Small Office Phone Systems

Small Office Phone Systems That Are Affordable & Easy to Set Up

Small Office Phone Systems That Are Affordable & Easy to Set Up

As a small business owner, managing calls across various devices can be chaotic. Missed calls and mixed messages can damage your brand and result in lost opportunities. Imagine a potential client or investor unable to reach you, or team members missing crucial updates. This confusion can lead to productivity decline and loss of business.

A small office phone system can streamline your communication, increasing efficiency. Features like call forwarding, voicemail-to-email, and using a business number from any device ensure no missed calls. Plus, a dedicated business line enhances your credibility. Keep your startup’s communication professional and effective with a small office phone system.

Everything You Should Know About Small Office Phone Systems

1. What is small office phone system?

A small office phone system is a communication solution specifically designed to handle the needs of small businesses or startups. This system can come in various forms, depending on the technology it uses and the services it provides.

Two main types are:

Traditional landline systems: These are conventional telephone systems that use a local or regional phone company’s lines. They can be accompanied by on-premise PBX (Private Branch Exchange) hardware to enable features like multiple extensions and call transferring.

Cloud-Based VoIP systems: This modern alternative uses your internet connection to transmit calls. VoIP (Voice over Internet Protocol) systems are hosted in one of two ways: on-premise or in the cloud. The latter is typically referred to as a cloud-based phone system. Cloud-based means the software is hosted over the internet instead of on-premise (at your office in a phone closet).

For a remote team, a cloud-based VoIP system is often the best choice because it allows team members to make and receive calls from anywhere, as long as they have a good internet connection. These systems typically come with features tailored for remote work, such as virtual receptionists, voicemail-to-email, call forwarding, and the ability to use a business phone number from a personal device.


2. What is a modern cloud-based small office phone system?

A modern cloud-based small office phone system, also known as Voice over Internet Protocol (VoIP), is a technology that allows you to make voice calls using a broadband internet connection instead of a traditional (or analog) phone line. This system is hosted in the cloud, meaning all data is stored and transferred over the internet.


3. What are the features of one of these small office phone systems?

Features of a cloud-based small office phone system can vary widely depending on the provider but generally include:

  • Call forwarding, call waiting, voicemail, caller ID, and three-way calling.
  • Auto-attendant or virtual receptionist.
  • Voicemail to email transcription.
  • Call recording.
  • Conference calling or video conferencing.
  • Integration with CRM or other business software.
  • Mobile access allows employees to use their business phone line from their personal devices.
  • Analytics and call reporting.


4. What are the benefits of one of these small office phone systems?

The benefits of cloud-based small office phone systems include the following:

  • Cost-effectiveness: With no installation hardware and minimal maintenance required, it can be more affordable than traditional systems.
  • Scalability: Adding new users to your system is easy as your business grows.
  • Mobility: Since the system is internet-based, employees can make and receive calls from anywhere, which is particularly useful for remote teams.
  • Integration: Most systems can integrate with other software (like your CRM), streamlining your processes.
  • Reliability: These systems often come with disaster recovery options, making you less likely to experience downtime.


5. What’s the difference between a cloud-based small office phone system and traditional business phone systems?

Traditional business phone systems require physical hardware and phone lines. They can be expensive to install and maintain, and they lack the flexibility and scalability of cloud-based systems. On the other hand, cloud-based systems operate over the Internet and can be accessed from anywhere. They also integrate more easily with other business software and offer more modern features like video conferencing and mobile apps.


6. How much does one of these small office phone systems cost?

The cost of a cloud-based small office phone system can vary widely depending on the provider, features, and the number of users. Generally, you can expect to pay a monthly fee per user ranging from $20 to $50. Some providers offer tiered pricing plans based on the features you want to include.


7. What should I look for in a small business phone system?

Look for a cost-effective, easy-to-use, scalable system that offers features like call forwarding, voicemail-to-email, call recording, and conferencing. Customer support, integration capabilities, and good reviews are also necessary.


8. What’s the best way to evaluate a small office phone system provider? 

Remember, the right system for you will depend on your business’s specific needs and circumstances. But when evaluating providers, consider the following:

  • Features: Ensure the provider offers all the features your business needs.
  • Pricing: Understand the pricing structure. Is it per user? What’s included in the price?
  • Ease of use: The system should be intuitive for you and your team.
  • Customer support: Look for a provider with reliable and accessible customer support.
  • Integration: If you use other business software, ensure the phone system can integrate.
  • Reviews and reputation: Read reviews from other small businesses about their experiences.
  • Scalability: Ensure the system can grow with your business. Can you easily add new users?
  • Trial period: A provider offering a trial period is often a good choice, as you can test the system before committing.


9. How do I set up a phone system in my office?

You’ll need to install hardware and phone lines with traditional phone systems. However, setting up a cloud-based VoIP system is more straightforward. After selecting a provider, you’ll typically create an account, select your plan and features, and then download the software onto the devices you’ll be using.


10. What is a VoIP phone system for small businesses?

A VoIP (Voice over Internet Protocol) system uses your internet connection to make and receive calls. It is typically hosted in the cloud and offers a range of modern communication features. It is a flexible and often more affordable choice for small businesses.


11. What is a PBX phone system?

A PBX (Private Branch Exchange) system is a private telephone network used within a company. Users can communicate within their company and with the outside world using different communication channels like VoIP, ISDN, or analog.12.


12. How many phone lines should a small business have?

The number of phone lines a small business should have depends on the size of your team and the call volume you expect. Generally, having at least one line per three to five employees is good.


13. How much should a business phone cost?

The cost of a business phone system varies depending on the provider, features, and number of users. On average, a cloud-based system may cost between $20 to $50 per user per month.


14. How do I set up a small business VoIP phone system?

To set up a VoIP system, first choose a provider. Then, create an account, choose your plan and desired features, and download the software or app onto your devices. Finally, configure your settings as desired.


15. What are office phone systems called?

Office phone systems can be referred to as business phone systems or corporate phone systems. Depending on their technology, they may also be called PBX or VoIP systems.


16. Can you set up your own VoIP system?

Setting up your own VoIP system is possible, but it requires some technical knowledge and resources. A cloud-based VoIP service is most small businesses most efficient and cost-effective option.


17. What are the three disadvantages of VoIP?

VoIP relies on a good internet connection, so quality may suffer if your connection weakens. Power outages can also disrupt service unless you have a backup power source. Finally, some VoIP services may not support emergency calls to 911.


18. How much does VoIP cost per month?

The cost of VoIP varies by provider, but you can expect to pay anywhere from $20 to $50 per user per month, on average.


19. Is VoIP cheaper than a landline?

Generally, VoIP is cheaper than a traditional landline, especially when considering the cost of installation and maintenance for traditional systems. However, actual costs depend on the specific plans and providers you’re comparing.


20. Why is UniTel Voice the best small office phone system provider?

UniTel Voice is the ideal small office phone system provider for your business. Why?

First, we understand budget is crucial for small businesses, so we offer the best price. We’re like that quality product that surprisingly doesn’t empty your wallet.

Second, simplicity is our mantra. You don’t need to be a tech whiz or have an IT department to manage our system. Our dedicated support team handles the setup and any technical issues for you. It’s like having an expert friend who takes the complexity out of technology.

Finally, our reputation is stellar. But don’t just take our word for it – our customer reviews tell the story. They’re like enthusiastic thumbs-ups from businesses like yours who have benefited from our service.

So, for a cost-effective, user-friendly phone system backed by positive reviews, UniTel Voice is a clear choice.

Generally, VoIP is cheaper than a traditional landline, especially when considering the cost of installation and maintenance for traditional systems. However, actual costs depend on the specific plans and providers you’re comparing.


Simple setup. No long term contracts. 30-day money back guarantee.