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How to Choose the Best Business IP Phone System for Your Office

VBS IT Services

Avaya IP Office phone system

One common technology that every business needs is a phone system. While email and chat are a great from of business communication, there will always be a need for a phone system. If you are looking for a new system for your business, there are a number of factors you need to take into account before purchasing one.

1. Know the types of systems out there

Phone systems, as with many other types of technology, have evolved and changed drastically. Familiarize yourself with the main types of phone systems available for small to medium businesses:

  • Legacy on-premise IP PBX – (Private Branch Exchange) is an advance IP phone system that enables businesses to manage up to hundreds of phone lines and numbers. This type of PBX is usually employed by businesses who need a traditional centralized phone system in the office. This option is more costly to implement and maintain because the hardware is expensive.
  • VoIP Cloud Hosted PBX – These are virtual PBX phone systems that are managed and hosted by a provider. The hardware system itself is in the cloud, which means that you don’t own the equipment and there’s less up-front investment. VoIP technology is typically 20-30% less then traditional legacy technology.

Generally speaking, these three types of phone systems are available in two ways:

  1. Analog – Traditional landline phone systems offered by phone companies, commonly referred to as PSTN (Public Switched Telephone Network). Analog is familiar to many business owners as it uses existing lines strung by telephone companies.
  2. IP / Digital – Newer phone systems that use network connections to transmit voice communication. The most common of these systems is VoIP (Voice over Internet Protocol).

The increasingly popular adoption of VoIP cloud phone systems, has led to less demand for legacy on-premise PBX systems. As a result, legacy systems are being replaced and phased out with more flexible cloud virtual phone systems. In addition, development and improvements of legacy technology has stagnated and instead VoIP cloud technology has accelerated. New features, integrations and automation has become common with VoIP technology, making it a better long term investment for your business.

2. Consider these four questions

As you are looking for a new phone system? If so, it might be a good idea to ask yourself the following questions:

  1. How many lines and phones will I need? This will likely be one of the first questions a vendor will ask when you start looking for a new system. Take some time to think how many phone lines you will need. For example, will you need one for every employee? Or will a line for every major office or department be enough? You will quickly find that some teams won’t need lines at all, while others will need one for every person. A typical business without a call center can use a 2 to 1 ratio – whereby they share 1 line for 2 people.
  2. How much do I want to manage this system? If you want to have complete control and want to own the equipment, then going for a hosted solution may not be the best option. On the other hand, if you are looking for a phone system that is easy and low cost to manage, then a cloud systems is a better option.
  3. How fast will my business grow? If you are expanding quickly, then you will need a system that can expand easily. Legacy on-premise systems require technicians to install new hardware, physical lines which can take time, so businesses that are growing quickly may benefit more from a cloud system because you can simply and quickly add users via a browser.
  4. What other equipment will I be using? This is important to know before you talk to vendors because some systems may not work well with existing technology, or other systems you may be using. If you make a list, vendors can then help you quickly find a system that is compatible with your other equipment.

3. Ask your users what features they need

Before looking for a new phone system, you should ask the people who will be using the system what features they need in order to do their jobs to the best of their ability. Some teams may need wireless devices in order to better talk to customers, while others might find video conferencing worthwhile; others still may need a more unified communications that integrate to a smartphone.

The key here is to develop a list of features that your business will need before looking for a new phone system. This will make it easier to find one that fits your needs.

4. Work with your Technology partner

We can work with you to help you find the best phone system solution for your business; be it cloud, digital, or VoIP. If you are looking for a new phone system for your office, contact us today at 1-877-709-2656 to learn more about our solutions and how we can help your team better communicate and collaborate.

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