On May 4, 2022
When it comes to running your small business, there are a lot of day-to-day tasks that can get overwhelming. From keeping tabs on your inventory to tracking customer records, there are plenty of tasks that need to be kept straight and organized. But don’t forget about your business phone system!
One of the best ways to ensure that your small business runs smoothly is to invest in a phone system. A phone system helps organize your business’s calls and messages, making it easy to track who’s calling and when. It can also help you stay organized and compliant with your regulatory agency.
Moreover, a phone system can also help you increase your productivity and efficiency. With that being said, it can be a little intimidating when it comes to choosing the right phone system for your small business. After all, there are many options, and you don’t want to make the wrong choice. We’ve outlined some of the key considerations to consider when choosing the right phone system for your small business.
Know What You Want
Choosing the right phone system for your small business is about understanding what you want and need from your phone system. Before you even think about picking a phone system, you need to understand your needs and requirements. This will make it easier for you to narrow down your options and find the perfect phone system for your business.
Start by considering these questions:
What are your business’s needs? This is the first question that you need to ask yourself. You don’t want to pick a phone system unless it addresses your company’s specific needs, requirements, and integrations. This will help you stay organized, compliant, and increase your productivity.
What are your goals? You should also take some time to think about your business’s goals. This will help you understand the types of phone systems that work best for your needs and requirements. You should also consider how a phone system can help you achieve your business’s goals.
What’s your budget? You need to think about this important question before picking a phone system. While price isn’t the only thing that matters, it’s still an important aspect of decision-making.
Ask Questions and Find Experts
As you evaluate your needs and think about your business’s goals, you should also consider asking questions. This can help you see your needs and requirements in more detail.
Here are some questions that you should be asking your Managed IT Service Provider:
- What are the most important features for my business?
- What are the pros and cons of the different options?
- Which phone system is best for my business?
- What is the different phone system options’ return on investment (ROI)?
- How will I know if the phone system is right for my business?
- Which vendors are recommended by experts?
Understand the Technology
When picking a phone system, it’s helpful to know a little bit about the technology involved. This will help you to pick the right phone system for your company.
Traditional Copper Phone Systems
Copper phone systems are still widely used, especially in small and medium-sized businesses. A traditional copper phone system uses a physical connection between the phone and the wall jack.
VoIP Business Phone System
With a VoIP (Voice over Internet Protocol) phone system, your calls are transmitted over the internet. VoIP is a cost-effective option for SMBs that can save you money on long-distance and international calls. It’s also easy to set up and manage, which means less hassle. A VoIP server can be installed on your office server or the cloud.
Cloud-based VoIP phone systems make it easy to access your business’s calls from anywhere. They typically come with powerful features like voicemail transcription. This feature allows you to listen to voicemails as text messages on your smartphone or tablet instead of listening to them on your computer or landline at work. Cloud-based systems also often offer free calling between users of the same system, so you can easily call other employees without incurring long-distance charges.
Look at the Features
It’s also important to look at a phone system’s features.
Call management and routing: You’ll want to make sure you pick a phone system that offers call management and routing features. This will help you to stay organized and compliant with your regulatory agency.
Message archiving: You should also make sure that you pick a phone system that offers message archiving features. This can help keep your business compliant and organized with your regulatory agency. Should these voicemails go into your CRM or ERP system?
Call tracking: Last, you should pick a phone system that offers call tracking features. This can help track who’s calling and when, making it easier to stay organized and compliant with your regulatory agency.
When selecting the right phone system for your business, it’s important to keep these considerations in mind and speak to a business phone system expert.
When shopping for a new phone system, don’t be afraid to ask questions about the product and how it will work for your business. It’s important to ensure that the phone system you choose works with your current setup and offers features that will help you stay organized and productive.