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Top 5 Small Business Phone System Features

Small business phone systems come with an array of benefits like being more flexible, user-friendly, and even more affordable. Without complicated configurations or expensive equipment, small businesses can set up a system in just minutes and start calling and texting using their business phone number instantly.

Plus, high-quality small business phone systems also come with a number of additional features that are directly advantageous to small businesses, offering more functionality that can help establish brand credibility and provide an exceptional experience for your customers.

Wondering if you’re getting the most out of your small business phone system? Make sure that you’re taking advantage of these 5 features that you’re probably not using, but should! 

1. Dynamic Caller ID 

Small business phone systems offer mobile apps that are more versatile than many traditional phone systems, and there’s perhaps no stronger example than dynamic caller ID.

With Tresta, for example, you can choose what phone number you want customers to see when you call them. You may want them to only see your small business’s main phone number, for example, instead of seeing your direct business phone number or even worse, your personal number. 

This works both ways, too. When you get an incoming call, you’ll see which business number the customer called so you’ll know exactly how to answer. 

This feature allows you to offer better, more personalized service right from the get-go, and helps keep your persoal number personal. 

2. Schedules 

Naturally, your business has off-hours, and people will go on vacation. Setting up schedules enables you to route business calls differently depending on the time or day or day of week.

If someone is always unavailable from 2-3 while they pick their children up from school, for example, they can have calls routing directly to another team member at that time. That way your callers are always reaching a team member that can help them.

In addition to routing calls to different end destinations, you can also set up different greeting messages to be played at set points of the day. You can, for example, have a greeting that alerts users to your operating hours when you’re closed and gives them instructions for what information to share in a message. 

3. Call Recording 

Call recording is a valuable asset for any business. If you call most large corporations, you’ll typically be informed that the call may be recorded for quality assurance purposes.

Call recording allows you to instantly record important conversations. Not only does this give you a chance to use the recordings for quality assurance, but you can also use the calls to recall important information and protect your business, too.

4. Ring Groups 

When someone calls the number assigned to your customer service team, is the call directed to only one phone number? With 89% of businesses competing solely on customer service, you’re missing a valuable opportunity to take advantage of ring groups.

Instead of having only one person’s phone ring, you can set up ring groups so that every time someone calls the customer service line, every customer service representative’s phone rings. This ensures that the call is answered faster and your customer gets the help they need without waiting. 

5. Analytics 

Do you know how many calls are made to the phone number you’re advertising? Or which team members successfully take more calls than others?

Small business phone systems offer real-time analytics about what’s happening with your business calls and can be a major asset to businesses. You can see call summaries and trends, and you can also assign individual phone numbers to different marketing channels to track which are most effective at driving calls (and leads!) to your business.

What to Look For When Choosing a Small Business Phone System

Still deciding which small business phone system is right for you? Here are the top items to consider:

  • Features: Does the provider have everything you need? It’s generally a good idea to map out your ideal call configuration ahead of time so you’re not left wanting more.
  • Pricing: Although your monthly rate may seem affordable at the forefront, you’ll want to ensure there aren’t any hidden fees or surprises on your monthly bill. Ask providers if they charge extra for support or storage, for example.
  • Contract Requirements: Some systems might attempt to lock you into long-term or annual commitments, ask about this from the start.
  • Support: Your phone calls are important to your small business, if you’re having issues you’ll want to speak to a live human ASAP. Ensure your provider offers priority support now and in the future.
  • Free Trial: If possible, try the system first to test the experience – that way there won’t be any surprises later.

Small business phone systems offer features that are native, simple to use, and built specifically to benefit small businesses like yours. Most businesses are already taking advantage of tools like call routing, call menus, and extensions, but forget about using those like ring groups, analytics, and dynamic caller ID.

When choosing a small business phone system, make sure that you’re looking for one that offers a number of features designed to increase functionality for your team while improving the customer experience.