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GUEST OPINION: In a time when communication is synonymous with business success, selecting the right phone system for your organisation has become pivotal.
As technology continues to evolve, so do the options available for enhancing connectivity within and beyond the workplace. Whether you’re steering a small startup, managing the communications of a growing enterprise, or seeking to upgrade an outdated system, the decision-making process can be daunting.
In this article, we’ll learn more about selecting a phone system for your business, offering insights into the key considerations to empower you to make an informed choice.
The Main Types of Business Phone Systems
Modern businesses are spoiled for choice when it comes to business phone systems. Gone are the days when you had to rely on copper landlines. These days, the internet makes it possible to stay connected over every channel.
The only real thing you need to know is which type of internet-connected business phone system you want. There are three main technologies at play:
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Private Branch Exchange
A Private Branch Exchange (PBX) phone system is a private telephone network used within an organisation. It enables internal communication among employees and also connects them to external phone lines.
PBX systems handle features like call routing, voicemail, call forwarding, conference calling, and more. Modern systems do all this through the internet, and many providers handle your account remotely, routing calls to your personnel.
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Session Initiation Protocol (SIP) Trunking
SIP Trunking is a type of signalling protocol rather than an entire phone system. SIP is used to initiate and maintain phone calls, video chats, messaging and other communications.
SIP Trunking is largely used as a way to deliver phone communications over the Internet. It’s widely used by companies that have existing hard telephone lines that are still functional. With SIP Trunking, you can connect a legacy system to the internet, avoiding the need to replace large, complex and costly phone systems.
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Virtual Phone Systems
A virtual phone system is a cloud-based communication solution that provides business phone services over the Internet. It is also known as a cloud phone system.
Virtual phone systems typically include features such as virtual numbers, automated attendants, voicemail, call forwarding, and mobile integration. They are hosted and managed by third-party providers.
How to Choose the Right Phone System
Choosing the right phone system for your business is a critical decision that can impact communication efficiency, cost, and overall productivity. Here are key factors to consider when making this decision:
- Business size and structure – Virtual phone systems or hosted PBX solutions are often more cost-effective and easier to manage for small businesses. For medium to large businesses, consider on-premises PBX systems or SIP trunking for more control and customization.
- Scalability – Ensure that the phone system can grow with your business. Scalability is crucial, especially if you anticipate changes in staff or operations.
- Budget – Evaluate the total cost of ownership, including upfront costs, ongoing fees and maintenance. Cloud-based solutions may have lower initial costs compared to on-premises systems.
- Available features – Identify the specific features your business needs. This might include voicemail, call forwarding, auto-attendants, conferencing, mobile integration and more.
- Integration with other systems – Consider how well the phone system integrates with other business applications, such as CRM or collaboration tools. Integration can enhance productivity and streamline workflows.
- Mobility – If your business has remote or mobile workers, choose a phone system that supports flexibility and provides features like mobile apps, softphones and remote access.
- Reliability and redundancy – Assess the reliability of the phone system, including uptime guarantees and disaster recovery options. Redundancy measures can ensure continuous communication in case of failures. For some businesses, uptime guarantees may be the most valuable feature of the plan.
- Support and maintenance – Consider the level of support and maintenance required. Cloud-based systems often come with automatic updates and support, while on-premises solutions may need more active management.
- Security – Ensure that the chosen system complies with industry regulations and standards. Security features should protect sensitive communication and data.
- User training – Evaluate the training requirements for your staff. A user-friendly interface can reduce training time and enhance adoption.
- Vendor reputation – It’s critical that your phone systems are always working. That means you need to be able to rely on your provider when something goes wrong. Research and choose a reputable vendor with a track record of reliability, good customer support and positive reviews from businesses similar to yours.
- Future technology trends – Future-proof your investment by considering emerging technologies and trends, such as AI integration, video conferencing and unified communications.
- Contract terms – Review contract terms, including the duration, termination clauses and any hidden fees. Ensure that the contract aligns with your business’s long-term goals.
By carefully assessing these factors, you can choose a phone system that aligns with your business requirements, enhances communication, and provides a solid foundation for future growth. It’s often beneficial to consult with telecom experts or providers to explore options tailored to your specific needs.
Which is the Best Business Phone System?
Many businesses now opt for cloud-hosted PBX phone systems. These PBX phones provide advanced call routing and functionality, as well as bonuses such as voice mail, video chat and more.
The major benefit of a cloud-hosted system is that you don’t need to do any of the work yourself. All installation, maintenance and services are handled by the third-party provider. This reduces your local hardware requirements to zero (except for internet-connected devices that are used to make and receive calls).
Ultimately, hosted PBX systems deliver flexibility and affordability that no other phone system can match. If you are running a small business with 2+ operators, hosted PBX phone systems provide a versatile solution.
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