Summary
Choosing the right business phone system is essential for effective communication and operational efficiency. Whether you're a small startup or a growing enterprise, finding the perfect phone solution can significantly impact your customer service, team collaboration, and overall productivity.
From traditional landlines to cutting-edge VoIP software, we'll explore the various types of phone systems, their features, and how they can best serve your company's unique needs. By the end of this article, you'll be equipped with the knowledge to make an informed decision that aligns with your business goals and budget.
What Should You Look For in Your Business Phone System?
When considering how to choose a business phone system, it's important to consider several key factors that will ensure you're getting the most value and functionality for your company's needs. Here are the essential elements to look for:
Scalability and Flexibility
Your business phone system should be able to grow with your company. Look for a solution that allows you to easily add new lines, features, or users without significant disruption or cost. Cloud-based VoIP systems often offer the most flexibility, allowing you to scale up or down as needed.
Advanced Call Management Features
Modern business phone systems offer a range of call management features that can significantly improve your communication efficiency. Look for options like call routing, which directs calls to the right person or department, and auto attendants that can handle initial customer interactions.
Other valuable features include call queuing, voicemail-to-email, and video calling capabilities.
Integration Capabilities
In today's interconnected business environment, your phone system should seamlessly integrate with other tools you use daily. Look for systems that can integrate with your CRM, and other business software like the customer service solution Zendesk or ATS like Bullhorn.
This integration can streamline workflows, improve customer service, and provide valuable insights into your communication patterns.
Mobile and Remote Work Support
With the rise of remote and hybrid work models, your phone system should support mobility. Look for features like mobile apps, softphones, and the ability to forward calls to any device.
These features ensure that your team can stay connected and productive, regardless of their location.
Reliability and Call Quality
For professional communication, high-quality voice services are essential. Selecting a system that provides superior call clarity and minimal downtime is critical. Opt for providers that present service level agreements (SLAs) to ensure uptime and voice quality.
Cost-Effectiveness
The chosen system should not only offer the necessary features but also align with your budget. It's important to consider all costs involved, including initial expenses, monthly fees, maintenance, and any potential costs for upgrades in the future.
VoIP phones are often more economical, offering significant savings on unlimited calls. And Ringover has the notable added benefit of offering omnichannel software. Multi-channel communication and omnichannel communications allow you to send messages via social media and WhatsApp from one centralized interface, and track your efforts using an intuitive analytics dashboard.
Security Features
In today's digital age, data privacy and security are paramount. Ensure that the system you select is equipped with advanced security features. This includes end-to-end encryption, secure call recording, and adherence to relevant industry standards.
By thoroughly evaluating these aspects, you can select a business phone system that not only fulfils your immediate requirements but also facilitates your company's ongoing growth and communication objectives.
Opting for a business phone system centralizes your communication, regardless of channel, in one interface for increased efficiency and productivity.
Types of Business Phone Systems
When it comes to choosing a business phone system, you'll encounter several options, each with its own set of features and benefits. Understanding these different types will help you make an informed decision that best suits your company's needs.
Traditional Landline Systems
While becoming less common, traditional landline systems still exist in some businesses. These analogue systems operate through your local phone company's copper wiring. They're known for their reliability but lack many modern features and flexibility.
VoIP (Voice over Internet Protocol) Systems
VoIP systems have become increasingly popular due to their cost-effectiveness and advanced features. These systems use your internet connection to make and receive calls, offering flexibility and scalability. VoIP systems can be either self-hosted or cloud-hosted, with the latter being more common for small and medium-sized businesses.
PBX (Private Branch Exchange) Systems
PBX systems are more advanced than basic landlines and can be either analogue or digital. They allow for internal calls within an organisation and offer features like call recording and voicemail. Modern PBX systems often integrate VoIP technology, creating a hybrid solution usually called cloud PBX.
Cloud-Based Phone Systems
Cloud-based systems are a type of VoIP system where all the equipment and software are hosted by the service provider. These systems offer maximum flexibility, allowing employees to make and receive calls from anywhere with an internet connection. They're particularly beneficial for businesses with remote or distributed teams.
UCaaS (Unified Communications as a Service)
UCaaS platforms elevate traditional phone systems by integrating essential communication tools such as video conferencing, instant messaging, and file sharing into one cohesive platform. This integration makes them an optimal choice for businesses in search of a unified communication ecosystem.
Virtual Phone Systems
Striking a balance between old-school landlines and modern VoIP systems, virtual phone systems forward calls from a primary business number to employees' personal phones, whether they are cell phones or landlines at home. This setup is especially advantageous for small businesses or those with a predominantly remote workforce.
Each communication system presents its unique advantages and possible limitations. How to choose a business phone system that is right for your business hinges on a variety of factors, including the size of your business, budget constraints, technical needs, and specific communication requirements.
When weighing your options, it's important to not only consider your immediate needs but also how the system you choose can grow and adapt with your business in the future.
Don’t Forget Integrations!
Integrating your business phone system with business software like CRM or ATS automatically syncs data and saves you significant time.
Discover Ringover
Top 10 Business Phone System Providers
1. Ringover
Ringover shines as a full-featured cloud-based phone system designed for businesses of every size. Its easy-to-use interface and comprehensive functionality are perfect for firms aiming to enhance their communication workflows. Key features include limitless calls to over 110 countries, sophisticated call management tools, and smooth integration with leading CRM software.
Ringover Pros✅
- Unlimited calling to over 110 destinations
- User-friendly interface and mobile application
- Large, comprehensive integration library
Ringover Pricing💰
Smart Plan begins at £17 per user/month, Power Plan at £29 per user/month (billed annually), and Business plan is priced on request.
2. RingCentral
RingCentral delivers a unified communications platform that merges voice, video, messaging, and contact centre solutions.
RingCentral Pros✅
- All-encompassing unified communications solution
- Extensive API for tailored integrations
RingCentral Cons❌
- Setup might be daunting for smaller entities
- Costly higher-tier plans
RingCentral Pricing💰
Essentials plan starts at $19.99/£7.99 per user/month, Ultimate plan at $49.99/£24.99 per user/month
3. Nextiva
Nextiva is an ideal match for large businesses seeking a comprehensive communication platform.
Nextiva Pros✅
- Customer support
- Reporting
Nextiva Cons❌
- Mobile application needs enhancement
- Certain features limited to more expensive plans
Nextiva Pricing💰
Essential plan starts at £18.95 per user/month, Ultimate plan at £53.95 per user/month
4. Vonage Business Communications
Vonage is meant to be a customisable phone system for diverse company requirements.
Vonage Pros✅
- Variable pricing models
Vonage Cons❌
- Some users may find setup challenging
- Needs better customer support
Vonage Pricing💰
Mobile plan starts at £15.99 per line/month, Premium plan at £31.99 per line/month
5. 8x8
8x8 adheres to many compliance standards, positioning it as an option for international enterprises or those within regulated sectors.
8x8 Pros✅
- Strong security and compliance measures
8x8 Cons❌
- Some users find the interface complex
- Premium plans may be costly
8x8 Pricing💰
The Express plan begins at £12 per user per month, with the X8 plan priced at £92 per user per month.
6. Ooma Office
Ooma Office caters specifically to the needs of small businesses. Though it's quite limited in terms of its features and general offer, it can be useful for those who don't have significant communication needs.
Ooma Office Pros✅
- Cost-efficient for small enterprises
Ooma Office Cons❌
- Lacks some advanced functionalities of competitors
- May not be suitable for scaling to larger operations
Ooma Office Pricing💰
Ooma Office starts at £15.95 per user per month, with Ooma Office Pro at £19.95 per user per month.
7. Dialpad
Dialpad introduces an AI-enhanced cloud communications platform that supports voice, video, and messaging, similar to the benefits provided by Ringover and the conversation intelligence software Empower.
Dialpad Pros✅
- AI capabilities
Dialpad Cons❌
- Intermittent call quality issues reported by some users
- Limited feature customisation options
Dialpad Pricing💰
Standard plan starts at £12 per user per month, with Enterprise plan details available upon request.
8. GoTo Connect
GoTo Connect excels in meeting and webinar functionalities, making it an excellent selection for businesses that regularly conduct online events or training.
GoTo Connect Pros✅
- Meeting and webinar capabilities
GoTo Connect Cons❌
- Mobile application could be enhanced
- Occasional audio quality complaints from users
GoTo Connect Pricing💰
The Basic plan is available from £19 per user per month, with the Premium plan at £31 per user per month.
9. Grasshopper
Grasshopper offers a virtual phone system tailored for entrepreneurs and small businesses. It's not a comprehensive VoIP solution but rather forwards calls to your existing lines, ideal for adding professional phone features without altering your current setup.
Grasshopper Pros ✅
- Accessible for small businesses
Grasshopper Cons❌
- Features are limited compared to full VoIP systems
- Not optimal for larger businesses or those requiring advanced call centre functionalities
Grasshopper Pricing💰
Solo plan begins at £21 per month, with the Partner plan at £35 per month.
10. Zoom Phone
Zoom Phone is really only useful if you already rely on Zoom video conferencing and need to make a few calls.
Zoom Phone Pros✅
- Seamless integration with Zoom video conferencing
Zoom Phone Cons❌
- Less established in the VoIP market than some rivals
- Certain advanced features are reserved for more expensive plans
Zoom Phone Pricing💰
Pricing for Zoom Phone begins at £8 per user per month, with the Pro Global Select plan available at £16 per user per month.
Key Takeaways
Understanding how to choose a business phone system is essential for effective communication and operational efficiency. Remember to prioritise scalability, advanced features, and integration capabilities when making your decision.
One great place to start is with a free trial. Ringover offers a free trial so you can get first-hand experience of the difference it makes for your business.
Take action now to upgrade your business communications – it could be the key to enhancing customer service, boosting productivity, and staying competitive in today's fast-paced business environment.
