7 Factors to Consider When Buying Virtual Phone Systems for Businesses

multi line phone system

multi line phone system


Has your business outgrown your current phone system? Do you need a better way of communicating with customers? If so, it might be time to ditch the traditional landline service and switch to digital.

Virtual phone systems provide the same features as traditional phones plus much more at a fraction of the cost. Pretty much all you need to get started is a solid internet connection.

Learn everything you need to know about virtual phone systems, including what to consider before switching.

What Are Virtual Phone Systems?

If you currently have a traditional landline system, you might be wondering what a virtual phone system is and how it works.

Virtual phone systems work in much the same way as traditional phones, only you send and receive calls through a Cloud-based system. You can use a handheld VoIP phone system, but you can also use your cell phone and even your laptop to make and receive calls.

Virtual phone systems rely on the internet. If you already have a solid internet plan for your business, the switch should be an easy one.

Here’s what you need to consider when choosing a system for your business.

1. Your Budget

Before you start shopping around for the best deal, you must consider how much you’re willing to invest. Most Cloud-based phone systems cost less than landline systems because there are no phone system setup costs or hidden fees.

You get what you pay for when you sign up for a virtual system, and maintenance is often much faster than with a traditional phone system. This makes a virtual system ideal for almost any type of business.

Shop around for the best quotes, and don’t be afraid to reach out for more information.

2. Different Plans

There are many ways businesses can cut costs but have you ever considered ditching your old phone plan to save money?

Virtual phone systems have different plans to suit almost every budget. Think about the number of employees in your business and work from there.

Would you be better off with a plan that charges by the minute, or an unlimited plan that costs more but offers you unlimited minutes and other premium features?

If you’re not sure, reach out to the company and discuss your goals. They may recommend starting with one plan and upgrading later as your business grows.

If you choose a plan that allows so many minutes, make sure to find out how much it costs to go over your plan.

3. Reviews

A quick search online should provide some solid reviews for you to check out. You can read through what people are saying about the business before deciding to sign up with them.

Make sure to check their website for testimonials, as well. Many past clients will leave reviews.

Reading these reviews can give you a clearer picture of what to expect and put your mind at ease.

4. Ease of Use

How easy is the new system to use? Would it be simple to transition from your current setup?

You’ll want to consider the cost of transitioning and how much time you may need to spend teaching your employees to use the new system.

Thankfully, virtual systems are often both versatile and also easy to get used to. You can use desk phones or your current mobile phone.

5. Your Internet Speed

As you might have guessed, virtual phone systems require a fast internet connection. The last thing you want is to be on the phone with a customer and lose the connection or suffer poor call quality. These issues would reflect poorly on your business.

If you don’t already know your internet speed, you should run a speed test. Find out if your business internet plan supports the broadband speeds you’ll need.

If your speeds aren’t up to par, you might want to consider upgrading your business internet plan.

6. Equipment

Does your business employ any freelance or remote workers? Do you want to use smartphones or desktop phones? You’ll want to consider your needs as you decide on the equipment you want.

While you can make calls from your personal phone, you might like the idea of investing in desk phones for the professional vibe they give. Desk phones are also ideal if you have to make or receive a large number of calls.

7. Features

Perhaps one of the most important factors to consider when shopping for a phone system are the features provided.

This is one question you might want to ask while discussing your options with a virtual phone company.

Here are some features to consider:

  • Caller ID
  • Text messaging
  • Call queues
  • Hold music
  • Click to call
  • Audio menus
  • HIPAA-compliant
  • Call transfer
  • Using your current phone number
  • Choosing a business number
  • Voicemail transcription
  • Video conferencing

Virtual phone systems offer many features, but these are some of the most common. Depending on the company, some may be standard (such as caller ID and the ability to choose a number), while others may be premium features.

It’s Time to Go Virtual

These are only a few of the many factors you should consider when choosing a virtual phone system. Start by listing your goals, considering how many employees need the phone system, and determining your budget. Use these tips to help get you started.

Ready to make the switch to virtual phone systems? Are you interested in learning more about this innovative service?

We can help take your business communication to the next level. Request a demo today to see what we can do for you.


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