How to Choose the Best Small Business Phone System
Do you need help choosing a new small business phone system? We’ve created this post to help you find the right system for your business.
Besides connecting your customers to your business, the right small business phone system can make you money, save you money, make your job easier, increase employee communication, and help make your business dealings more efficient.
But how can you know which phone system is right for you and your small business?
We are going to take you through the various types of phone systems you could implement in your business, so you’ll know exactly which one will work for you.
Landline Phone System
Landline phones are what you would think of as normal telephones. They are powered through copper wiring and a traditional phone company. While these are the most traditional types of phones, they are falling out of favor and being used less often by businesses and even residences.
In order to have a landline phone system for your business, you’ll need a phone system that is on-site. This hardware allows you to connect the various phones.
Pros
The main benefit of landlines for a small business phone system is that landline phones are extremely reliable.
Another plus is that many people already have experience using this type of phone system since it has been around for a long time and has been used by most businesses.
Cons
Most phone companies are actually getting rid of their landline service, which means that if you want to implement a landline phone system for your business, it could be quite difficult.
These systems can also be more expensive than some of the other options.
When you buy it, you own it. That means, you’re responsible to keep the programming up to date and fix it when it breaks. And, it will break.
Who in your office is going to be “the phone guy”?
No one?
Then you’re going to need to buy an annual service contract. And those are not cheap. Probably 15% every year, of the original purchase price.
Is It Right for You?
Most businesses that use landline systems are quite large who have a large IT department to support them. This type of phone system doesn’t require high-speed Internet, which IP phone systems do, which could be a plus for a business without quality Internet.
So, if you don’t have Internet or if you happen to have large IT departments capable of repairing and maintaining landlines, then this could be the phone system for you.
Virtual Phone System
If you have remote workers, then a virtual small business phone system might be for you. Virtual systems connect callers to the personal home or cell phones of your employees who are working remotely.
Here’s how it works: clients, prospects or anyone else trying to get in contact with your worker will call your business phone number. Through the virtual phone system, the call will basically be forwarded to the personal phone designated by the remote worker, whether they are in the office, at their desk or on their cell.
Pros
The biggest benefit of this small business phone system is that you can allow current employees to work from any location without having to give out workers’ personal phone numbers.
It’s also great for businesses that require their employees to travel frequently.
Virtual phone systems also come with a variety of excellent features:
- Voicemail
- Call forwarding
- Call Screening
- Automated receptionist
- Fax receiving and sending, with no fax machine needed
Most of these features would not be available if your employees simply used their personal phones.
Cons
Actually, I can’t think of any. A Virtual Phone System will give you all of the features of the most expensive traditional phone systems, and even more features that a traditional phone system cannot do, and do it all with no equipment to buy, sell or outgrow.
Since it’s a service, you only pay for what you need, and you can easily change your provider at any time.
VoIP Phone System
VoIP stands for Voice over Internet Protocol. This type of small business phone system uses the Internet connection the business is using to get onto the Internet to also connect the phone system.
On-premises VoIP or Cloud VoIP?
With VoIP systems, you have two options. On-premises systems require you to have all of the hardware and equipment for the system at the place of work.
Cloud systems, however, run entirely through the service provider.
An on-premises system would need IT people to repair and maintain it; there is also a large cost to you to buy all of the equipment yourself. And to have it installed. The benefit, however, is you are entirely in control of the system. Or, is that really a benefit. Remember, when you buy anything, you’re buying into that specific technology at that specific moment.
Technology changes and improves. Look how frequently Apple comes out with a “new and improved”, and more expensive phone. You’re a lot less likely to replace your phone system as often as your cell phone.
Cloud systems would mean you don’t have to deal with buying all of the equipment and it isn’t up to you to repair or maintain anything yourself. And, it’s up to the service provide to keep spending money to bring you the newest features.
Let’s look at the general pros and cons of a VoIP system, whether you go for on-premises or cloud.
Pros
A VoIP system can provide your company with top notch features that used to be much harder, and more expensive, for small businesses to get.
Some of these features are:
- Automated attendants, also called a Virtual Receptionist
- Menu, so callers can choose the person or department they are calling
- Custom On-Hold Messages
- Call transfer
- Call screening
- Voicemail
- Voicemail messages delivered to email
- Voicemail converted to text, so users can read their voicemail
- Fax receiving, with faxes delivered to users’ email
- Desktop faxing
- All staff, no matter where they are located, are all in the same phone system
- Intra-company communication with the ability to make, pass and answer messages between all staff, with just the push of a button
VoIP systems are the most popular choice for business phone systems, with 80% of business PBX systems (which are basically controls for office connections and phones) being VoIP systems.
VoIP systems are extremely reliable with great call quality, and they’re usually the cheapest option for a small business phone system. This type of system is also great for integrating with existing technology like computers and headsets.
Cons
Because VoIP systems run on an Internet connection, you must have a high-speed Internet connection for this system to work. If you have spotty Internet, or no Internet at all, then you won’t be able to use this small business phone system.
Is It Right for You?
This option is popular for small businesses because of its great features for a pretty low cost. VoIP will give you a great phone system that allows both in-house and remote workers to use it.
Choosing a Small Business Phone System That’s Right for You
Every business is different, which means every business has different needs from a phone system.
Ask yourself what exactly your small business needs out of the phone system so that you are getting exactly what you and your employees need to run your business.
If you have any other questions or need some more help picking out a phone system, feel free to contact us.