Top 5 Considerations When Choosing a Phone System for Your Business

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. However, to find the best VoIP solution for businesses in Canada, keep in mind that any system will only be effective if it meets your company’s specific needs

Traditional phone systems have become outdated, impeding a business’s ability to be competitive and communicate effectively, and they are increasingly expensive to maintain. Unfortunately, many businesses fail to update their outdated systems and as a result, it’s costing them more money, hampering their customer service, hindering business growth and productivity, and not providing the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.

For businesses comparing business phone systems in Canada, the first distinction is where the system is managed. Business VoIP carries calls over an internet connection, while a cloud PBX phone system places the central call-management platform with a provider. Comparing these business phone options starts with deciding how much equipment and administration your team wants to manage.

Key Takeaways

• Start with how your team uses the phone system, including call volume, employee roles, remote work, and the experience you want callers to have.
• Choose a system that supports employees wherever they work, especially if your business has remote, hybrid, or travelling staff.
• Plan for growth by checking how easily you can add or remove users, features, equipment, and locations as your needs change.
• Focus on features that solve real communication needs, such as auto-attendants, call routing, extensions, softphones, and after-hours handling.
• Compare the full cost of each system, including monthly service, equipment, installation, training, and support rather than choosing based on price alone.

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.

Ask business phone service providers to explain how many calls your team can handle at once, as well as how many employees need access. A VoIP business phone system should accommodate your busiest calling periods and route unanswered calls to someone who can help. For example, a service desk may need several employees available on the same incoming number during the morning rush.

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.

A VoIP cloud phone system can give employees access to business calling through supported desk phones or software. Execulink’s Flexible Workspace package includes a mobile app and PC soft client. Before choosing a package, test how staff will answer, transfer, and return calls from their usual work locations, and confirm which business number customers will see.

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.

When comparing small business telephone systems, VoIP packages should be assessed against a realistic hiring or expansion plan. Ask for the cost of adding two employees or a second location, including any equipment and setup charges. With cloud VoIP services, also check the notice required to add or remove users and any minimum commitments that affect seasonal staffing.

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.

For a cloud PBX VoIP setup, turn the feature list into a demonstration of your own call flow. Have the provider show what happens when reception is busy, a caller chooses the wrong department, or someone calls after closing. This helps you choose features that support daily work and gives the employee responsible for the system a chance to try the controls.

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.

The best VoIP solution for businesses in Canada depends on the calling needs and support requirements of each organization. Compare business phone services using the same user count, calling destinations, and contract period. Request an itemized quote covering service, equipment, installation, and training so you can distinguish the monthly bill from the full cost of getting started.

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 1-877-561-6771 today or visit our Voice Solutions page to find the right Phone system for your business.

Learn more about Execulink’s Voice Solutions here!

Frequently Asked Questions

Can I keep my existing business phone number?

Number transfer may be available when you change business phone service providers. Ask the new provider to confirm that your number can be transferred and coordinate the switch before you cancel your current service. Agree on a transfer date and test incoming and outgoing calls once the number moves.

Do I need a desk phone for every employee?

Some employees may prefer a desk phone, while others can use a supported calling app on a computer or mobile device. Execulink’s Flexible Workspace package includes a mobile app and PC soft client. Ask which devices and user licences your chosen VoIP business phone system requires before ordering equipment.

What should I prepare before switching business phone services?

Bring a list of your numbers, extensions, greetings, and after-hours routing instructions. Identify any equipment that uses a phone line, such as a fax machine or alarm, and ask the provider to check compatibility. Assign one person to coordinate the switch and arrange staff training before the new service goes live.