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Since the pandemic, business owners have depended on their phone systems to help them stay connected to their teams while effectively facilitating customer service, collaboration, and communication. But let's face it, choosing the right phone system for your business is challenging with so many options.
Related: What is Hosted VoIP? Features & Benefits Explained
To select the ideal phone system for your small business, you should first identify your current and potential future requirements. Know where you are and where you aim to be. Then determine how your phone service will best facilitate that. Based on that, you can find a phone system that offers scalable features.
Let's look at some key factors that will help you select the best phone service for your brand.
What Works with Your Current Computer System
Looking for a solution that can seamlessly integrate with your current setup is essential. You want a setup that doesn't create problems with your existing hardware and software. Also, consider the features that help streamline your business.
For example, hold music and transfer options can be beneficial in providing a professional experience to your customers.
Cost
You have options for choosing the best system for your business. You can partner with a service offering all the features you need within your budget.
Do your due diligence and find out what features are included in the system, as well as any additional fees that you may incur along the way. Take into account any long-term maintenance and service contracts that may add to the total cost of ownership.
Ease of Use and Simple Set Up
User-friendliness will be essential when choosing a phone service because you want a system your workers can grow comfortable with. Their productivity will suffer if they cannot become comfortable using the system. VoIP is an excellent example of this because users can access their settings from any computer or mobile device connected to the Internet.
Reliability
Only choose a phone service with a reputation for reliability. You'll want to make sure the system you choose is reliable and has a history of providing quality service. Make sure that it pairs effectively with your internet service. If your system is unreliable or has frequent outages, it could cause significant disruptions in your business operations.
Scalability
You'll want to choose a scalable system that can grow with your business. Look for a solution that can quickly adapt to changes in your company and accommodate any additional users or features you may require.
What Doesn't Work with Your Current Phone System
agent holding phone microphone to prevent buzzing
Take inventory of all the problems that you are currently facing with your current phone system. If you don't have a problem-free system in place, consider any features that could help make things easier.
Common issues that businesses face include poor sound quality, dropped calls, and difficulty transferring calls. Keep an eye out for solutions that can help alleviate these issues.
Survey Your Team
Talk to your team and find out what features they want to see in a phone system. Find out what features slow down their productivity and which features make their jobs easier. Your team is the workforce responsible for using the system to its full potential, so their input can be very valuable.
Related: The Pros and Cons of VoIP: Should You Switch?
Are you looking for a VoIP partner to facilitate communications for your business? Learn more about us here at SE Telecom and what separates us from the competition.
Does it Make Your Business Feel Big?
Just because your business only has five employees doesn't mean you can't have a professional phone system. Many top-rated systems offer features such as call forwarding, conference calls, and automated greetings to help you look and feel like a larger enterprise.
It is crucial that your customers feel they are speaking to a professional. You want to give them a good experience that will keep them coming back for your product or service.
Does the Phone Service Offer Customer Service and Technical Support?
Finally, consider customer service and technical support when selecting a phone system. Ensure that the company you choose is reliable and offers 24/7 technical support if something goes wrong. Also, make sure they have customer service representatives to address any issues you may have.
Having support when the system malfunctions will decrease the time it takes to troubleshoot the problem and get the phones up and running again.
Features to Consider in a Business Phone System
Let's review some of the best features to consider when selecting a phone system.
Cloud-Based vs. Hosted
Look for a phone system that is cloud-based or hosted for enhanced scalability. Cloud-based systems offer a quick and straightforward ways to make changes with minimal effort. A hosted system provides more control and flexibility.
Voicemail
Look for a phone system that can store and manage voice messages effectively.
Automated Attendant: This can be highly beneficial in providing a professional experience to customers.
Call Recording
Call recording lets management monitor how well the team interacts with customers. It can aid in enhancing internal processes to make the process easier for everyone.
Advanced Analytics
Look for a system with advanced analytics capabilities to help you make data-driven decisions.
Hold Music
Holding music helps create a pleasant experience for customers.
Related: What is Direct Inward Dialing (DID)?
Are you looking for a VoIP service with simple plan pricing and many features? Check out our feature plan here at SE Telecom.
Helping You Choose the Best Phone Service for Your Business
outdated traditional phone
It doesn't matter how great your products and services are if you can't effectively service your customers. Choosing the most practical phone system for your business will enhance productivity by providing customers with uninterrupted and precise service.
Take the time to research different phone systems and talk to vendors before selecting to ensure their service has all the features you need. Follow these tips to help you choose a system that allows your business to run smoothly and efficiently.