Phone System Buyer’s Guide
Choose the Best VoIP Phone System for Your Business with Compare Hosted VoIP
Phone Systems Technologies
Traditional landlines are still available, but they work by connecting your phone to copper or fiber optic cables. This process involves the older technology of Time Division Multiplexing (TDM). However, TDM is becoming increasingly expensive as new technology like Voice over (VoIP) emerges. VoIP services use the internet instead of wires and allow more people on one network at once, helping your business save money.
Time Division Multiplexing (TDM) Phone Systems
TDM phone systems used to be the traditional standard. They can provide your company with many lines and stations, which is helpful for business owners who need more than one phone at their desk or in the office.
One downside is that TDM systems do not have many features built into them; they're only designed to let you make calls on multiple phones. You'll typically be responsible for installing any additional software yourself if it's available from the provider.
Voice over IP Phone Systems
When it comes to VoIP systems, there are many different options with various features, so choosing what's best for you depends mainly on how much capital you're willing to invest in your business now versus later. Suppose your company is looking to make significant investments in the future. In that case, they may be better off getting their own dedicated IP line with advanced features such as call forwarding and automated attendant functions.
The first thing to decide is which phone system configuration your business will choose. There are multiple options, including onsite PBX, hosted PBX, and cloud PBX.
Phone Systems Deployment Options
The first thing to decide is which phone system configuration your business will choose. There are multiple options, including onsite PBX, hosted PBX, and cloud PBX.
Onsite PBX
Onsite PBX is a system that is installed on the premises of your business. These systems provide you with more control over how things are set up and how they function, but they come at a higher cost.
SIP trunking is a feature that is common with onsite PBX. This allows you to connect your business phone system directly to the internet, making it more reliable and saving on bandwidth costs.
Pros
- Higher reliability because the system is not on a shared network and can't be affected by outside forces.
- You have more control over how the system is set up.
- During emergency events, your calls can be forwarded to your phone using SIP trunking.
- You can save money in the long run.
Cons
- The installation process may take longer than other options, depending on where your office space is located. You'll also need to hire someone who has experience with installing these systems to do it correctly. This option will most likely require an experienced technician for the installation and setup of the phone itself.
- You need someone to manage the system constantly.
Hosted PBX
This is a type of hosted phone system facilitated by a provider in an off-site building. This means you can access it remotely and have an increased level of security because there isn't any hardware onsite, which could be potentially stolen or broken into. The main benefit for a small business would be not having to purchase expensive equipment up front. Still, if Asterisk runs as their platform, then they might find themselves with scalability problems down the line.
Pros
- The provider handles installations and the initial setup.
- No ongoing technician fees.
- During emergency events, your calls can be forwarded to voicemail or your cell phone.
Cons
- Speed is dependent on the internet connection.
- Voice quality can be compromised because of the lack of a good internet connection.
- Depending on how good your provider is, the quality of your phone service can vary.
Cloud PBX
Cloud PBX is a system very similar to hosted PBX. The main difference is that cloud PBX offers scalability via its multi-tenant system, which removes user limits.
A cloud PBX is a phone system that runs in the cloud, so your calls are transferred over the internet instead of through hardware from a service provider. This allows you to use tools like Google phone or Zoom phone, which opens up a myriad of new online meeting/call features.
Pros
- No ongoing technician fees.
- You can scale up and down as needed, which is great if your company grows or shrinks depending on the needs of its members.
- Higher-quality phone service because you're not limited to a specific provider's bandwidth capacity.
- You will be up-to-date with the latest technology.
Cons
- Speed depends on internet connection as with hosted PBX, but even more so since this system relies entirely on an internet connection rather than just hosting some data locally. If you have a spotty internet connection, then expect trouble!
VERDICT
Choosing the right phone system for your business is beneficial in many ways. For one, it will be easier to communicate with employees and customers consistently which can lead to increased productivity because you don't have to stop what you're doing to take a call! It also makes things much more convenient by providing features like auto-attendant functions that make it easy for people unfamiliar with your company's number or location to figure out how they should go about getting in touch with someone at your office. Keep reading to learn more about what to expect when purchasing the phone system of your choice, and contact Compare Hosted VoIP with any questions you may have.
Purchasing Your Phone System
You have two options when acquiring a phone system — leasing or buying.
Leasing
When leasing a phone system, the provider will send technicians to your office space and install equipment. This is advantageous because you don't have any ongoing technician fees, and there's no large capital outlay. You'll also be using their hardware as opposed to buying it outright — so you're not limited by what type of features they offer or how much bandwidth capacity they can handle. Your only responsibility would be paying monthly rental fees for the use of said equipment, which can range depending on what level of service plan you select when signing up.
Buying
When you buy the phone system outright, there are no monthly fees, and it's yours to keep for as long as your company is in business. The downside is that if you want to upgrade any equipment features down the line, you'll be paying out of pocket. It also takes a little more time initially because you will need to purchase hardware and set everything up onsite before handing off maintenance responsibilities to someone else who can handle small upkeep tasks like adding numbers or swapping devices when necessary.
Know What Services You Need
Your company should also keep in mind how many employees will need a phone before deciding which type of system would work best for them. For instance, some systems limit the number of lines or extensions available, while others allow more users without affecting quality. This means it's essential to think about who will use the phones most often and how many there will be to make sure you choose the right system.
Ultimately, your business's management must determine their goals and which features they need in a phone system before deciding where to invest. Take time to explore all of your options so that when you decide on which type of system to use, you won't regret not considering everything available.
Understanding Your Business Needs
Phones in the modern business world are no longer just an accessory; they're a necessity. Without them, it would be challenging to communicate with clients or employees while on the go, and many people even use their phones as their primary form of communication.
It’s important to consider what type of phone system will work best for your company before making a purchase. There are many variables that may influence your decision.
These include things like:
- What type of industry are you in?
- How often does your business make and receive calls?
- How big is your company?
Small to Medium-Level Businesses
Smaller businesses such as sandwich shops or coffee bars can be connected to the world with a hosted/cloud-based system. Businesses of this size only require a few lines and only operate from a couple of locations. A small/medium-sized business phone system is perfect for this level.
Enterprise-Level Businesses
Businesses large enough to use an enterprise phone system that spans the globe need control and customization. Such companies would likely benefit from onsite PBX phone systems. These large companies will have the budget to afford onsite PBX and the money to hire an IT team that can manage it.
Example Phone System Features
- Voicemail: This feature is an integral part of any phone system and allows you to screen calls without the need to answer every single one.
- Call forwarding: Depending on your business, call forwarding might be necessary so that a different person can handle incoming calls while someone else answers them in another location.
- Accessible lines at all times: It's essential to ensure that employees have access to their phones during certain hours when they are not physically present at the office.
- Voicemail to email: This feature sends an itemized voicemail to a recipient's email, who then has the opportunity to listen and reply.
- Integration with software: A phone system needs to integrate with specific software that employees use daily. These would include popular tools like Slack integration and Salesforce integration.
- Voicemail transcription: Transcription services are now available and can offer voicemails in text form, so they're easier to review and respond to.
- Virtual receptionist: Callers can be greeted by an automated virtual attendant who will answer questions about hours, when the business opens or closes, etc., before they are transferred to the desired extension where someone from your company can pick up their call.
- Call recording: An essential feature for many businesses. Recording conversations can be helpful in legal disputes and also helps employees remember what was said during a meeting or conference call.
- Caller ID with one-touch dialing: Caller ID provides information on incoming phone numbers, while One Touch Dialing enables users to dial anyone listed in their contacts automatically without needing additional steps like pressing speed dials or entering long numbers.
Any Device
A good VoIP system will also allow you to use any device, including cell phones or laptops, as long as it has an internet connection. This is helpful if employees are out on business trips or working from home.
Higher Reliability
VoIP is available 24/7 — which means there's no need for circuit switching or maintenance windows as other types of systems might require. All this translates into better uptime rates, which can be crucial if your company deals with international clients in different time zones than yours.
Enable Remote Work
Remote work is becoming more popular as companies recognize the benefits of working without being in a physical office. A VoIP system will allow your employees to make and receive phone calls from any location.
Contact Center VoIP Services
If your business relies on customer service, you'll want to make sure that the new phone system has VoIP contact center services like those provided by RingCentral. A VoIP call center phone system is an innovative software that organizes and manages the calls made to your customer service teams. The technology connects customers with an organization through broadband internet rather than traditional analog lines.
Remote work is becoming more popular as companies recognize the benefits of working without being in a physical office. A VoIP system will allow your employees to make and receive phone calls from any location.
If you're looking for a VoIP system, it's essential to do your research before signing on with a new provider. It can be tempting to choose options with the best price. However, people often get into trouble because they don't realize how crucial reliability and stability are when running their business from home or remotely. Contact us at Compare Hosted VoIP for assistance in selecting the proper phone system for your business.