Small business PBX: The basics

Is a PBX system still necessary for small businesses today?

Despite the fast-paced evolution of technology, the need for a reliable phone system remains vital for businesses of all sizes. Small businesses still require a PBX system to efficiently manage their communication needs. Yet, the progression of PBX systems has birthed UCaaS (Unified Communications as a Service), and cloud solutions. UCaaS platforms merge multiple functionalities into one system, simplifying communication processes for small businesses.

These services provide features like voice calling, video conferencing, instant messaging, and more, integrated into a single platform. This simplifies communication and bolsters collaboration among team members, irrespective of their location. UCaaS solutions also lessen the need for multiple communication tools, thereby reducing costs and complexity. As small businesses continue to develop and adjust to the ever-evolving business landscape, possessing a dependable and efficient communication system like a PBX or UCaaS becomes increasingly critical.

How does PBX compare to cloud calling?

Cloud calling and PBX systems are both methods of managing business communications, but they differ in how services are delivered. Traditional PBX systems, like Cisco's Unified Communications Manager (CallManager), are on-premise hardware-based solutions that require businesses to manage and maintain their telephony infrastructure. In contrast, cloud calling solutions, such as Cisco Webex Calling, move telephony services to the cloud, offering scalability, flexibility, and reduced maintenance overhead, as the cloud provider handles updates and security. Cisco integrates these two approaches, offering hybrid solutions that allow businesses to use both cloud calling and on-premise PBX systems, making it easier for organizations to transition from traditional PBX to cloud-based services while maintaining a seamless experience across platforms.

Small business PBX phone systems today are increasingly more sophisticated. Here's a quick comparison of a conventional small business PBX system and a Unified Communications system that combines an Internet Protocol (IP) PBX and other features.

A conventional small business PBX

Traditionally, a small business PBX (Private Branch Exchange) is a telephone switching system that manages incoming and outgoing calls for a company's internal users. A PBX is connected to the public phone system and automatically routes incoming calls to specific extensions. It also shares and manages multiple lines. A typical small business PBX system includes external and internal phone lines; a computer server that manages call switching and routing; and a console for administrative control.

IP-based small business PBX

An IP PBX can do everything a traditional small business PBX can do and more. It performs the switching and connecting of Voice over IP as well as landline calls.

A conventional PBX requires two networks, one for data and another for voice. An IP PBX system runs on an IP data network, which saves costs and minimizes network management.

With an IP PBX, you can use IP phones, softphones (which don't require any phone hardware, beyond a computer and a microphone headset), and many offer apps you can use with mobile smart phones.

Unified communications: IP PBX and more

Small businesses require specialized features to support their particular workflows. Unified Communications Manager Express from Cisco Systems is designed specifically for small businesses. It combines an IP PBX with robust telephony features that traditional phone systems can't deliver.

Unified Communications Manager Express is affordable, reliable, full-featured, and easy to deploy, administer, and maintain. It helps small businesses dramatically reduce communications and network management costs, enhance collaboration, improve productivity, and more. Various options for all types of businesses exist such as:

• Unified Communications Manager Express for small businesses
• Unified Communications Manager (CallManager) for scalability
• Webex Cloud-Connected UC for cloud-based control
• Cisco Unified Communications Manager Cloud for enterprise businesses

Key factors to consider when selecting a traditional PBX or IP PBX system

When choosing a PBX system for your business, several factors can sway your decision. These include the number of communication channels you utilize, the compatibility of the PBX system with your current business software like CRMs, and the location of your workforce. IP PBX systems provide scalability and can manage a large number of channels, making them ideal for businesses with high call volumes. They also integrate more seamlessly with various business software and offer advanced features like virtual extensions, mobile integration, and remote access, making them an optimal choice for businesses with a dispersed workforce. By thoughtfully considering these factors, you can make an informed decision that aligns with your business needs and aspirations.

Must-have features in a small business PBX system

Selecting a small business PBX system involves careful consideration of several essential features that can significantly enhance your communication processes. Here are three crucial features to consider:

1. Scalability and Flexibility: As your business grows, your PBX system should grow too. Choose a system that offers scalability, allowing easy addition or removal of lines and extensions as your business evolves. Also, flexibility is key to customizing the system to fit your specific needs.
2. Integration with Existing Communication Tools: For a smooth transition and improved productivity, your PBX system should integrate seamlessly with your existing communication tools. Choose a system that integrates with your email, CRM software, and other communication platforms, providing a streamlined communication process and a single interface for all your tools.
3. Advanced Call Management Features: A robust small business PBX system should offer advanced call management features to optimize customer interactions. Look for features like call forwarding, voicemail-to-email transcription, call recording, and interactive voice response (IVR) menus. These features can boost customer satisfaction, streamline call handling, and enhance overall communication efficiency.

Choosing the right small business PBX system

Selecting the right PBX system requires careful consideration of your business needs and communication requirements.

Start by considering your business size and growth projections. A scalable PBX system is crucial for small businesses, allowing easy accommodation of growth without expensive upgrades or replacements. Choose a system with flexible pricing plans that can scale seamlessly as your business expands.

You'll also need to decide between an on-premises or cloud-based PBX system. On-premises systems require physical equipment purchase and maintenance, giving you total control over your telephony infrastructure. Cloud-based systems, hosted on remote servers, offer more flexibility and accessibility, making them a popular choice for small businesses.

Lastly, comparing different PBX system providers is crucial. Look for a provider offering comprehensive features such as call routing, voicemail, call recording, and auto-attendant. Their reputation, customer reviews, and customer support level should also influence your decision for a satisfactory experience.

Cisco Cloud Calling can also enhance communications by offering superior security, scalability, and the flexibility to adapt to your business's evolving needs. It stands as a future-proof solution and should be considered alongside PBX options as it provides seamless integration, cost-efficiency, and the ability to support remote work.

By carefully considering these aspects, you can choose the right PBX or Cloud Calling system for your small business, enabling seamless communication and boosting productivity.