Business 101: 7 Tips On Selecting Phone Systems In 2021

All businesses face unique challenges and have different needs to maintain consistent and effective communication. As you shop around for the best phone system for your business, there are various factors to consider before you finalize your decision.

Considerations On Choosing Phone Systems

No matter what type of phone systems you have in mind, below are some of the things you should know to choose the right one suited for your business needs:

1. Different Types Of Phone Systems

Before you choose any business phone system, it’s crucial to understand the different types of phone systems. You also need an idea of what features you can’t live without and which ones could be less essential.

Below are some of the types of phone systems you can consider:

  • Virtual Phone Systems

These are the best options for remote businesses without a physical location. This phone system works by purchasing a service from a provider, which can be similar to hosted website services.

A virtual phone system provider can offer you a toll-free number or local phone number. Such phone numbers can be used on your website, business cards, and advertising campaigns. This is why a virtual phone system is the most scalable option since the costs may depend on your overall usage.

You may also customize your plan to the number of extensions you like and the number of minutes you need. The only downside of virtual phone systems is there can be a lag time when you’re transferring calls.

  • Traditional Phone Systems

A traditional phone system often uses a server and hardware to enable communications within the company and in the outside world. Although it tends to be expensive, it has some benefits. For instance, it’s the most reliable phone system since it doesn’t depend on an internet connection. It means that it’ll work, whether or not there’s power.

In addition, a traditional phone system offers excellent sound quality. The only downside is it doesn’t provide much flexibility.

  • Voice Over Internet Protocol (VoIP) Phone System

It converts audio signals into digital signals. Phone conversations are often transformed into digital signals with this phone system, which may travel through fiber optic cables over broadband internet. It’s also the most cost-effective option.

There are various features you can enjoy with VoIP systems. Such include the ability to receive and make calls or listen to voicemails from your mobile devices such as tablets, laptops, and computers.

2. Security

Business phone systems must be fully secured to avoid malware, fraud, and phishing attempts. Take note that security doesn’t only involve your internal resources but also your phone services. For this reason, partner with providers that have authentication, encryption, redundancy architecture, and some security systems.

As technology continues to evolve, phone systems are no exception. It’s the reason why you can’t afford to keep a legacy on-site phone system for your business if your priorities include staying relevant in the industry.

3. Staffing Needs

When selecting a phone system for your business, don’t forget to consider your employment force and how you want to grow your business in the future. If possible, choose a phone system that’ll let your workers get the communication access they need for customers and business partners. For instance, think of the staff members that’d need more than a phone line.

Depending on your staffing needs, pick a phone system that will meet your communication requirements. This is especially true if you have a remote team requiring constant communication.

4. Cost

When it comes to business phone systems, you should know how much you’re willing to spend. Having a communication system is a big investment. Once you choose the wrong phone system, it may cost you more money and time.

You should consider the costs-related factors like subscription fees, installation costs, licensing costs, hardware costs, connection charges, and internet bandwidth costs.

Unlike other phone systems, the traditional phone systems require the most significant investment. VoIP systems, on the other hand, require the least upfront costs and several maintenance costs. However, businesses may enjoy saving from these phone systems because they typically need subscription fees only.

5. Compatibility With Your Existing System

Another essential thing to consider is the capability of your preferred phone system to integrate with your current business systems. Make sure to do your research to ensure that your system is compatible with the conferencing tools and some office hardware used in your business daily.

If it’s not the case, you might need to spend more than what you’ve planned. You may even need to invest more to replace all the items that don’t integrate into your new system.

6. Reliability

No matter what kind of system you get, ensure that you select a reliable one. Besides, what’s the point of investing in something that’s not up and running whenever you need it?

So, make sure to consider the redundancy systems in place, uptime, number of your data centers, and how it ensures that you won’t lose service in case of emergency. With a reliable phone system for your business, you can ensure that your company will work efficiently without experiencing any issues.

7. Scalability

Choosing a new phone system is a big investment. For this reason, it’s essential to take into consideration your future business goals. The spread and size of your business may determine which phone system is an ideal option. For instance, if you’re planning to expand your business in the future, you need a phone system that provides scalability.

If you have a big business and plans to grow, you may require more lines. With this in mind, planning ahead can make a difference to help you save money and choose the right business phone system suited for your business plan.


The right business phone system may boost customer satisfaction and team member productivity. Although the available options in the market can make the selection process confusing, it doesn’t have to be complicated if you keep the above tips in mind.

Once you implement these recommendations properly, you can be sure that you’ll find the phone system suited for your needs.

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