How to Choose the Best Phone System for Small Businesses

Finding an office VoIP phone solution to suit your business needs is made slightly more challenging with the sheer amount of choice you’re faced with. However, this is also an advantage as well.

With a number of leading manufacturers within the telecoms industry now focusing their efforts on IP phones you can be sure to find a solution that meets your budget, and includes features most beneficial for your business.

Many VoIP providers recommend particular models of desktop phones that are known to work optimally with their services. The larger providers also often supply office phone handsets as part of your chosen package, either for a single up-front payment or as an on going monthly contract.

Whether you are looking to install a new system or upgrade your network, there are a number of considerations you need to make when deciding on a phone system for your small business.

These factors can be broken down into the following:

• How many business phone lines do you require?
• How many extensions are needed for the size of your office?
• What telephone system features would most benefit your business?
• How will your businesses’s growth strategy impact your phone system needs in the future?

It’s true there is no ‘one best office phone system for everyone’. Different types of organizations have different priorities and budgets, and even two nearly identical organizations might face vastly different challenges and opportunities. So why do we keep talking about VoIP? Well, VoIP phone systems offer a number of modern advantages over traditional PSTN systems, making them the better choice for most. Let’s look at the differences.

PSTN (Landline) Phone Systems

These are the ‘standard’ phone systems most of us grew up with. Only fairly recently have other types been commercially available, so these are what many think of as ‘normal’ phones. PSTN stands for Publicly Switched Telephone Network.

Pros:

• These are a very mature technology, so they are reliable.
• Most users already understand the system.

Cons:

• In order to use these for any but the smallest offices, you will need to have PBX or VoIP-type extension hardware installed on-site.
• Many providers are getting out of the ‘landline’ business, so these systems could soon become difficult to purchase and service.
• Long distance calls are particularly expensive over most PSTN systems.

VoIP Phone Systems

VoIP stands for Voice over Internet Protocol. These systems route your voice traffic over your existing internet connection. They do not require Traditional PBX (Private Branch Exchange) hardware, but the features and details can vary significantly between providers and systems.

Pros:

• VoIP is by now also a well-established system with excellent reliability.
• These systems offer a wide variety of standard features that are added extras on PSTN systems.
• They are inexpensive, especially as most do not apply any long-distance surcharge.
• It is particularly easy to route calls to remote employees, or those who are traveling.

Cons:

• These systems rely totally on your internet connection, so if that ever goes down (which still happens to the best networks) your office phones could be completely cut off*.

*Saying this, while your office phones may be cut off, your network and communications would not be. All good providers offer automatic re-routing to mobile numbers, for when your main phone cannot be reached.

As we mentioned, there’s no one system to rule them all, but if you’re looking to future-proof your communications we recommend you choose VoIP. All of the best office phones we’ve found (and listed above) are IP phones. These devices can help take your business to the next level whether you’re a first-time VoIP user or a tech whiz. And desk phones are not the only kind of phone you can use with a VoIP phone system.

Visit our VoIP vs Landline guide for a more in-depth comparison of IP phone systems and traditional PSTN systems.

The 4 Types of VoIP Phone System

VoIP phones are flexible, offering comfortable solutions for any employee or conversation type. There are three additional types of VoIP phone besides the standard desk phone; wireless phones, softphones and conferencing phones.

• VoIP desk phone handset – Similar to a traditional desktop phone, except that is has the ability to connect to the internet for VoIP functionality. In terms of VoIP devices, this is one of the simplest, and therefore one of the cheapest, making it good value for those that are looking to kit out their office with VoIP enabled devices but are concerned about the cost of wireless VoIP phones.

• Wireless VoIP phones for business – A VoIP phone with built in Wi-Fi or a DECT transceiver, which connects to a base station or access point. Cordless phones allow users to move freely around their workspace while on a call. Foe extra flexibility, these can be paired with a headset to enable staff to keep hands free and remain mobile, while also speaking to clients.VoIP Softphones for business – A software application can be installed onto a computer to equip the device with the ability to make and receive calls. Or a mobile app can be used on your iPhone or Android device. Softphones are particularly useful for remote workers and even call centers because they are relatively cheap to set up and run, as they can work with a wide range of equipment. If your staff already have PCs or smartphones, chances are they can be set up with a softphone for their devices.

• VoIP Conferencing phones for business – An IP conferencing phone can be used in a large business or conferencing facility where calls take place with multiple participants. Calls can be done via speakerphone, headsets, or even connected to a TV, with an added video stream. While the set up for these systems can be more expensive than a standard VoIP device, they can save companies money on sending staff to physical locations, and are useful for regular catch-ups between teams and departments, no matter where they’re located.

With so many options available, VoIP offers a workable and practical solution for many businesses and contact centers who need a fast, reliable and high quality communications system.

Read More: Best Cordless Office Phones – Top 10 VoIP Softphone Apps For Business – Top 10 Conference Phones

Verdict: VoIP Solutions for Small Business

Small business owners can often have trouble building a strong reputation and one of the main reasons for this is because it is sometimes difficult persuading a potential customer that you can meet their requirements. Voice Over Internet Protocol systems allow businesses to appear more professional. Modern VoIP solutions offer a virtual receptionist, video conferencing, call recording, screening and other tools which businesses can make use of.

VoIP can give the impression of a larger business than it actually is, which can give customers more confidence. As an example, a caller may find it more professional to receive an automated line with a range of options to be put through to the right person than simply receive an immediate answer by a member of the team. VoIP can also create the impression that your business is well established and properly set up with wider coverage than perhaps a small local area.

You don’t need to restructure your businesses IT setup or bring in a third party to improve your companies telecoms – you can start with simply picking up one (or more) of the phones listed above in our top 10, to modernize your business, improve your customer relationships, and get working in a smarter, 21st century way.

Learn more:

• Best Multi Line Phone System for Small Businesses