7 Factors to Consider before Selecting a Business Phone System in 2022

VoIP
Selecting a Business Phone System in 2022

If you’re a business owner, you must be aware of the importance of NAP. We aren’t talking about the afternoon siesta but your business’s name, address, and phone number.

Your phone number is one of the most crucial identities of your business. So, how can you not be particular about your phone system? Just imagine you don’t have phone service for a day. Most of your daily business operations will come to a standstill.

That’s why it’s extremely crucial to use the right phone service for your business. In this blog post, we discuss the factors you must consider before getting a phone connection for your business.

  1. Cost

When deciding to get a reliable phone system, the cost is one of the most important factors to consider. While landlines require high installation costs, VoIP needs lower installation costs. The former needs wiring to make phone calls, and the latter leverages the World Wide Web to achieve the same. The operating costs of landline phones are also higher than VoIP.

As per TelZio, VoIP can help businesses cut their expenses on phone calls by up to 50 percent. According to Startupnz, small businesses can cut their startup costs by 90 percent by using VoIP. If you intend to keep the costs low, then choosing a VoIP phone is extremely prudent.

  1. Calling features

Calling features enable you to customize your phone services according to your business requirements. They’re another crucial factor that businesses should consider while deciding between VoIP and landline. The former has more advanced and sophisticated features than the latter such as:

  • More than three-way calling
  • 411 directory assistance
  • Auto forwarding
  • Number portability
  • Caller ID and ID block
  1. Security

When making important business calls, you would certainly want the conversation to be confidential and secure. So while choosing between landline and VoIP, you have to keep the security aspect in mind. You must choose a phone system that’s completely secured. Encrypted VoIP phone systems are far more secure compared to a landline. The latter can be wiretapped but the former can’t.

But the key to security in VoIP phone systems is to make sure that the system is encrypted and so is the Wi-Fi network. An unencrypted Wi-Fi is more prone to getting hacked and snooped by hackers. As per a Kaspersky report, 25 percent of Wi-Fi hotspots across the globe do not use any encryption and are insecure.

  1. Reliability

Is your phone connection reliable? Can it provide constant and consistent service to your customers? As per a Microsoft survey, more than 60 percent of customers discontinued buying from a business citing unsatisfactory customer service.

You would never want external conditions to affect your phone connection and customer service. Landline connections are reliable, but they are more prone to interruptions and malfunctions during extreme weather conditions or other outside factors.

On the other hand, however, VoIP phone systems rely on the internet to make phone calls and they are less likely to face interruptions due to bad external conditions. A report by Blueface found that nearly 61 percent of companies are switching to VoIP phone systems for better reliability.

  1. Mobility

Mobility is another crucial factor when it comes to choosing a phone system. As a business owner, you must have the flexibility and the freedom to move anywhere and make the call.

Getting a landline connection will tie you down to a single place, quite literally. But with a VoIP phone system, you can move from one location to another and your connection won’t get disconnected. By using your registered VoIP system, you can make phone calls anywhere. 

  1. Collaboration

In the last couple of years, business collaboration has experienced a huge shift. Business meetings, which previously meant face-to-face interactions, have been replaced by virtual ones. In such rapidly-changing times, landlines can’t meet the needs of business collaboration but VoIP can. With more than a three-way calling feature, the former can enable many people to join a meeting or collaborate.

As per a survey by CoSo, nearly one-third of the respondents, who were remote workers, relied on VoIP while 36 percent used video conferencing for work. It found more than three fourth of the remote workers reported increased productivity. Another study found that nearly 50 percent of business professionals reported using video conferencing more often than they were using it two years back. 

  1. Scalability

When it comes to choosing the right phone system for your business, scalability matters a lot. The phone system that you get today should be scalable to match your business’s future expansion plans as well as your sales and customer support team. Between landline and VoIP, the latter is scalable while the former isn’t. VoIP can be scaled up to work in a large system.

Some best practices while selecting a phone for your business

After considering the critical factors, it’s equally important to understand the best practices for selecting the right phone system for your business. Here are seven of them.

  1. Know why you want to install, upgrade, or replace a phone service

First of all, determine your goals. What are you planning to achieve by taking up the new phone connection? What are the areas where your existing phone system is lacking and where you can improve? What are the particular capabilities and features are you looking for in the new phone service.

  1. Set a budget for the phone system

A budget is extremely crucial before making any purchasing decision. When it comes to buying a new phone system for your business, allocate a realistic and reasonable budget. Also, keep the costs of different phone systems in mind while setting up the budget. After that look for options that match your business needs and budget.

  1. Determine the current and possible call volume 

Before selecting a phone system, find out your present call volume. After that determine the potential call volume you are more likely to receive in the future. Also, determine the total number of customer-facing employees, voice-based engagements, and office locations you are more likely to have in the future. Based on the projections, decide what type of phone system you want and the types of service you would prefer.

  1. Keep your expansion strategy and scalability in mind

Every business, no matter how big or small, has an expansion strategy. So without a doubt, you must be having one. Before choosing a phone system, keep that in mind as it is extremely critical to your future infrastructure requirements. The system, hardware, and software that you invest in today should be able to handle the organizational growth and provide desired output without any issues. Consider your scalability options when it comes to future growth. Go for a service that fits your strategy.

  1. Audit the existing platforms, resources, and technology 

After you get new phone service, you will need to integrate with some of the platforms, resources, and technologies that you’re already using. You don’t know how compatible the new phone system will be with your existing platforms and technologies and if it will work well with them. For that, you need to audit all the technology and platforms that’ll be integrated with the new phone service. After that, find out how compatible they are with the system. For instance, assess if the existing internet service can provide sufficient speed and bandwidth for VoIP solutions.

  1. Find out what the industry leaders use 

When it comes to selecting the best phone system, find out what the industry leaders use. It will help you understand what the best-performing competitors are using to communicate with their vendors, partners, and customers. It will also help you decide to use similar systems or purchase better plans for your business.

  1. Look at service providers’ credentials 

Before making a buying decision, look at the reputation and track records of different service providers and find out how reliable and proactive they are when it comes to installation and after sales services. 

Summing up,

A reliable and sophisticated phone system can work wonders for your business. It can help you communicate with your vendors, coordinate with your team members, and provide prompt and effective customer support. That’s why it’s critical to be extremely particular when selecting a phone system for your business. These seven factors will help you decide better what type of phone system you should choose.

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