DETROIT – In any business, proper communication is critical. You must reach out to your customers, bargain with vendors, and coordinate with teams. A few common ways to communicate in business include using messaging apps, smartphones, and emails. However, nothing beats your own dependable phone system.

A business phone system makes your company appear credible, improves your productivity, and saves you money. But with so many options to choose from, it can be difficult to identify the right one for you.

In this article, we explore eight essential factors to help you choose the right system for your business. Let’s dive in!

Cost

As with anything, your budget will determine which type of business phone system works best for your needs. Business owners need to consider not only the upfront cost of buying new phone systems but also maintenance costs over time.

For example, if you choose a phone system that requires you to pay for per-minute usage or additional features like call recording, it could end up costing a lot more than your initial budget.

Scalability

Scalability is the ability of a service or product to be expanded easily and cost-effectively to meet changing demands. The best business phone system is one that grows with your company.

If you’re just starting out and don’t know where your business will be in five years, you may want to go with a lower-cost system that can grow as you need it to.

Cloud-based phone systems such as Microsoft 365 Business Voice are often more scalable than on-premises systems because they can be easily expanded as needed without having to install additional hardware or software. These systems are also easier to update as updates can be applied remotely by the vendor.

Furthermore, cloud-based systems often cost less because they don’t require immediate setup and installation, unlike their on-premise counterparts.

Compatibility

When choosing a business phone system, it’s vital to look at its compatibility with other devices or systems such as smartphones or computers in general. If your office uses a lot of different devices and apps on any given day, make sure that your new business phone system works with them seamlessly. In doing so, no one will have to jump through hoops just to use their desk phones.

Security

One of the biggest concerns for businesses today is security — especially when it comes to data breaches and information theft. When choosing a phone system, look for features like encryption that protect voice, video, and data transmissions from interception by unauthorized users.

Ensure the business phone system you choose has proper security protocols in place to protect against hackers who try to gain access through the internet. Moreover, you can also use an esim to help you activate a cellular plan from your carrier without having to use a physical SIM. Check this guide for what is an esim explained. Ensure the business phone system you choose has proper security protocols in place to protect against hackers who try to gain access through the internet.

Features

A good business phone system should have all the main features you need for your business. Communication features such as voicemail, call forwarding, and conference calling is essential for any business in the following ways:

Voicemail allows your employees to retrieve messages when they can’t answer calls themselves.

Call forwarding allows you to forward calls from one extension to another so you can answer them from anywhere in the world.

Conference calling lets you connect multiple users at once through video or audio conferencing so everyone involved can see and hear each other at the same time.

Caller ID allows you to identify who is calling before answering their call by displaying their number on your screen along with an option for screening their call.

Reliability

When choosing a new system, reliability should be your top priority. You want to ensure that you are getting a business phone system that is going to work when you need it to. You don’t want any interruptions or unexpected downtime during business hours.

Look for systems that are built to last and offer redundancy in case something goes wrong.

Support

It is vital to think about the type of support your new business phone system offers. Does it offer 24/7 support? Is it easy to get in touch with the vendor if you have an issue? If so, how quickly will they respond?

You want to make sure that the company providing you with a phone system has good customer service and deep knowledge of their product.

Collaboration

Collaboration refers to how well your employees can talk together on the same line (e.g., conference calls). In some cases, employees may need to collaborate with people outside of their organization as well, like customers.

This is why you must choose a system that supports collaboration tools for video calling, instant messaging, and screen sharing capabilities.

Conclusion

A business phone system is a core tool for any business which is why you need to be extra careful when choosing the best one for your organization. Luckily, the guide we’ve just outlined above is all you need to help you make the right choice.

Good luck!

This article was provided by Chris Howard