There are a number of factors to consider when choosing a business phone system, which include: What type of connection you want, if the cost structure fits your budget, if it has all the calling features you want, whether it offers collaboration tools that suit your business and if gives you the ability to operate, remotely.
Here are the key factors you should consider when choosing a business phone system:
Phone Connection - Hosting - Options - Cost - Calling Features - Collaboration
When choosing a phone system, it is important to find a service that not only has the features and tools you want in a phone system, but also offers the level of customer support that you need.
We offer experienced advice every step of the way to recommend a perfect phone system solution for your business.
Type of Phone Systems Options
There are three main phone system options; Hosted telephony (VoIP), IP Phone Systems and Hybrid Phone Systems.
- A Hosted Phone System is effectively renting a phone system.
- An IP Phone System is the purchase of a dedicated system for your own use, and you choose where to host it
- A Hybrid Phone System combines the different types of connection technology (ISDN, Analogue, Digital and IP) into a single modern phone system. Essentially, if you have already invested in that infrastructure but want the advantage of the feature-rich benefits of IP, then consider a hybrid phone system.
Which Phone System is best for a small business?
Most small businesses benefit from a Hosted Phone System, particularly if they are less than 20 users. A Hosted Phone System gives them all the benefits of IP technology in a pay-per user price.
When smaller businesses are above 30 users, they tend to look closely at the IP Phone System option where you own the phone system and have control of it and where to host it but you don’t have a monthly cost (unless you have support or equipment leasing costs.)
Accounts Superhero was experiencing poor voice call quality and wanted a phone system that could handle incoming calls to ring on multiple phones so that they could be picked up quickly, regardless if he was in the office or not.
Find out what phone system we matched up to his small business.
View our Case StudyPros and Cons of a Hosted Phone System
- Flexibility if you are travelling, working from home or even move to a new office, with the hosted phone system you just need to simply plug it in.
- Scalability as adding and removing users is simple
- Variety of Features such as video conferencing, call routing, voicemail recording sent to email etc.
- Automatic upgrades are distributed to all users.
- Phone system Management is in your hands as you have access to change any settings such as opening times or we can do that for you.
- Business continuity is covered with hosted telephony, as your calls can be instantly rerouted in the event of an outage – meaning you won’t be missing out on business.
- Minimal set-up costs as there is no hardware except if you want a phone handset.
- Low monthly cost per user.
- No physical hardware to host on-site or remotely.
- Speedy installation as it’s unlikely that you’ll need physical cabling because most places have internet connectivity.
- Maintenance is included within your monthly subscription.
- There is only one limitation to a hosted phone system; it is IP technology which means you need a reliable internet connection since the phone system runs across the internet; the connection determines the voice quality.
Pros and Cons of an IP Phone System
- You own the system.
- You can choose where to host it, whether that be on your own server/ on-premise/ hosted in your own private cloud via a data centre; it gives you ownership on the maintenance of the system.
- No long-term contracts (unless you purchase using finance.)
- Flexibility to use the phone system even if you are working remotely.
- Scalability as adding and removing users is simple.
- Variety of Features such as video conferencing, call routing, voicemail recording sent to email etc.
- Phone system Management is in your hands as you have access to change any settings such as opening times.
- Business continuity is covered as your calls can be instantly rerouted in the event of an outage – meaning you won’t be missing out on business.
- There will be up-front costs to purchase however, it can be financed or leased.
- You will need to choose somewhere to host it, whether it be on-premise or hosted externally which may incur additional costs
- Maintenance will be your responsibility unless you outsource this aspect or it can be included in the lease
- Your voice quality is determined by internet connection so, you need to have a strong, reliable internet connection
- Any upgrades are at your expense.