services that are not in your system but are being paid for. Your provider may have put it there by mistake.

You can also request a third party service to do an audit for you.

Cut out the provider entirely (if you can)

When your business grows, it’s only normal to take more control of your systems. Taking full control of your communications helps you avoid some of the drawbacks that even modern phone companies have. You have to remember that you are reliant on them to make changes in your system. If they cannot deploy engineers quickly, your business may suffer. You should also consider charges. They can be expensive as you grow. Their affordability drops as you add more features.

On-site affordable PBX systems are now possible. It can combine both network and voice switching so you get 100% control of your systems. If you adopt this system, your only bill will be from your Internet provider. You can do everything in-house so you reduce costs while increasing flexibility and reliability.

If you can’t…

Then host your own business phone service by using a cloud-based phone system. The provider will send you a phone, plug it in and it will connect to the service provider over the Internet. You can now make calls using that connection. This would eliminate the need for a dedicated service as it is already part of the hosted service.

Usage Reports

You may be experiencing an excess in your capacity without any idea. You may have more circuits than your office is designed for. Ask your supplier to give you a report of your usage by hour. You will be able to see the number of phone lines you are using during the busiest hours of the day. You may be able to save some money by reducing your lines but leave a little excess so that your customers won’t get a busy signal.

Take Control

In the end, it’s you who can control your costs. You just have to put a little bit of hard work to figure out the best system for your company.

If you really need something fast, you can get plenty of benefits if you switch to VoIP. You should also consider getting a small set of upgrades that will slash your bill if you can’t overhaul your network. Try to create a platform that will lead you to the ideal system based on your requirements that will allow you to stay within your budget.

Author: Yazz

Yazz is a trained telecommunications engineer with a diploma in telecommunications. He has spent the last 15 years working for Telefonica, one of the largest telephone operators and mobile network providers in the world.