How to Choose the Best Business Phone System for Your Needs

man dialling on a business phone pad

Are you ready to take your company’s communication to the next level? Investing in a reliable business phone system is a smart move that can save you time and money while improving your customer service and collaboration efforts. But with so many options out there, it’s understandable that you might feel overwhelmed. Don’t worry, we’ve got you covered. In this article, we’ll walk you through everything you need to know to discover the best business phone systems for your company, from understanding different types to comparing top providers and evaluating your needs.

Table of Contents

Understanding Business Phone Systems

Before we dive into the specifics, let’s make sure you have a good grasp of what business phone systems are and how they work. In essence, a business phone system is a phone network designed for use in a workplace or office setting. They typically include a variety of features and capabilities that are geared towards business settings. For example, most modern business phone systems include voicemail, call forwarding, conference calling, and call recording functionality. They can be set up for use with traditional desk phones, mobile devices, or even computers.

Business phone systems have come a long way since the days of the traditional landline. Today, there are several different types of business phone systems on the market, each with its own set of advantages and disadvantages. Here are the main options:

Types of Business Phone Systems

  1. Landline systems: These are traditional phone systems that rely on physical copper wires and phone lines to connect calls. They may be the best option if you’re in an area with poor cell reception or have a stable and reliable internet connection. However, they can be expensive to install and maintain, and lack many of the advanced features of newer systems.
  2. VoIP systems: VoIP (Voice over Internet Protocol) systems use your company’s internet connection to transmit calls. They can be more cost-effective than landline systems, and often come with a wider variety of features, like video conferencing and instant messaging. However, they may require a more stable and robust internet connection to function well.
  3. Cloud-based systems: Cloud-based phone systems are hosted remotely by a provider, which means there’s no need for on-site hardware or maintenance. They can be a great option if you have a distributed or remote workforce, as they can connect users from anywhere with an internet connection. However, they may be more expensive than other options, and you’ll need to trust your provider to keep your phone system running smoothly.
  4. Virtual phone systems: Virtual phone systems are designed for small businesses or entrepreneurs who need a professional phone presence without all the hardware. They typically use a web-based dashboard to route calls to cell phones and landlines, and can be set up quickly and easily. However, they may not be robust enough for larger companies.
Business Phone Systems

Key Features to Look For

Now that you have an idea of what types of phone systems there are, it’s time to start thinking about the specific features and functions you’ll need in a business phone system. Here are some of the key features to look for:

  • Auto-attendant: This feature allows calls to be routed to the appropriate person or department automatically, without the need for a receptionist. This can save time and reduce the risk of calls being missed or misdirected.
  • Call forwarding: This allows calls to be forwarded to another number if the primary recipient is unavailable. This can be especially useful for businesses with remote workers or those that operate across multiple locations.
  • Voicemail-to-email: With this feature, voicemail messages can be sent directly to your email inbox for easy access. This can be a convenient way to keep track of important messages and ensure that nothing falls through the cracks.
  • Conference calling: This makes it easy to set up and join conference calls with multiple participants. This can be a valuable tool for businesses that need to collaborate with clients, partners, or remote team members.
  • Call recording: This allows calls to be recorded for quality assurance or training purposes. This can be especially useful for businesses that need to keep track of customer interactions or ensure that employees are following best practices.

Benefits of a Good Business Phone System

So why should you invest in a good business phone system, anyway? Here are just a few of the benefits:

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  • Improved customer service: A good phone system can make it easier to route calls to the appropriate personnel, reducing wait times and improving the overall customer experience. This can lead to increased customer satisfaction and loyalty.
  • Better collaboration: Features like conference calling and instant messaging can make it easier for your team to work together and get things done. This can lead to increased productivity and better outcomes for your business.
  • Cost savings: In many cases, a good business phone system can save you money compared to traditional phone systems or individual cell phone plans. This can free up resources that can be invested back into your business.
  • Scalability: As your company grows, a good phone system can grow with you. This means that you won’t need to worry about outgrowing your phone system or having to switch to a new provider as your needs change.

Comparing Top Business Phone System Providers

When it comes to running a business, having a reliable and efficient phone system is essential. Whether you’re a small startup or a large corporation, you need a phone system that can handle your communication needs and help you stay connected with your customers and clients. However, with so many different providers and plans to choose from, it can be tough to know where to start. That’s why we’ve put together this guide to help you compare some of the top business phone system providers on the market.

Leading Providers in the Market

Before you start comparing pricing and plans, it’s important to know which providers are leading the pack. Depending on the type of phone system you’re interested in, there are several reliable providers to consider. Here are some of the most popular:

  1. RingCentral: A top-rated cloud-based phone system provider, RingCentral offers a range of plans and features to suit businesses of all sizes. With features like call forwarding, voicemail-to-email, and video conferencing, RingCentral is a great choice for businesses that need a robust and versatile phone system.
  2. Vonage Business: Vonage is a popular provider for VoIP phone systems, with a focus on customizable plans and affordable pricing. With features like call recording, virtual receptionist, and mobile app integration, Vonage is a great choice for businesses that need a flexible and cost-effective phone system.
  3. 8×8: Another top-rated cloud-based phone system provider, 8×8 offers a range of features, including team messaging, video conferencing, and virtual faxing. With 8×8, businesses can enjoy reliable and scalable phone service, along with advanced features like call analytics and call recording.

Pricing and Plans

Of course, one of the biggest factors to consider when choosing a phone system provider is pricing. The cost of a business phone system can vary widely depending on your needs and the provider you choose. Here are some things to keep in mind when comparing pricing and plans:

  • Look for providers that offer flexible plans and scalable pricing, so you can adjust as needed without breaking the bank. Many providers offer different tiers of service, so you can choose the plan that best fits your budget and communication needs.
  • Consider any additional costs, like installation fees, equipment fees, or service charges. These costs can add up quickly, so it’s important to factor them into your budget when comparing providers.
  • Don’t forget to factor in any international calling or long-distance fees if your company makes a lot of calls outside your local area. Some providers offer unlimited calling within certain regions, while others charge extra for calls outside your local area.

Customer Support and Service

Finally, when comparing providers, it’s important to consider the quality of their customer support and service. After all, even the best phone system can experience issues from time to time, and you need a provider that can help you resolve any problems quickly and efficiently. Look for providers that offer:

  • 24/7 support via phone, email, or chat. You never know when you might need help with your phone system, so it’s important to choose a provider that offers round-the-clock support.
  • Friendly, knowledgeable representatives who can help you troubleshoot any issues. When you’re dealing with a technical issue, you want to know that you’re speaking to someone who understands your problem and can help you fix it.
  • Resources like user guides and online tutorials to help you get the most out of your phone system. Whether you’re a phone system newbie or a seasoned pro, it’s always helpful to have access to resources that can help you learn more about your system and its features.

Evaluating Your Company’s Needs

Now that you have a sense of your options, it’s time to start evaluating your company’s specific needs to find the best fit. Here are some things to consider:

Assessing Your Call Volume

If your company makes a lot of calls, you’ll want a phone system with reliable and robust call routing features to ensure that customers can get in touch with the right person quickly.

It’s important to assess your call volume and determine the peak hours when you receive the most calls. This will help you determine the number of lines you need and the call routing options that will work best for your business. You may also want to consider features like call queuing, which can help manage high call volumes and reduce wait times for customers.

Identifying Essential Features

Think about the specific features and capabilities that are most important to your business. Do you need video conferencing? Call recording? Automated greetings? Make a list of your must-have features to help narrow down your options.

It’s important to consider the needs of your employees as well as your customers when identifying essential features. For example, if you have remote workers, you may need a phone system that supports mobile devices and allows for easy call forwarding. If you frequently collaborate with clients or vendors, video conferencing may be a critical feature for your business.

Scalability and Growth Potential

Finally, consider whether the phone system you choose will be able to grow with your company. Will it be easy to add new lines or features as your business expands? Will you be able to adjust your plan easily if your needs change?

Scalability is an important consideration for any business, but it’s especially critical for growing companies. You don’t want to invest in a phone system that will become obsolete as your business expands. Look for a system that offers flexible plans and pricing, as well as the ability to add new lines and features as needed.

By taking the time to evaluate your company’s needs and identify the features that are most important to your business, you can choose a phone system that will help you communicate more effectively with your customers and support your growth over time.

Best Business Phone System

Implementing Your Chosen Business Phone System

Choosing the right business phone system can be a game-changer for your organization. It can help you streamline communication, improve customer service, and boost productivity. However, once you’ve made your choice, the real work begins. Here are some considerations to keep in mind when implementing your chosen business phone system.

Installation and Setup

Installation and setup are critical steps in implementing your new business phone system. Depending on the type of phone system you’ve chosen, installation may involve physical hardware like desk phones, or it may be entirely virtual. If you’re setting up a virtual phone system, you’ll need to make sure that you have a reliable internet connection and that you’ve downloaded any necessary software. If you’re installing hardware, you’ll need to make sure that it’s properly connected and configured.

It’s important to follow the instructions provided by your provider and get any help you need from customer support. Don’t be afraid to ask questions or seek assistance if you’re unsure about any aspect of the installation or setup process. A little extra effort at the beginning can save you a lot of headaches down the road.

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Employee Training and Onboarding

Once your new phone system is up and running, it’s crucial to provide your employees with training and onboarding. As with any new software or technology, it’s important to ensure that your team can use the new phone system efficiently and effectively. Consider offering hands-on training sessions or online tutorials to get everyone up to speed.

Make sure that your employees understand the features and capabilities of the new phone system, and encourage them to ask questions if they’re unsure about anything. You may also want to assign a point person or team to provide ongoing support and answer any questions that arise.

Ongoing Maintenance and Updates

Finally, make sure to keep your phone system up to date and well-maintained. This may involve regular software updates, equipment maintenance, or simply checking in with employees to ensure that the system is meeting their needs.

Regular maintenance and updates can help prevent issues from arising and ensure that your phone system continues to function smoothly. It’s also a good idea to periodically review your usage and evaluate whether your current plan is still the best fit for your organization.

Implementing a new business phone system can be a significant undertaking, but with careful planning and attention to detail, it can be a smooth and successful process. By following these tips, you can help ensure that your new phone system meets your organization’s needs and helps you achieve your goals.

Benefits of Your Business Phone System

Maximizing the Benefits of Your Business Phone System

Congratulations! You’ve now implemented the best business phone system for your company. But how can you make the most of it? Here are some tips:

Streamlining Communication and Collaboration

Encourage your employees to use all the features of your new business phone system, from instant messaging to video conferencing, to improve communication and collaboration across your organization. With the ability to communicate instantly, employees can easily share ideas and work together to solve problems. Video conferencing can also help to build stronger relationships between remote teams and improve overall productivity.

Additionally, your business phone system may have features such as call forwarding and voicemail-to-email that can help employees stay connected and responsive, even when they are out of the office. By taking advantage of these features, your team can stay connected and productive no matter where they are.

Enhancing Customer Service

Train your employees to make the most of the features of your phone system to improve customer service. For example, use call recording to review and improve your service interactions, or use the auto-attendant to quickly route customers to the appropriate department. By providing your customers with a seamless experience, they are more likely to return and recommend your business to others.

Additionally, your business phone system may have features such as call queuing and call analytics that can help you manage call volume and improve response times. By regularly reviewing your call data, you can identify areas for improvement and adjust your processes accordingly.

Analyzing Call Data for Continuous Improvement

Finally, use the data provided by your phone system to analyze call volume, wait times, and other metrics to identify areas of improvement. Regularly review your call data to ensure that your phone system is meeting your needs and the needs of your customers. By making data-driven decisions, you can continuously improve your business phone system and provide better service to your customers.

In conclusion, by taking advantage of all the features of your business phone system, you can streamline communication and collaboration, enhance customer service, and continuously improve your processes. Remember to regularly review your call data and encourage your employees to make the most of your phone system to ensure that your business is running at its best.

Frequently Asked Questions

Why is VOIP better for your business?

Voice over Internet Protocol (VoIP) is a cost-effective and feature-rich way for businesses to manage their communications needs. VoIP systems use the internet to transmit traditional voice communication, allowing businesses to bypass traditional phone lines and reduce costs. In addition, VoIP offers features that are not available with standard telephone systems such as virtual numbers, video conferencing, Voicemail-to -Email, and more.

What is the best virtual phone system for small business?

When selecting the best virtual phone system for small business, it is important to consider the size of your business and the features you require. Small businesses often need a system that is easy to set up and use while also providing advanced functionality. Some of the most popular virtual phone systems for small businesses include RingCentral, Ooma, and VirtualPBX. Each of these providers offers different features and plans to suit businesses of various sizes and budgets.

What is a PBX systems for small business?

A PBX (Private Branch Exchange) system is a type of phone system used by small businesses to manage incoming and outgoing calls. It acts as a central control point for multiple telephone lines, allowing employees to make and receive internal and external calls without having to use separate phones. In addition to providing call routing, a PBX system can also provide features such as voicemail, auto attendant, automated call distribution, and conference calls.

Which is better PBX or VoIP?

When it comes to choosing the best business phone system for your needs, there are two main options: PBX (Private Branch Exchange) and VoIP (Voice over Internet Protocol). Each option has its own advantages and disadvantages, so it’s important to consider which type of system will best meet your unique requirements.

PBX is a traditional landline based phone system that uses physical phone lines to make and receive calls. It is often used by businesses that need more robust functionality than a VoIP system can provide, such as integrated faxing and automated call distribution. However, it is typically more expensive and requires a greater initial investment.

VoIP utilizes the internet to transmit voice communications, allowing businesses to bypass traditional phone lines and reduce costs. In addition, it offers features such as virtual numbers, video conferencing, Voicemail-to-Email, and more.

Best Business Phone System


Investing in the best business phone system for your company is a smart move that can improve your communication, collaboration, and customer service efforts. By taking the time to evaluate your options, compare providers, and identify your needs, you’ll be able to find a phone system that fits your budget and your company’s unique requirements. And by implementing and maximizing your new system, you’ll be able to streamline your operations and take your business to the next level.

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