The success of an organization highly depends on effective internal and external communications, which is why Phones are still one of the most significant and effective forms of business communication. Phones however are only effective if they are meeting the needs of your business.
Traditional phone systems have become outdated, impeding a business’s ability to be competitive and communicate effectively, and they are increasingly expensive to maintain. Unfortunately, many businesses fail to update their outdated systems and as a result, it’s costing them more money, hampering their customer service, hindering business growth and productivity, and not providing the flexibility needed to accommodate today’s modern workplace.
Fortunately, today’s business communication tools are consistently evolving, and there are many types of business phone systems available like PBX, VOIP, and Hosted VOIP. These types of systems include many technological advancements, features, and benefits which are a far cry from the traditional phone systems you might still be using today.
Phone systems are now designed to better meet the requirements of today’s modern business, but they are not a one-size-fits-all solution. Choosing the right phone system for your business will depend on your needs, budget, location, and more.
Top 5 factors you should consider when choosing a business phone system:
Usage: Conducting a needs assessment will help you decide what you need your phone system to do. Consider how many employees you currently have, their job types and responsibilities, and calling habits. Perhaps you have employees that work offsite – these are all factors that would benefit from a specific set of phone features and phone type. Most providers will work with you to design your phone system solution based on the functions of your team and what they need to do their job successfully.
It’s important to also think about your customer’s usage and call in experience. This could be the first interaction they have with your company so you need to make a good first impression that is seamless, quick, user friendly, and easy to navigate. With this in mind, think through your greeting, and department directory options when you are open and closed.
Mobility: As previously mentioned above you may have employees that work remotely or in hybrid roles, or perhaps you have sales staff who travel a lot for work. Choosing a phone system that allows for flexibility will be important so your team can communicate from where ever they are.
Scalability: Consider your short and long-term goals. How many staff members require a phone/phone line now and how many will you need in 3 to 5 years? You may only need the functionalities of a standard service now, but once your business grows you may find you require advanced features, like conference calls and extensions.
As your company grows, your phone system should be able to adapt, be it expansion or downsizing. New business phone systems, like VoIP and cloud-based systems, scale with your business needs, allowing you to add on features and equipment as you grow, and will likely make the process of expansion easier and more affordable.
Features: Think about the features you have now with your traditional phone system and consider all the other features that would be helpful or required based on your procedures and activities that regularly take place within your organization. Create a wishlist of features and map out the options that would streamline or simplify processes.
Consider your staff resources as well – do you have a receptionist or would an auto-attendant be required to reach people? Phone systems today have a wide range of calling features, some of which are capable of filling staffing gaps like auto-attendants and softphones.
Cost: Don’t solely choose a phone system based on cost. The cheapest phone or the most expensive one may not be enough or it might have more than you require. Find the perfect balance between reliable and affordable.
Older phone systems can be costly and include ongoing maintenance costs, often needing specialized support. Newer systems like Hosted PBX will cost more than a standard analog phone system but the available features and level of functionality may be a necessity based on your business needs. Take into consideration the number of phones you will need, and factor in the cost of hardware, installation, service charges, and other cost variables.
If you are hampered by your legacy phone system, require additional features based on your growing business needs, or starting a new business and setting up your first phone system, ensure you take some time to assess your needs and think through these considerations. Selecting a Business Phone System is an important decision because a reliable Phone system is critical to the success of any company and an investment in your company’s future.
Modernize your call infrastructure and transform your business with the right Phone solutions from Execulink. Call us at 1.866.706.1991 today or visit our Voice Solutions page to find the right Phone system for your business.