Choosing the right business phone system can be confusing with so many different brands and models available. There are a few simple steps you can take to create a shortlist of systems that suit.
Business phone systems Tips
1.Set a budget- Money is usually one of the deciding factors for many when deciding on a system, especially for small businesses. It is important that you set a budget and stick to it. A few things you might want to include in your budget are:
- Cabling and installation costs
- Handset upgrades or expansions for staff who handle large volumes of calls such as receptionists
- Wireless or wired headsets
- Wireless handsets for mobile staff in locations such as warehouses, mines and farms
If you are looking to save money on your business phone system, you may want to consider buying a used system. A used system can be half the cost of a new one. Usually these phones have been cleaned, tested and refurbished and look and feel like new. You may also want to consider selling your old system instead of throwing it away. Even if some parts are worn or broken, many of the components can be reused or properly recycled.
2.Consider business phone system features and integration- One of the most overwhelming components of choosing a phone system is the long list of features and functionalities. Each system has it's own unique range of features and capabilities, many of which may mean absolutely nothing to you and appear overly-technical.
Knowing which simple features you would like your system to have can help point your phone system provider in the right direction on how your business operates and what kind of system you need so they can tailor several different systems for you to choose between. Discussing with other staff what features they use and like can be a great way to start formulating a list. Remember, there is no sense in paying for features that you don't use.
Eliminating unnecessary additions (without cutting yourself short) is another way down the cost of a phone system. Try choosing features which bring value to your company by saving time and increasing productivity.
Some of the most popular features on business phone systems are:
- Voicemail and individual voicemail inboxes
- Day and night auto-attendant
- VoIP capabilities
- Call recording
- Music on hold
- Wireless handsets and headsets
- Speed dialling
- Conference calling
- Customer support after phone system installation
You may also need to consider additional features and how each business phone system will integrate with one another if you have multiple office locations. Your phone system provider will be able to assist you through the in's and out's of this process. If you are choosing to go with a VoIP phone system, you will need to consider other factors including if your current internet plan and connection will be able to support your new business phone system.
3. Know how many users you have and how many users you may need in the future- Last but not least, the number of users your system will have is an important factor in narrowing down your choices. Each system is designed for a certain range of users and has limits on its expansion so be sure to consider not only your current but future needs if your business is constantly growing or you are planning to open additional premises in the foreseeable future.
Analyse and evaluate your needs by considering the following questions:
- How many phone lines, extensions and users do you currently have?
- How many phone lines, extensions and users will you need in the foreseeable future?
- Current number of customers, clients and suppliers daily calls and their potential growth
There are so many business communication solutions available today and it can be easy to be rushing into making a decision. Take time to plan, discuss, compare and evaluate each system you shortlist - it can save you both time and money.
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