Alt text: a businesswoman on the phone
How to Choose the Right Business Phone System for Your Company
Do not phone it in! 65% of customers prefer to contact businesses through phone calls. 40% of people say they would rather talk on the phone with someone when they have a problem than visit someone in person or use a web form.
If you want to expand your business and retain your customers, you need to set up a business phone system. Take your time finding the right system for you. You must follow a few steps to learn about phone systems, save money, and find reliable providers. Here is how to select the perfect business phone system for your company today.
Examine Your Current System
Before shopping for phone systems, think about the hardware and software you have right now. Ask yourself how easy it is for a customer to speak to the right employee and how long being put on hold lasts.
Ask your staff members about their experiences with your phone system. Have them complete surveys in which they describe features that can increase their productivity on the phone.
If you have remote employees, think about their specific needs. You should be able to add remote employees to your phone system quickly. Your employees should be able to contact you without being put on hold for too long.
Related: Remote Office Phone Systems
If you don’t have a phone system, you should get one immediately. Using your mobile line to contact a peer is okay, but calling clients with your personal phone can seem unprofessional. Most mobile lines do not have tools like call forwarding or call screening that can be helpful for your business.
Need an expert to examine your phone system? Contact the experienced team at SE Telecom today!
Think About a Few Types of Phone Systems
You have options for your phone systems, each with advantages and disadvantages. Make a budget for yourself to know how much money you can spend on your phones. Think about ways you can save money, like deactivating employees’ phones after they leave your company.
Landlines
Alt text: a phone connected to a landline
A landline system is the most common and oldest phone system; 54% of Canadians live in a home with a landline phone. Landlines run through a local telephone company’s copper wires. You use on-premises hardware and extensions to run your service and connect your phones to the wires.
Landlines are reliable systems that any company can use. You can work with a company with decades of experience and get personalized customer service. However, many providers are transitioning away from landlines, which may make purchasing and repairing your technology harder. Landlines may be best for large corporations that don’t need high-speed internet access.
Virtual Phone Systems
Virtual phone systems allow customers who call a primary phone number to connect with remote workers. Remote employees can use home, mobile, or business phones to speak with their clients.
Virtual phone systems have numerous features like call forwarding, call screening, and automated receptionists. Having your clients call one number and then be redirected lets you keep a professional image and organize the phone calls.
But calls can use up home and mobile phone data, which can be expensive. These systems are best for small, remote-heavy companies.
VoIP
Voice over Internet Protocol (VoIP) systems use the internet to connect clients with employees. You can use the internet system you already have for your VoIP system. Remote workers can access your phone system from their cell phones, and you can set up additional features like call queues.
VoIP systems require high-speed and consistent internet. If you work in a rural area or have spotty internet service, you should use another system.
Related: How Does VoIP Work for Business?
Cloud VoIP Systems
Cloud VoIP systems use cloud software. The only pieces of technology you or your provider need to maintain are your phones. You can add new lines and features to your system quickly, making a cloud system great for growing businesses.
Most providers charge monthly fees or fees per user to use cloud technology. Your provider will run everything for you, which can save you time. But if your system crashes, you must contact your provider for repairs, which can take days.
On-Premises Systems
On-premises systems rely on equipment that stays inside your business. You purchase the phone equipment immediately and pay monthly fees for SIP trunking. Your provider will not help you maintain the system, so you need in-house IT professionals to keep everything running. But this means you are not reliant on anyone else for your system, letting you use your phones however you like.
Ready to try out the best business phone systems on the market? Book a demo with the sales team at SE Telecom now!
Talk to Phone System Providers
Alt text: three people in office booths
Once you’ve selected a system, you can start comparing providers to each other. Read customer reviews and note how each provider provides personalized customer service. Your provider needs to be there when you need assistance and should handle your concerns with care and attention.
Get quotes from providers on how much their services will cost. The quote should be precise, factoring in additional expenses like desk phone and maintenance costs. If you need IT professionals, think about how much they will cost. You may save more money in the long run by hiring a provider that maintains your system for you than full-time maintenance staffers.
If you’re buying a system that relies on the internet, consider updating your internet. The average cost of internet services in Canada is $95 per month, but you can save money by comparing providers. Some VoIP providers also provide high-speed services. If you’re hiring a provider that doesn’t, you must buy internet first.
Do not set your system up and forget about it. Conduct audits on your phone system and provider every year. Get customer feedback and change your phones so they can contact you efficiently.
Related: Improve VoIP Call Quality