- Published on: January ,02, 2025
- Updated on: January ,02, 2025
- By: Chetan Patel
How to Choose the Right Business Phone System: A Complete Guide
Communication doesn't mean just the exchange of a word but sharing feelings and perceiving the
attitudes of others as well. We all have had situations when a message from the client, supplier,
or colleague was misunderstood, resulting in time waste and misunderstanding, usually at the
worst time possible. In an era dominated by emails and social media, many businesses have
prematurely declared their phone systems outdated, overlooking a fundamental truth: we, the
people, love the right to choose, and we individuals appreciate the option to decide how to stay
connected. While perfecting client communication, companies must worry more about adding
channels of such communication and guaranteeing that customers do not have to struggle to be
heard.
In today's digital world, a business phone system is no longer considered a lower end of the
communication method; instead, a good telephone system is a necessity. Regardless of an
organization's size – from a young startup to a large enterprise – the office phone system is the
communication link between the company and its clients. This remains a daunting task since
there are several types of business phone systems in the market today. In our detailed guide, we
will take you through the most basic yet critical steps to choose the phone system that suits your
business.
Modern Business Phone System Options Available in the Market
Business communication has undoubtedly evolved from just using traditional landline phones. Today, one
can find a number of advanced VoIP phone systems for business that can address different market
requirements and meet businesses' small and big needs and financial capabilities. The three broad
categories of business phone systems are each accompanied by their benefits and drawbacks.
1.Traditional PBX Systems: The Time-Tested Solution
Kendrick (2000) defined PBX as traditional telephone systems that have formed the standard for
business communication for many years. These on-premise office phone systems work through
regular telephone lines and include equipment that you have to mount on your business premises.
A regular PBX focuses on having a centralized communication server on your installation that
deals with the calls. This may sound counter-intuitive in today's world where the cloud is king,
yet these systems present several benefits. This is especially important because unlike
applications that require an internet connection they work even when the internet is down.
However, PBX systems, the older generation analog, have some serious drawbacks. The
software in the hardware type calls for a large investment initially and warrants constant
servicing. The scale of adding electricity is both difficult and generally entails the physical
extension of new wires and apparatus. It is also important to note that innovations such as video
conferencing and remote working features are either very basic or missing in this design.
2.IP PBX: Continuing the Connection of Traditional and Modern
Internet Protocol PBX (IP PBX) is the next-generation business telephone system. These systems
rely on the Internet to manage voice through a technology known as Voice over Internet Protocol
(VoIP). The other main difference of IP PBX is the model of deployment you have the
traditional premise-based deployment and cloud-based services. Your team needs to utilize SIP-
enabled phones because IP PBX is an internet-based phone system. These systems offer
numerous advantages over traditional PBX:
● First, they are usually equipped with more enhanced capabilities such as video and voice
calls, chat, and other capabilities of tying in with other business tools.
● They also cost less for inter and intra-state because instead of relying on a phone
connection, they use the internet.
However, the IP PBX systems largely rely on the quality and reliability of your internet
connectivity. A stable High-speed internet connection is important to ensure the quality of the
call without dropping. It may mean upgrading the company's internet before putting into practice
this requirement.
3.Virtual VoIP Systems: The Modern Cloud Solution
Modern business phone systems include Virtual VoIP technology as its latest version. These pure
software solutions remove phone hardware from the equation altogether. However, engagement
with other people is only possible via a computer application or web browser, which is why they
are called "softphone” solutions. There is always something good about virtual VoIP systems,
and the good thing that strikes one at first glance is that the systems are simple and flexible.
Since all applications are subjected to go through software, it is as easy as installing an
application or logging into a web page. Hence, they are very suitable for remote working or
companies that operate on different premises.
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These systems typically offer the most comprehensive feature sets, including:
Call forwarding and call management
● Collaboration through video links with the share of screen
● Several features include the team messaging/collaboration functionalities.
● Interoperability with other business applications, such as CRM programs
● Around detailed analytics as well as the reporting process
● Mobile device compatibility
The major concern with these virtual VoIP implementations, like those of the IP PBX brethren,
is that dependable connectivity is solely based upon a stable internet connection. Numerous
current remedies include functionalities such as call quality that may be used for monitoring the
quality of calls and failover features to enhance service quality.
How to choose VoIP phone systems for business?
1. Understanding Your Business Requirements
Before going deeper into the details of the office phone system options given, one should pause
and consider several questions. You should first look at the constraints of the existing phone
system. Do you have dropped calls? Are there people in your organization that feel like they
can’t get along with others in their teams? Is your current system inadequate and growing weary
of its inability to expand with the size of your business?
The common approach is to spend some time monitoring your telephonic traffic and identify
which time of the day is more active. This information will assist you in getting to know your
capacities and the peak volume that will have to be supported by the new system. Take extra care
when deciding which methods of call connection dominate your need, whether most of your calls
remain within your country or traverse the globe, your options in the way of service plans and
providers will be different.
2. Analyzing Compact Parameter Data and Lines
Today’s business phone systems offer far more than voice call communication with features such
as faxing, messaging devices with the capability of receiving calls between employees within a
company, and several lines for comprehensive phone connections. Depending on today's
business communication solutions, we can select several features aimed at improving client
satisfaction and productivity.
3.Communication Channels and Main Characteristics
The core of any conventional business telephone system is VoIP (Voice over Internet Protocol).
This foundation allows for very clear voice calls across the internet, but this is just the beginning.
Most of the systems being used today include special features that enable engaging the customers
through texting. Integrated team messaging is an excellent way to handle endemics and
communicate internally, with video conferencing proving to be a lifesaver in our highly
globalized and distant working culture.
4.Route Management and Call Control
Special features of routing are most valuable and important to businesses that have high call
volume. Modern business phone system with IVR help a caller to get connected to the right
department and call queuing helps a caller not to wait for a long time without informing them of
his status. Distribution of calls through ring groups and ACD with behavioral skills makes it
possible to link the call with the best agent to deal with a particular call.
5.Setting a Realistic Budget
The price of a new phone system must be considered to ensure that the change will be as
profitable as it can be. Basic fees are the initial point of the question. Remember that such
systems can have additional services that you may be paying extra– team messaging, video
conferencing, or collaboration tools. You can save even though there is an overall higher
monthly fee. Address the issues of how much it will cost to implement the solution, how much
training is required for the end users, and if you have to invest in hardware to support the new
solution. Although business adopting cloud has little initial cost, you may have to upgrade your
internet system to typical VoIP standards.
6.The Evaluation Process
Choosing the best phone system for your business is not as simple as it sounds – it is not just
about features and cost; it is about identifying the right solution for staff. Almost all the
providers give you a free trial as well, and signing up for them is very important. As for the trial
option, every team needs to understand how natural the user interface is. Try the versatility of the
mobile application, as many of your workers need to practice taking calls. Ensure the members
of your team are involved during the development of the evaluation process.
7.Technology Factors and Security
Issues of security and dependability cannot be an adjunct in today’s digital environment. It has
been recommended that your business communication solution should be equipped with security
measures such as end-to-end encryption, SSO, and frequent security enhancements. Office phone
system should integrate with your current tools, whether it be a CRM, help desk tool, or
productivity tool. Finally, it is crucial to determine if the provider has APIs and does the provider
integrates with the most used business tools.
8.Support Infrastructure
As much as you get the best phone systems, sometimes they develop issues, and when they do,
you would want them to be solved quickly. Assess the communication options that one vendor
offers against another. The best of which is around-the-clock phone support, but do not
underestimate the importance of extensive online help, video guides, and forums. Knowledge of
the support structure also makes it possible for one to overcome some of the challenges that
might lead to interruption of the communication networks.
9.Making Your Final Decision
In the end, always remember that the best does not necessarily mean it's elaborate or the cheapest
from the market. Rather, one should look for a system that will complement your business
operations, allow your team to work effectively, and grow together with it. Spare some of your
time to read customers' feedback, especially focusing on phone system for small businesses and
your competitors system. Even testimonials could help to get an understanding of how the long-
term satisfaction with a office phone system and the quality of the customer service provided by
the selected provider look like.
Conclusion
A phone system change should be recognized as a very large project that will affect every means
of communication within your organization. By following this guide and ensuring that you do a
great assessment of all the potential systems, you will be well-fitted to go out and acquire a
system that fits your business needs today and in the future.
