Try to picture the Stone Age era today for a moment, and the impossible becomes a possibility. A characteristic example, in this case, is having a business that transacts without a phone system to the point of successfully sealing a deal, and that is what the Stone Age era entails.
Fast forward to the present, and the revolution in the business world is currently shifting the attention of entrepreneurs when they are deciding on the right phone system that will address the requirements of their operations accordingly.
Choosing the Right Phone System For Your Business: What Are Your Options?
There are many options you can choose from if you are considering the ideal telephone system for your organization, but they fall into two major categories:
- An in-house (on-premise or on-site) phone system that requires you to invest in necessary hardware and services with large, upfront costs.
- An off-premise (hosted or cloud-based) option with little to no upfront investment and a monthly subscription fee.
Now you know the different business phone systems options at your disposal, whether you are considering an upgrade, replacement, or a first-time installation. The next thing is to ask yourself leading questions that will help you identify the best telephone system for your business, and here are some of them.
- Is the engagement of more customers through phone calls necessary for expanding my operation?
- Does my business rely heavily on voice calls, or will I do just fine with minimal telephony requirements?
- What benefits could come from integrating my business applications with a phone system?
- What new capabilities will come with a digital phone system (AI, data, analytics, shortcuts for efficiency)?
- How will a reliable phone system impact my plans for strategic growth?
- Can my current phone system provide seamless, secure communications for an increasingly mobile and remote workforce?
Answering the questions above will point you in the right direction toward establishing the right phone system for your business operations. Take a look at some of the factors worth considering when shopping for the ideal telephone system for your company.
Related Article: Top 5 Hidden Costs Of Your Office Phone System.
Phone System Features
As technology continues to evolve, the phone system is no exception, and that is why you cannot afford to maintain a legacy on-site phone system for your enterprise if your priorities include remaining relevant in the industry you operate in going forward.
If you want to future-proof your firm's telecommunication system, acquiring a modern VoIP system will be wise.
Some of the other benefits of opting for a VoIP phone system include the integration of your business phones with such technology platforms as:
- CRM software
- ERP
- Video conferencing or conferencing calling
- Employee training
- Virtual faxing
- Collaboration tools (such as Slack)
The Cost of Your Office Phone System
Whatever investment you make in your business, remember that your books of account should balance at the end of the day. For that reason, ensuring that your business expenditures do not impact your cash flow negatively is critical.
Getting the features you need, excellent call quality and the best price is the goal.
When comparing the cost of an onsite system with cloud options, consider hidden costs. Cloud phone systems are provided on a subscription basis, so you get a predictable, fixed cost.
Onsite systems often seem to cost less over three years, but remember, you will also have monthly service fees for phone lines from a service provider. In addition, many onsite systems have annual support fees which range from 20-30% of the total cost system every year! Not to mention the cost of software and hardware upgrades.
Supporting Your Phone Needs
Expect to hear claims from each phone system service provider that their product is the best. The question is, what's the best system for you? Look for a vendor-agnostic technology consultant who listens and seeks to understand your business before they start making recommendations.
Getting referrals and checking customer reviews on various online platforms regarding particular telephone service providers can be helpful, but beware. Negative reviews may result from poor system design or the deployment of a phone system without proper network preparation.
A reputable phone service provider should be available to offer your business the necessary support (such as a call center) around the clock, and hiring such a vendor will also help your business thrive.
Phone System Security is a Top Priority
Although the Internet is enhancing communication among businesses, customers, and employees through VoIP phone systems, you should be cautious of the service provider you choose to engage in this case.
Cases of fraud, malware, and phishing attempts by entities offering VoIP services with ulterior motives should not catch you by surprise because they are part of the challenges affecting both small and big companies today.
A trustworthy telephone service provider should have redundant architecture, tried and proven encryption, authentication, and other security measures that assure that such vendors are dependable.
What About Scalability?
Financing services that are not in use or lacking access to necessary services when you need them as an entrepreneur is a disservice to your operations that affects productivity, and that is the case for a phone system that is not scalable.
The scalability of a modern cloud phone system means the ability to add users and sites quickly. Still, it also refers to the ability to remove user accounts that are no longer in use. With onsite phone systems, adding users and sites may require complex hardware and software licensing, and there is no possibility of scaling down in user count.
The efficiency of your company operations partly depends on the decisions you make, which is why you cannot afford to acquire a phone system with no provision for scalability. The impact on your business can be significant.
Communication That’s Reliable
When considering the ideal business phone system to invest in, you should appreciate the fact that whatever option you choose is not immune to downtime.
Your business communication system failure implies that you may be staring at a potential loss of revenue over the period that such downtime will last, and that is why you cannot afford to take chances when seeking the right telephone services vendor.
The Final Say on The Most Ideal Phone System For Your Business
By engaging a phone services provider who does not have a fallback plan, risk management, and fail-safe policy, your clients and entire business will face the brunt of downtime when it occurs. In that case, exercising due diligence when assessing various providers of business phone services is not optional since every entity requires reliable phone services.
Finding the best phone system for your organization requires an evaluation of the factors above, among others, and gathering the facts beyond what you hear.
Investing in the right telephone system for your firm will not only enhance communication but also improve your enterprise's reputation and productivity.
At AIS, we’re not just a technology company. Our company is designed to inform and educate you on the best purchasing decisions for your business, employees, and customers. The more you know about office technology solutions, the more tremendous success you’ll see. To learn more about office phone systems or any of the products and customer services we offer, contact us here.
