It seems like every other day now that the webby masterminds that be come up with another virtual tool that makes work life easier for the small business owner. And aren't we lucky to be small business owners because of it? Today, we're going to tell you about Virtual Private Branch Exchange (also known as Virtual PBX, VPBX or sometimes iPBX). We've talked about the benefits of using Voice over Internet Protocol (VOIP) and K7 Web-Based Fax and Voicemail Messaging for business, but VPBX takes virtual telephony efficiency a step further.

You probably come in contact with ordinary PBX systems every day. These are the systems that allow you to dial the main number of your bank or medical provider and get connected to your specified branch or doctor's office. The same type of system redirects the CEO's calls to her administrative assistant. Now, this same technology is available to small businesses via the Internet, meaning it's affordable and doesn't require you to purchase any special equipment or to maintain that equipment.

Today's VPBX can take messages, transfer calls, provide information, forward your calls to outside numbers, put callers on hold, speed-dial, provide company directories, offer savvy phone/computer integration and more. There are many reasons a VPBX system might work brilliantly for your home-based, single-office or widespread business.

Benefits of Using VPBX for Your Small Business

All-in-One: A VPBX manages your phone calls, faxes and voicemail. Under a single phone number, all of your calls are handled as directed by you.

• Anywhere Office: Your clients can reach you anywhere, and you can access your phone messages and faxes 24/7 via the web and email. You can even get text or email notification whenever you have a new message and pull up your call history online any time.
• Professional: The efficiency of VPBX helps your smaller company to project a positive, well-managed, "big company" image. Ensure that your clients always reach a real person during business hours, if you wish, or set up a system that lets them select the right extension.
• Affordable: There is no software or complicated telephone system to buy or equipment to house. VPBX is available through an Internet download and then maintained and serviced by the provider.
• Flexible: Adjust your system anytime, anywhere with easy web access: change your greeting, add and delete extensions, activate features, set up call forwarding and more.
• Secure: Rest easy knowing your VPBX is secure even in the event of a power outage or larger disaster.

10 Ways to Use VPBX for Small Business

In and out of the office all day? Have your VPBX ring your office phone and cell phone simultaneously when you receive a call. You can answer calls wherever you happen to be at any given time.

1. When you're not available to answer your calls, transfer your calls to your Cybertary or another employee's extension-anywhere they may be. That way, your clients always get to speak to a live person during business hours.
2. If you have a statewide or nationwide sales team, set up each salesperson's office or cell numbers on extensions. That way your clients can easily reach the salesperson in their area.
3. Set up an extension that provides recorded information on your products and services, as well as ongoing promotions. This is a great place to promote your website as well.
4. Use the VPBX's screening feature to identify each caller so that you may prioritize or reroute calls as they come in.
5. Set up local phone numbers wherever your clients need them, and all the calls will come in through your VPBX. This allows you to offer a local edge in any and all of your popular markets.
6. When you have a meeting or need focused time, set your VPBX to automatically go to voicemail. Silence can be golden.
7. Use extension features to compartmentalize your calls (i.e., press 1 for voicemail, press 2 to have an informational packet sent to you, press 3 to inquire about employment, press 4 to get directions to our office). The ideas are endless.
8. Record incoming calls (with permission) for use in interviews, for compiling customer testimonials and much more.
9. Fax documents right from your computer.

Popular VPBX Features

To determine the best VPBX plan for your business, consider your business needs and then do some research to find the provider that offers the right combination of features at a price you can afford.

Things to consider when choosing the best VPBX for your small business:

• Features: Do you need a simple system or more complex features?
  • Simple features may include: voicemail, call transfer and forward, and voicemail via email.
  • More advanced features may include: Integration with Outlook or a click-to-call widget for your company website.
• Price: Look for a good basic calling plan and rate; check the minutes included with each plan and the cost of overage.
• Flexibility: You may want a VPBX that allows you to pay for what you need and add features as you need them.

Some Popular VPBX Providers

The following and most other VPBX providers offer basic telephone, voicemail and fax features, as well as online tools for managing your system. Of these three popular providers that we've found, we've tried to highlight their best extras and provide an overview of their pricing and feature flexibility.

RingCentral:

• Best Extras: Multiple extensions, music-on-hold, dial-by-name directory, dedicated fax, Outlook integration and RingMe widget for your website.
• Price: 4 pricing plans designed for varying business sizes, starting at $14.99 per month ($9.99 if you pay annually), which offers 5 extensions and 100 minutes per month with additional per-minute rate of 6.7 cents.
• Flexibility: Plans are simple and easy to understand, but there's not a lot of room for picking, choosing and adding specific features.

GotVMail:

• Best Extras: Multiple extensions, music-on-hold, dial-by-name directory, Play It On MobileTM and informational and Q&A extensions.
• Price: 4 pricing plans designed for varying business sizes, starting at $14.99 per month, which offers 5 extensions and 50 minutes per month with additional per-minute rate of 7.4 cents. $25 activation fee.
• Flexibility: Less features to grow into, but provides more features with its basic calling plan.

Packet8:

• Best Extras: Multiple extensions, Outlook integration and customizable plans.
• Price: 15 service options customizable for each business's varying and growing needs, starting at $9.95 per month, which includes the main number and auto-attendant only. $9.99 activation fee.
• Flexibility: Pick and choose the features you want and easily add new features as your business grows and changes.

Get back to living and growing your business while your VPBX helps manage your incoming phone calls. VPBX is a great way to make an office with remote employees feel like one big happy, close-knit company that works seamlessly. It's also a perfect solution for solopreneurs on the go or those of you who use a Cybertary to handle your phone calls regularly or during busy seasons. With VPBX technology at its best, now's the time to take advantage.

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