Communication is a critical component of any business. For this reason, those in charge of choosing a phone system for their business have an important mission to accomplish, but at the same time, it is challenging. Phone systems come in all shapes and sizes. There’re different types, they have different features, and most importantly, they come from different providers. So, how do you choose the perfect one for your business?
We are here today to answer all your phone system questions! Read on for a business phone system buyers guide that will help you understand what essential factors you should be considering and how to make an informed decision that will elevate your business communications!
Business Phone System Buyers Guide
Choosing a phone system is like shopping for any product. You need to look at prices, sizes, and details. But before you get into all that, you need to ask yourself: what are my business’s communication needs? Assessing your business needs before shopping will make settling on a phone system easier. Some questions to ask for this assessment include:
- How many employees will be using the phone system? This will help determine the number of phone lines and extensions required to support your team’s communication needs.
- Do you anticipate future growth or expansion? It’s important to consider scalability when choosing a phone system. Determine if the system can easily accommodate additional users or locations as your business expands.
- Will your employees work remotely or require mobile access? If your team members work remotely or need to access the phone system while on the go, you may need a system that supports mobile devices or offers features like softphone applications or virtual extensions.
- How much control and customization do you require? Consider whether you want the ability to customize call routing, create different call queues, set up automated greetings, or have detailed reporting and analytics capabilities.
- Are there any specific industry regulations or compliance requirements that need to be met? Certain industries, such as healthcare or finance, may have specific compliance requirements for communication systems. Ensure that the phone system you choose meets these requirements.
- What level of reliability and uptime do you need? Assess the importance of uninterrupted communication for your business. If downtime is critical, you should consider systems with redundancy options or backup plans.
- What kind of customer support and maintenance is provided by the phone system provider? Ensure that the provider offers reliable customer support and maintenance services to address any issues or technical difficulties that may arise.
Choosing Between Types of Phone Systems
Assessing your business’s needs is half of the work, but no business phone system buyers guide would be complete without a breakdown of the difference between the types of phone systems, so you can determine, based on your answers above, which one fits you the most. Here are the main types of phone systems you can find in today’s market:
Traditional Phone Systems
Traditional landline systems are the old-fashioned phone communication method that utilizes physical phone lines to transmit voice signals. These systems have been widely used for many years and are still provided by telecommunications companies. However, they are slowing being retired.
One of the main advantages of traditional landline systems is their reliability. Since they use physical lines, they are less susceptible to internet or power outages. However, one of the drawbacks is their limited scalability. Adding or removing phone lines can be costly and time-consuming, making it less flexible for businesses with changing communication needs.
Cloud-Based Phone Systems
Cloud-based phone systems, also known as hosted phone systems, are phone systems that are hosted and managed by a service provider. Instead of relying on on-premises hardware, these systems utilize cloud technology to handle call routing and other functionalities.
Cloud-based systems offer several advantages, such as easy scalability. Adding new extensions or locations can be done with minimal effort, making them suitable for growing businesses. Remote access is another benefit, as employees can make and receive calls from anywhere with an internet connection. However, businesses should address potential concerns related to data security and ensure that the chosen provider offers robust security measures.
Hybrid Phone Systems
Hybrid phone systems combine elements of both traditional landline and VoIP systems. They allow businesses to leverage existing infrastructure while incorporating modern features. Hybrid systems typically use an on-premises PBX (Private Branch Exchange) for internal call routing and a VoIP service with SIP technology for external calls. This configuration offers flexibility and customization options.
For example, businesses can route calls based on specific criteria or use advanced call-handling features. However, setting up and maintaining hybrid systems may require technical expertise and compatibility between different components should be considered.
LightSpar is Here to Help you Find Your Perfect Match
Ready to choose the perfect business phone system for your organization? LightSpar is here to help – contact us today for expert guidance, personalized recommendations, and a tailored solution that aligns with your unique communication requirements. We hope you found this business phone system buyers guide helpful. Don’t miss out on optimizing your business communication – take the next step and connect with LightSpar now to embark on a seamless and efficient phone system journey.