How To Find The Right Phone System For A Business

Published on 29 January 2021

In the modern age, communication is everything if you want to run a business efficiently and effectively. However, getting telecommunications set up for your office or business HQ can become a bit of a muddle if you are not sure what to look for. What is it about VoIP that is so appealing? Are there hosted telephony options that are better suited to some types of businesses than others?

In this quick guide, let us take a look at different types of telephony for businesses and will consider which options are likely to fit your corporate profile the best.

What Phone Features Do You Need for Your Business?

It is safe to say that VoIP, or Voice Over Internet Protocol, is becoming the leading standard. This means that voice calls for offices and commercial buildings in the modern age largely take place over data connections.

VoIP is endlessly flexible. There are many different options and features that you can consider when setting up telephony for your business. It’s worth considering what your business needs in the long term if you are going to install a scalable telecommunications system.

For example, do you envision using conference calls mainly in the years to come? What about automated line switching? Maybe you need to set up a virtual switchboard so you can connect callers to the right departments.

Different Types of Phone Systems

The landscape of phone systems available today is diverse, each offering unique benefits depending on your business size, type, and communication needs.

Understanding PBX Phone Systems

A Private Branch Exchange (PBX) system is a private network used within a company. It allows you to manage both internal communications and external calls efficiently, without relying on external phone lines. This makes it particularly suitable for businesses that need to keep their communications private and secure. The scalability of PBX systems makes them a viable option for growing companies that may need to expand their communications infrastructure as they expand.

Multi-Line

Multi-line phone systems are particularly suited to small businesses that require simplicity in their communications setup. These systems allow multiple lines to come into one device, enabling a basic level of call routing and handling without the complexity of more advanced systems. However, while multi-line systems are generally less expensive upfront, they lack the advanced features and scalability of more modern systems.

Cloud

Cloud phone systems represent the cutting edge of business telephony. These systems operate online, which means they are highly scalable and can be accessed from anywhere, making them ideal for businesses with remote teams or those that require a lot of flexibility. The integration of cloud systems with VoIP technology enhances remote accessibility and reduces the need for physical infrastructure, which in turn can significantly reduce maintenance costs.

When considering cloud-based systems, it’s important to look at the VOIP service provider’s customer service reputation, as well as the upfront costs and phone numbers availability. Good customer service can mitigate many of the challenges associated with transitioning to a new phone system.

Factors to Consider

When choosing a phone system for your business, it’s crucial to take a strategic approach. This part of our guide delves into the critical factors you should consider to ensure your choice not only meets your current needs but also supports your future growth and efficiency.

Think About Flexibility

There is the fact that VoIP is making things easier for callers and business owners to stay connected, but have you thought about flexibility?

Hosted VoIP is helping to make things that little bit easier on office managers and teams which are branching out into home working and remote calls.

Given the shift towards remote working that occurred in 2020, it is safe to say that more and more businesses will be looking to go fully mobile. It is therefore a really good idea to look at whether or not you need this flexibility – is it something you want to prioritise?

Scalability

As your business grows, so too will your communication needs. A scalable phone system can adapt to increased call volumes and additional team members without significant disruptions or overhauls. This means looking for systems that allow easy upgrades and expansions—something that is often a hallmark of VoIP (Voice Over Internet Protocol) systems. Ensuring your phone system can scale with your business is crucial for long-term efficiency and cost-effectiveness.

Is It Compatible With Your Business?

Integration capabilities are a key consideration. Your phone system should work in harmony with the tools your team uses every day, such as CRM software and other digital platforms. Compatibility reduces the learning curve for new systems and enhances productivity by creating a cohesive technology ecosystem. Check for systems that offer API integrations or built-in compatibility with leading business tools.

Reliability of Your Phone Systems

The reliability of your phone system is foundational to maintaining business continuity. But what makes a phone system reliable? Key aspects include consistent uptime, minimal service interruptions, and quality customer support to resolve any issues swiftly.

Are VoIP Phone Systems Reliable?

Reliability is a common concern when switching to VoIP phone systems. Modern VoIP services offer robust solutions with high uptime rates, quality customer service, and advanced redundancy protocols to ensure consistent service. By choosing a reputable VOIP service provider, businesses can enjoy reliable communication technology that supports a range of features from video conferencing to mobile integration.

Last But Not Least – Cost Considerations

Understanding the cost implications is vital when selecting a phone system. Consider not only the upfront costs but also ongoing expenses like maintenance and potential scalability costs. VoIP systems, for example, typically offer lower upfront costs compared to traditional phone systems but do require a stable and possibly higher expenditure on internet service. It’s important to balance these factors with the benefits each system offers to find the most cost-effective solution for your business.

Do You Need a New Business Phone System?

Deciding whether to upgrade or replace your phone system can be challenging. Evaluate your current system’s ability to meet your business’s growing demands. If it falls short in flexibility, scalability, or integration with essential business tools, it might be time to consider a new solution that can.

At Bluebell IT Solutions, we understand the importance of a reliable, scalable, and integrated communication system. We offer comprehensive telecom services tailored to meet the unique needs of your business, including connectivity, mobile data, phone lines, and VoIP services. If you’re considering a new phone system or looking to upgrade your existing setup, get in touch with us today at 01908 0442020 or through our contact form. Let us help you make the right choice to support your business’s future.