How to Choose the Right Phone System for Your Business
Phone systems are becoming increasingly important to organisations’ communication needs due to technological improvements. Because there are so many alternatives on the market, picking the ideal phone system for your company can be challenging and time-consuming.
Types of Phone Systems
Three primary types of phone systems are available in the market: traditional landline, VoIP (Voice over Internet Protocol), and virtual phone systems.
Traditional Landline Phone Systems
The most common phone system is the traditional landline phone system, which dates back the farthest and has the longest history. To connect calls, they make use of actual copper wires, which are supplied by the telephone company serving the area. These systems are dependable but costly, and they need to include many of the functions available in modern phone systems.
VoIP Phone Systems
Traditional landline phone systems are far more expensive and limited in their flexibility compared to VoIP phone systems, which make use of the Internet to connect calls. Because they can be easily integrated with other business applications like customer relationship management software, they are a popular option for companies. Two options for hosting VoIP phone systems are on-premises or in the cloud.
Virtual Phone Systems
The term “virtual phone system” refers to a phone system that is in the cloud and does not require any physical hardware. Calls are sent to the company’s phone system through the Internet under this configuration. Auto-attendants, call routing, and voicemail transcription are some of the many advanced features that can be found in virtual phone systems. These systems are extremely scalable, inexpensive, and offer a wide variety of these functions.
Factors to Consider when Selecting a Phone System
When selecting a phone system, it is critical to consider the size of your company as one of the factors. Small businesses with a few employees and a need for a traditional landline phone system can benefit from investing in one of these systems. Phone systems that use Voice over Internet Protocol (VoIP) and virtual phone systems are better suited for use by larger enterprises since they offer more advanced capabilities and are more scalable.
When selecting a phone system, one of the most important considerations is cost. The most expensive alternative is a traditional landline phone system, while the least expensive one is a virtual one. Phone systems using VoIP technology can be placed anywhere in the middle. When evaluating various phone systems, it is crucial to consider the total ownership cost, including the initial setup, continuing maintenance, and ongoing service rates.
There are several phone systems, each of which offers a variety of functions that, when combined, can improve your company’s communication capabilities. Common services on landline phones, such as call waiting and caller ID, are found on traditional phone networks. VoIP and virtual phone systems offer more advanced services such as auto-attendants, call routing, voicemail transcription, and integration with other corporate applications such as CRM software. These functions are available through VoIP phone systems and virtual phone systems.
Reliability should be one of your top priorities when selecting a new phone system. Traditional landline phone networks are generally reliable but might be disrupted by factors such as inclement weather or other physical problems. The vulnerability of VoIP and virtual phone systems to internet disruptions and other technical problems are increased. To reduce the time spent without phone service, selecting a phone system with a dependable service provider and multiple backup choices is vital.
If you anticipate that your company will expand in the near or far future, scalability should be one of your primary concerns. As your company grows, upgrading to a traditional landline phone system could become costly and complicated because of its inability to scale. Virtual and phone systems that use voice-over-Internet Protocol (VoIP) are highly scalable and may readily support a growing organisation.
Integration with other business applications
Integration with other business programmes, such as customer relationship management software, can improve your company’s communication capabilities. Virtual and phone systems that use Voice over Internet Protocol (VoIP) are highly integrative and may be connected to other business applications. Integration of traditional landline phone systems with other software may require additional hardware or manual configuration steps.