How to Identify the Right Business Phone System for Your Organisation

Published October 25, 2019

Regardless of the size of your organization, a phone service is essential. Technology has changed this space and it is now possible for businesses to circumvent this by simply engaging emails, and smartphones, which come with multiple messaging apps. Yet even with this, it cannot compare to a reliable phone service that is designed to optimize voice-based communications.

The beauty of a phone system is that it ensures accessibility, and adds a layer of privacy and credibility to the business or organization. Most often when people search for businesses online, they expect to see an office location as well as actual phone numbers of the organization. Internet users will consider such businesses to be more legitimate than those without.

Given the diversity that comes with phone systems, it is important to consider some factors before settling for one. Here are a few questions to ask yourself:

  • Should I engage a VoIP service or traditional landline?
  • Should I host in-house for VoIP or go full-cloud based?
  • Should I get a virtual (works with any computing device) or full phone system?
  • What works best for my budget, office location(s), number of employees, and customer base?

Differences between landline and VoIP

The traditional landlines use copper wired cables for sound transmission while VoIP uses internet connection.

With landlines, setup costs as well as running costs can be relatively high compared to the flat monthly fee that VoIP service providers charge.

The reliability of landlines is pegged by the virtue that they are stable and have existed for centuries. VoIP on the otherhand rely on power as well as the strength of the internet connection.

Landlines require that you are onsite to enable you to receive or make calls. VoIP apps will allow you to make calls or receive them anywhere so long as you have reliable internet.

Modifications for landlines can be physically engaging and time consuming, attracting also some costs. VoIP systems can be modified easily through the service portal or dashboard.

Landlines require that you upgrade to experience some advanced features. VoIP comes with the upgraded landline features as well as chat, video conferencing, and extra mobile communication apps.

Considering the structure and model of your organization

Now that you have a glimpse of what to expect between the landline or VoIP, it is time to look through your business to see what would offer a better fit. Here are a few things to look into:

  1. Cost

This ties heavily to the decision making process on what business phone system to go for. While this could be considered a close second to reliability, small businesses may choose to settle for something based on cost more than other factors. In this case, it is possible to find affordable VoIP bundles or landlines.

If you are simply getting started and do not have an existing system, then going VoIP may just be the smarter choice. This is because the setup costs and running costs for VoIP are lower than landline services. However, if you have an existing landline system, you can go hybrid or simply get an upgrade depending on the needs of your organization.

  1. Reliability and Security

While in my opinion this should be the top priority, sometime cash flow constraints can settle this as second on the list. Assuming you have identified some cost-friendly options, then it is important to get the most accessible and stable system. This will ensure efficient communication channels for your vendors, teams, partners, as well as customers. Without this, it is easy to lose the confidence of your stakeholders which will affect the revenue and continuity of your business.

In addition, ensuring that the system is secure enough to avoid any information leaks, fraud, phishing or malware invasion. Beyond the phone service, your internal resources need to be safeguarded. Go for service providers with true encryption, redundancy architecture, authentication and other security features. Always review the risk management policy to ensure you are safe before signing up.

  1. Support and Features

Every once in a while, you may need to reach out to the service providers. Ensure they have top notch customer support to avoid any down times. Additionally, with landlines going obsolete, it may be wise to settle for a VoIP system to allow you access to more features presently but also in future.

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