What to consider when choosing a Phone System for your Small Business

Choosing the right phone system for your small business can be a daunting task, with many different options available. Here are 20 key factors to consider when selecting a phone system for your small business:

1. Budget

When choosing a phone system for a small business, budget should be a major consideration. Depending on the needs of the business, it may be possible to go with an older or more traditional office phone system, but that tends to require more of an up-front investment. Alternatively, VoIP phone solutions offer flexibility and cost savings, as well as the ability to scale with the business. These systems allow employees to make and receive calls, send texts, or join video conferences from their own phones or computers, while skipping traditional office phones and allowing for remote work options. The ease-of-use and flexibility of the services and associated apps should also be taken into account when making a decision.

2. Features

When choosing a phone system for your small business, you should consider features such as a feature-rich IP phone system, built for business collaboration, virtual office, web conferencing, conference bridge, video meetings, instant messaging, contacts integration, and more. You should also look for solutions that offer more than 50 standard and premium features, such as call screening, forwarding and recording; SMS and voicemail; account management; address book and directories; voicemail transcription; and CRM integration. Additionally, you should look for platforms that are highly flexible and adaptable, and offer in-depth analysis and comprehensive reporting. Finally, security is an important factor to consider, and you should ensure that your phone system provider offers adequate security.

3. Ease of use

When choosing a phone system for your small business, ease of use should be a major factor to consider. Dialpad Pro and other providers offer hassle-free systems that allow your team to work remotely, but the specific features and usability of each platform can vary.

Dialpad Pro is one of the more advanced systems, with conversational AI, one-click integrations with popular apps, spam call filtering, and more. However, it might be pricier than other options and have a fewer external connections.

Nuacom is an alternative, providing a 4/5 for customer support, but lacking the AI capabilities and one-click integrations.

All of the business phone systems on the list provide features that include being able to manage calls, automate processes, and mobile and desktop apps, but the best solution for your small business will depend on your team size, budget, and the features that are most important to you.

By weighing the advantages and disadvantages of all the various systems, you can determine which phone system is best for your small business based on ease of use.

4. Support

When assessing a phone system’s support for your small business, there are several factors to consider. Firstly, it is important to ensure that customer calls and texts are always answered by having a shared phone number and email inbox. Secondly, the cost of the system should be taken into account, as well as any additional fees associated with using the service. Additionally, the availability of free trials and any buying options are also important to consider when making the decision. Finally, it is important to review customer reviews and ratings, to ensure that the system is reliable and well-suited to the needs of your small business. By comparing and contrasting these factors, you can make an informed decision on the best phone system for your business.

5. Security

When choosing a phone system for a small business, security considerations are essential. It is important to find a system that is enterprise-grade and provides secure business communications for financial, healthcare, construction, and real estate services. 8×8 is a great option for those looking for a simple, secure, and affordable phone system as it holds a variety of third-party compliance and security certifications. These certifications include HIPAA compliance, FISMA compliance, GDPR compliance, U.K. Cyber Essentials Plus accreditation, U.S./EU Privacy Shield certification, ISO 27001:2013 and ISO 9001 certification, and Authority to Operate (ATO) by Her Majesty’s Government. 8×8 also participates in an annual, third-party review to assess and improve its already-strong security standards.

In comparison, Google Voice is also a great option but it is limited in features and has only minimal integration capabilities. It is, however, perfect in terms of security and its Google users can rest assured that their data is secure. Lastly, Vonage is another option for small businesses. It offers a variety of integrations and scalability, however its onboarding support is lacking and its security measures are not as strong as those of 8×8 or Google Voice. Therefore, when choosing a phone system for a small business, it is important to take into consideration the security measures offered by the provider.

6. Quality

When choosing a phone system for a small business, there are many quality factors to consider in order to get the best experience for your customers. Firstly, it is important to look at the contract length and guarantee of uptime, as well as the support channels and availability. Additionally, it is important to evaluate the ease of use and the amount of time it will take for your team to learn and use the system. It is also necessary to check if the platform is compatible with any hardware or equipment you plan to continue using, as well as third-party software. Furthermore, it is important to look into consumer and professional ratings and reviews to make sure the phone system meets your needs. Finally, make sure to do your research and not rush into a decision.

7. Value for money

Choosing the right phone system for your small business can be a tricky task as there are numerous providers on the market, each offering different features, pricing, and customer support. To ensure you get the most value for your money, it is important to compare and contrast the various options available. 8×8 X2 stands out due to its flexibility and generous customer support, and has been awarded a stellar 5/5 for both pricing and customer support. Similarly, RingCentral has been awarded a great 3.9/5 for its value as a system for small businesses and a 4.1/5 for its features. In terms of customer service, RingCentral is miles ahead of competitors like Vonage and Dialpad, scoring a 5/5. Ultimately, by comparing the features, pricing, and customer service of different providers, you can make a well-informed decision as to which phone system will best suit the needs of your small business.

8. Compatibility

When choosing a phone system for your business, there are several factors you should consider. Firstly, you should ensure that it is compatible with your iOS or Android mobile device or Windows or macOS computer, as well as your web browser. Secondly, you should ensure the system comes with a desktop app and mobile app, as this will help keep your business communications focused away from your browser and enable click-to-call features. Thirdly, you should look for a system that is secure, with fraud detection, secure coding, secure endpoint provisioning, multiple layers of encryption, and protection of consumer proprietary network information. Finally, you should ensure the system is compliant with applicable regulations such as HIPAA, FISMA, GDPR, and Privacy Shield. 8×8 is a great choice for businesses that need a secure, compliant, and affordable phone system, as it holds a number of third-party certifications and undergoes an annual, third-party review to assess and improve its security standards.

9. Hardware options

What hardware options are available for phone systems for small businesses? [Expanded list]:

1. Landlines: These require hardware and can be more complicated to install, but are still a popular option for businesses that need reliable phone service.
2. Virtual phone systems: These systems work off of the devices your team already owns, so you can save time and money on installation and activation.
3. Bluetooth Headsets: These allow for hands-free calling, and some models even come with touchscreen models.
4. Wi-Fi Install Option: This gives you the ability to use your Wi-Fi network to set up a phone system.
5. DECT Wireless Extender: This allows for easy desk phone placement in places where no Ethernet cable is easily accessible.
6. Yealink All-Around Solution: This is a great all-around solution for small businesses, churches, retail, and manufacturing. It offers the ability to connect multiple locations together for calling from store-to-store.
7. Grasshopper Virtual Phone Service: This is a great solution for solo entrepreneurs and small businesses that need reliable phone service.

10. Call management features

When selecting a phone system for your small business, there are a variety of features to consider that can help maximize productivity. ULTATEL offers a range of solutions to help manage high call volume, such as auto-attendant or IVR, call forwarding, call transfer, call whispering, call queuing, call waiting, and customized music on hold. Additionally, there are time-saving features like voicemail-to-email, which turns a voicemail into an audio file that can be attached to an email, and voicemail transcription, which breaks down an audio file into a text message.

Advanced analytics and reporting can also be beneficial, as they help track each caller’s journey, analyze peak call times, and more. ULTATEL’s VoIP business system also offers superior voice quality for half the price of landline networks, as well as unlimited calling for US & Canada, unlimited inbound internet faxing, and unlimited ring groups.

For businesses with a large call volume, Aircall offers unique features such as business hours, IVR, warm transfer, call routing, queue callback, parallel calls, the ability to block unwanted calls, and more. However, it is important to be aware of potential sound quality issues, particularly with international calls.

11. Price model

When selecting a phone system for a small business, there are several price considerations to take into account. The first option is 8×8 VoIP Phone Service, which offers a cloud-hosted system with advanced features such as auto attendant, ring groups and directory assistance starting at $19.99/user/month. The second option is a more basic system priced at $999.99, but with fewer features and only 11 left in stock. The third option is priced at $129.95, with a list price of $149.95, and offers more buying choices at $86.79. The fourth option is priced at $119.99, with a list price of $164.95, and provides more buying choices at $29.51. Lastly, the fifth option is priced at $179.95, with more buying choices at $159. Each system has different strengths and weaknesses, so it is important to compare and contrast the options before making a decision about which one to purchase.

12. Data plans

Data plans are important for small business phone systems because they provide access to the internet and other services that are needed to make and receive calls or texts. Data plans are a way to cover the costs of accessing the internet or other services on a device, such as smartphones, tablets, or laptops. With a data plan, a business can make and receive calls, send and receive texts, and access the internet for various activities. They are especially important for businesses that need to stay connected with customers, employees, and partners. Data plans can also help businesses save money on their phone bills, as businesses can purchase a data plan that includes unlimited minutes and texts, as well as data for browsing, streaming, and downloading. Data plans can also help businesses ensure secure connectivity, as secure connections are essential for businesses that need to share sensitive data.

13. Availability

Availability is an important factor to consider when selecting a phone system for a small business. Availability refers to the uptime, or the amount of time that a system will be operational, as well as the availability of support channels and customer service. Having a reliable and secure phone system is essential for any small business, as it allows for effective communication and collaboration. A system with a highuptime guarantees that your business won’t be left without a phone system in case of an emergency. Additionally, having access to customer service and support channels can ensure that any issues that arise can be quickly addressed and resolved. Having an available and reliable phone system is essential for any small business.

14. Landline or VoIP

The primary difference between a landline and VoIP phone system for small businesses is that landlines require hardware and can be difficult to install, whereas virtual phone systems rely on the devices already owned by the user’s team. Landlines use traditional phone system connections and wiring provided by local and regional phone companies, and require onsite PBX equipment to be maintained by the in-house IT team. VoIP, on the other hand, is a cloud-based phone service that utilizes the internet to make calls, and tends to be more economical than traditional landlines. VoIP also offers more features such as call recording, voicemail, call queues, and interactive voice menus. Additionally, VoIP systems can be managed using mobile and desktop apps, and physical desk phones, cordless phones, and conference phones can be set up for improved call quality.

15. Uptime guarantee

An uptime guarantee is a promise from a phone system provider that their systems will be up and functioning to a certain percentage of the time. This guarantee is especially important for small businesses that rely on phone systems for communication, as it ensures that the system will be available when needed and provides some level of financial security should the system fail to meet the guaranteed uptime.

Businesses need reliable and consistent communication to operate, so it is vital that their phone systems are always available. A good uptime guarantee from a phone system provider can provide assurance that the system won’t fail when you need it most. This is especially important for cloud-hosted PBX systems, where the uptime is determined by the quality of the internet connection.

When evaluating a phone system provider, it is important to understand what the uptime guarantee is, as well as what they are offering in the event of service failure. A reputable provider will offer a guaranteed uptime of 99.999%, meaning there will be only a handful of minutes of downtime each year. Some providers go as far as to offer a financial reimbursement if the uptime falls below a certain threshold.

It is important for businesses to consider an uptime guarantee when looking for a phone system provider, as this can be essential in ensuring that communication channels remain open and reliable.

16. Mobile app

A phone system is a critical tool for any small business, especially in today’s increasingly digital world. With the right system, companies can stay connected and competitive, and a mobile app can play an important role in this. Having a mobile app allows small businesses to make and receive calls, send and receive messages, and collaborate with clients and colleagues, wherever they are. Furthermore, mobile apps allow users to access their phone system quickly and easily, and to stay up-to-date on any new features or changes. Additionally, when choosing a phone system, businesses should look for features such as SMS messaging, video calls, document sharing and team messaging, which can be easily accessed from a mobile app. By having a mobile app, small businesses can stay connected and productive, and make the most of their phone system.

17. Desktop application

When choosing a phone system for a desktop application, there are several features to consider. The system should be compatible with the user’s iOS or Android mobile device or Windows or macOS computer and capable of being used with the desired web browser. Furthermore, the system should have a desktop app and a mobile app to allow for more focused conversations away from the browser and access to click-to-call features. Additionally, the system should have features such as HD audio and video conference calling, text messaging, automatic call forwarding, file sharing, notification feeds, mobile apps, and integrations with other apps like CRM, email, and customer support tools. Finally, the system should be able to support physical desk phones, cordless phones, and conference phones if desired.

18. Server

When it comes to choosing the right phone system for small businesses, it is essential to consider the range of features available, the level of security offered, the price, and the ease of use.

8×8 X2 is a great choice for businesses looking for a modern, feature-filled telecommunication solution. It provides your staff members with open communication lines and over 80 enterprise-grade features such as call transcription, scheduled callbacks, and auto-dialing. Plus, 8×8 VoIP Phone Service also offers robust security measures such as fraud detection, secure endpoint provisioning, and multiple layers of encryption, making it ideal for businesses in the healthcare, finance, education, and government sectors.

However, 8×8’s call center plan is required for some of the features, and its basic plan starts out at $19.99 per user per month. Additionally, businesses may also want to consider Expert Market’s other top recommendations such as RingCentral and Ooma. RingCentral offers a wide range of features and a reasonable pricing plan, while Ooma provides a more affordable solution with fewer features.

Ultimately, when choosing a phone system for a small business, it is important to consider the range of features available, the level of security offered, the price, and the ease of use. By taking all of these factors into account, businesses can find a solution that meets their needs and budget.

19. Workflows

When choosing a phone system based on workflows, there are several key considerations to keep in mind. For example, it is important to look for systems that offer integrations with popular small business tools such as Slack, HubSpot, Salesforce, and Zapier. This can help save time on repetitive tasks and provide valuable context to easily follow up on conversations. Additionally, look for systems that are cloud-based and allow your staff to work in the office, home, or even in the car. Finally, you should consider plans that provide feature-rich free plans and have massive integrations. With these features, teams can use the service immediately from any location and are able to create internal tools for their team with ease.

20. Admin tools

When choosing a phone system for your small business, there are many tools you should consider. These include a streamlined, centralized portal for managing all of your phone system needs, advanced enterprise-grade features with customizable solutions, call recording for quality assessments, call whisper and barge for real-time monitoring and interacting, and automated call queues for high call volumes. Additionally, look for integration options with software you already use like Slack, HubSpot, Salesforce, or Zapier. Finally, make sure your phone system has features like Hot Desking and Call Park to help you prepare for the future.