No one would deny that our options for communicating with clients and vendors have increased, but our phone is still the go-to gadget for getting the deal done. Many businesses are still using technology not far removed from the device that Alex Bell used to reach out to his BFF Tom Watson, and hey, it works. Bell’s wax cylinder gramophone worked, too, but we’ve moved on. There are sound reasons to move ahead with newer phone technologies.

Meet VoIP, the abbreviation for “voice over internet protocol” which translates into big savings for your business phone services. The calls come and go on your internet connection which means you don’t need dedicated phone lines (or their monthly bill) nor do you pay the phone company for long distance charges. Check out www.voipreview.org or Google “voip plans”.

Unless the device sitting on your desk has a little wheel that you spin around in a circle as you dial, you probably aren’t thinking, “I need to get a new phone.” More likely, when you can’t get a line out or miss messages as you travel you are thinking in terms of a new phone system.

You don’t need to be a Fortune 500 company to profit from the new phone technologies. Known as “hosted PBXs” these services link your VoIP devices (phone extensions) through a central computerized service. The extensions can be located anywhere, the only requirement is a robust internet connection, a dial-up modem won’t cut it. The hosted PBX is programmed with your business phone numbers, it will receive the calls and route them to the appropriate employee according to the rules you establish. Options? Like hot fudge and whipped cream on a Sundae, the best part.

Plans vary from vendor to vendor but services you should look for include: voicemail with the ability to forward the voicemail as an audio file to your email address. Call waiting, Caller ID, Caller ID masking, music on hold, 411 (directory assistance) and 911 are all pretty standard.  “Follow me” lets you program a sequence of numbers so that if you are not at your desk, the system will try other extensions or your cell phone before going to voicemail. Staff members who work outside the office or are traveling can be included in the company’s network so callers can be seamlessly connected to them no matter where they are. Call routing rules can be changed quickly and easily as the need arises.

Most hosted PBX plans charge by the extension, monthly fees vary depending on features selected and the amount of calling time included. Toll free numbers are available and you can have most existing numbers “ported” over (transferred from your land line to the new service), good news for all you XXX-8687s out there.

You will probably want to buy new VoIP devices (phones) to take full advantage of the hosted PBX services. There is a device standard known as SIP, Session Initiation Protocol, which will enable you to use your new phones on a number of vendor networks. SIP VoIP phones vary in price, features and complexity and they are available from a number of sources.

More info? Google “hosted PBX” or check out http://www.voip-news.com/. As you explore your options do take time to speak with reps from the hosted PBX services, you will find them very helpful. While these services have many features in common, there are differences and the reps can help craft a package of services that fits your business needs best.

So, next time you call me, am I at my desk, am I on line at the airport or am I in that charming café in Marseilles? Only my hosted PBX call log knows for sure…