Choosing a Phone System for Your Business: The Ultimate Guide

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Professional young woman talking on a mobile phone.

Professional young woman talking on a moible phone.


If you own a business, you know how vital a well-working, versatile phone system is for your success.


Selecting the ideal phone system for business can be a daunting task, especially if you’re not sure what features to consider.


This helpful guide explores some of the most common phone systems used in business as well as their various features so you can decide which one is right for you.


Traditional Landline Phone System for Businesses

Old-fashioned landline phones run via physical copper wiring. These lines connect to an on-premises private branch exchange system that manages the calls and other features like forwarding and phone directories.


A landline system covers most basic business needs, but it comes at a cost. The initial outlay for equipment and phones can be prohibitively expensive, especially for small teams and growing businesses. It is usually paired with a carrier contract that includes charges for local calling and per-minute long-distance charges.


Changes to a traditional system require technical expertise and often involve a significant delay. If you don’t have telco experts on hand, you can expect additional expenses for IT consultants. 


Landline phone systems connect to the Public Switched Telephone Network. That’s the original, analog landline telephone network, and is also known as plain old telephone service (POTS). The analog equipment supporting the PSTN is outdated, it is costly to maintain, and knowledge of the infrastructure is diminishing.


Telecom providers are encouraging businesses to move to voice over internet protocol, known as VoIP. VoIP converts voice signals from analog to digital so that they can be delivered over the internet. While the switch to VoIP is voluntary for now, the PSTN is being phased out and ultimately will be replaced entirely by IP enabled technologies.


 Virtual Business Phone Systems

If you’re looking for versatility and flexibility, a virtual phone system might be a better choice. These systems connect people who call your main business phone number to workers on their mobile phones. There’s no equipment to install unless you want to use desk phones or conference phones, which are available.


All of the standard phone system features you would expect, such as voicemail, auto attendants, hold music, and more, are available. In addition, the best solutions include modern upgrades such as voicemail to email, HD audio conferencing, and call detail records.


If you have a lot of remote workers or you’re a freelancer, a virtual business phone system is a perfect choice. It allows you to stay connected under one main number so that clients and customers associate your people with your business.


It’s also ideal because it prevents you from giving out personal cell phone numbers. Instead, the caller uses the main business number and a digital directory to be re-directed to the person they want to reach. That means your business owns the customer relationship.


More Perks of a Virtual Phone System

When deciding between a landline and a virtual business phone system, you’ll get much more versatility from the virtual option. You can even make calls via the internet and use face to face video conferencing, which gives every call a personal touch.


For people who are always on the go, a virtual phone system is the best choice. It allows you to take important calls when you’re on the road or at another job site without having to stay stuck at your desk.


One feature that’s particularly appealing is the voicemail transcription. If you receive a voicemail, it is sent to your email in a text format. This makes reading and responding to important voicemails faster and easier than ever before.


Overall, choosing a business phone system can be challenging, but a virtual option gives you a lot more flexibility. It’s also a great way to create a customized phone system that works for your unique needs.


A cloud-based phone system is reliable, versatile, and easy to use. It also costs much less than you think and can actually save you money on your monthly phone bill.


If you’re ready to make the switch and take advantage of all the benefits of a virtual phone system, get in touch with us to request a quote today!

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