Choosing the Right Business Phone System

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Choosing a phone system for your business can be a minefield, especially as there's so much choice on the market. 

When you start thinking about a new phone system, there are a few things to think about before you purchase. Firstly, you’ll need to choose a type of phone system. Your three choices are Hosted (VoIP), Hybrid, and IP.

When you choose the best business phone system, you optimise both your communications and operational efficiency. This means that your clients and prospects can reach you easily, and your phone works as an extension of your business to move them through your pipeline.

    1. Hosted Phone Systems

    A Hosted phone system is a rented solution where the service provider manages and hosts the system off-site.

    These types of phone systems usually operate on a pay-per-seat model and with no upfront costs (unless you are purchasing hardware like handsets). This makes them a low-cost alternative compared to other phone systems. Hosted VoIP phone systems appeal to both small and medium sized businesses because there's zero maintenance and no hassles associated with hosting a phone system.

    At BTT Comms, we have been installing phone systems for over 25 years across a variety of different industries, so we have experience to help you choose the right phone system for your business.

    Some key features of Hosted phone system are scalability, cost-effectiveness, and ease of maintenance. So you can add users as your business grows, and reduce them when you're scaling back. This means you only pay for what you use.

    The only drawback to a Hosted phone system is that you must ensure you have a reliable internet connection to guarantee clear voice quality for your phone calls.

      2. Hybrid Phone Systems

      A Hybrid phone System is an on-premise phone system designed to combine the advantages of all the different types of phone connection technology such as ISDN, Analogue, Digital and IP into a single modern and flexible phone system.

      It is worth noting that a Hybrid phone system is an on-site phone system, and therefore not available as a fully cloud hosted system.

      The hybrid phone system is a popular choice for businesses of all sizes, especially with the switch off of ISDN. They’re easy to install and maintain and are a cost-effective option whilst offering the flexibility to grow.

      By combining various technologies, hybrid phone systems enable businesses to optimise their communication costs. For instance, use traditional analogue lines for local calls, while VoIP can handle long-distance and international calls at a fraction of the cost. This strategic allocation of resources ensures that businesses get the most out of their communication budget.

      Whether you require a small system for a single office or a complex network for multiple locations, hybrid systems can be designed to meet your unique requirements. This customisation ensures that you get the most efficient and effective communication solution for your organisation.

      3. IP Phone Systems

      IP phone systems are dedicated communication solutions purchased for the exclusive use of businesses. They offer the flexibility to choose whether to host the system on-premise or in the cloud. 

      These systems leverage internet protocol (IP) technology to manage and facilitate voice communications and provide a modern alternative to traditional phone lines.

      One of the standout features of IP phone systems is the level of control they offer. Customise IP phone systems to meet specific needs - from configuring call routing and voicemail settings to integrating with other business applications such as CRM systems. This level of customisation ensures that the communication system aligns perfectly with business processes and workflows.

      IP phone systems come equipped with a range of advanced features designed to enhance communication efficiency and productivity. 

      These features include auto-attendants, call recording, mobile integration, and unified messaging. By leveraging these capabilities, businesses can improve customer service and streamline internal communication processes.

      Bear in mind that these phone systems require a significant initial investment in hardware, software, and infrastructure. While the long-term savings can offset these costs, the upfront investment can be a barrier for some businesses.

      How To Choose The Right Phone System For Your Business

      Coming up are the 6 key areas to consider when choosing the right phone system for your business:

      1. Assess Your Business Needs

      • Think about the size of your business, the number of employees, and what you need the phone system for.

      • Identify features essential for operations, such as call routing, voicemail, conferencing, and mobility.

      2. Consider Scalability

      • Choose a business a phone system that can grow with your business without significant disruptions or additional costs.

      • Explore scalability options such as adding new lines, extensions, or features as needed.

      3. Evaluate Budget and Total Cost of Ownership

      • Compare upfront costs, monthly service fees, and any additional charges for equipment, installation, or maintenance.

      • Consider the long-term savings and benefits of features like VoIP or cloud-based systems versus traditional landlines.

      4. Assess Reliability and Call Quality

      • Prioritise systems with reliable uptime and high-quality call connections to ensure seamless communication with customers and clients.

      • Research user reviews, testimonials, and service level agreements (SLAs) to gauge reliability and performance.

      5. Integration with Other Systems

      • It is important to choose a phone system that integrates smoothly with other business applications and tools, such as CRM (Customer Relationship Management) software or email platforms.

      • Consider compatibility with existing hardware and software infrastructure to streamline workflows and maximise efficiency.

      6. Support and Maintenance

      • Evaluate the level of customer support provided by the phone system provider, including technical assistance, troubleshooting, and training.

      • Work out the ease of system maintenance and updates to minimise downtime and disruptions to business operations.

      We Can Help You Find The Right Business Phone System

      Choosing the right phone system will help you to streamline communication processes, improve collaboration, and drive overall business success.

      Get in touch with the team today.

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