How to Select a Phone System For Your Business | Business Phone Systems for Success

4 Factors to Consider While Comparing Business Phone Systems 

If you’re interested in upgrading your business’ phones, comparing business phone systems will help you determine the right fit. Maybe your business currently has landlines and you want to learn more about virtual phone systems and plug-in VoIP desk phones. The decision can seem challenging, but it comes down to picking the phone system that will meet your needs and adapt to your business as it grows. 

Small businesses may need a straightforward system with features like a virtual receptionist with options for hours of operations and message forwarding. A larger business may need a more complex system that can reach multiple departments. 

If you know you need to replace your business phones, read on to learn about the 4 key factors to consider while comparing business phone systems. 

#1 Switching From Landline to VoIP 

There are big changes that come with switching from a landline phone to a VoIP system. Landlines used to be in every home and office as the most popular phone system. But with the introduction of internet protocol (IP) phones and new technology, the world of business phone systems began to change. 

Early versions of the IP business phone systems were expensive and typically only used by large corporations. Later, phone providers began to offer affordable enterprise-class IP business phone systems to smaller businesses. But what made people make the switch? Landlines simply became outdated with their wiring and routing through the public switched telephone network (PSTN). 

VoIP phone systems use the internet for inbound and outbound calling. They are known for their advances in internet speed, security, and smartphone technology. Businesses immediately have access to affordable and reliable phones. Today, a VoIP system setup is as easy as downloading a desktop or mobile app. 


#2 Common VoIP Business Phone Systems 

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If you’re ready to make the switch to a VoIP phone system, there are many different types of VoIP’s to choose from. Here are the two most popular systems: 

  1. Softphone: A softphone or virtual phone is a software-based phone that doesn’t require hardware. Users make and receive their calls via an app on a mobile device. 
  2.  VoIP Desk Phones: If you’d rather have a desk phone, your previous analog phone can sometimes be converted to work over the internet. If not, you can buy a VoIP desk phone that plugs in. 

A VoIP phone system can optimize your business, and it’s important to consider what type of VoIP system will be best. 

#3 Plans to Consider Before You Choose a Business Phone System 

Before you research all the different business phone systems, you should identify what your business need now and in the future.

  1. Analyze your existing phone system – Ask your staff if they face any limitations with the current phone system. Also, consider your phone system from a customer’s perspective. What works and what’s frustrating? Research how many VoIP lines you will need and new features your staff could use. 
  2. Evaluate your work-from-home strategy – If you have staff members working from home, find out what VoIP phone features can benefit them. Many systems provide instant phone access. 
  3. Consider your future growth – One of the main issues posed by landlines is that they cannot adapt and grow with your business. A VoIP system can be updated as needed to keep up with your business. 


#4 Choosing a Business Phone System Provider 

The provider of your new business phone system is just as important as the system itself. You need a provider who can offer personalized and ongoing support. If anything ever goes wrong or needs to be changed, they are ready to help you. Your provider should also be open and upfront with you about the different plans and pricing they offer. You can also ask about any additional fees to make sure you’re not surprised when you receive the phone bill. 

Because VoIP phone systems are managed over the cloud, your phone provider will service your system remotely. It’s helpful to ask your potential providers about their data centers and how your system will be maintained. Lastly, take your call quality seriously. You never want to turn a customer away because of a frustrating experience. Ask your phone provider how they can ensure consistent and clear voice quality. 

New Business Phone Systems Have Everything You Need 

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Once you have determined what your business needs, your future goals, and the needs of your staff, you’re ready to search for new business phone systems. Carefully consider what each provider can offer you, as well as their plans and pricing. New internet technology and new business phone systems can significantly improve your customers’ experience with your phones, as well as improve your worker’s productivity with phones that work with them.