What to Consider When Choosing a New Phone System

Choosing a new Phone System

If you are thinking about investing in a new phone system, then you may be wondering where to start. There are many ways that your business can benefit from upgrading to VoIP. You want to make sure that the system is compatible with your current needs and budget, but also future needs so it won’t need to be replaced again soon. Will someone else need access? What happens if there’s an issue? These questions should help get you started down the right path!

What do you need from your new business phone system?

What do you need? Do you want an upgrade or a new installation? You can choose between several systems, including PBX (private branch exchange) and hosted options. Your business type will determine which option is best for your company’s new phone system needs. Many companies today are switching over to VoIP (Voice over Internet Protocol), as it offers many new benefits that traditional landlines lack.

The last thing that should be considered once the new phone system has been installed is who will manage it? You will want to make sure that you get training for yourself and your staff on the new phone system, as well as setup and management of the new features it has available.

Consider what you want your new phone system:

  • Do you need to connect remote staff, especially those at home or on the go?
  • Do you need a menu (auto-attendant) to manage incoming calls?
  • Would you want to link your phone system with your CRM?
  • Would you like to connect multiple locations on one system?
  • Do you anticipate that call volume will rise in the future?

On-Site (PBX) Phone Systems

An on-site phone system connected with SIP trunks (Session Initiation Protocol / or VoIP calling) can allow you to set up new features, such as call routing or virtual extensions. You can also add new lines and phones in different locations, along with having the ability to transfer calls between them at any time. The cost of an onsite phone system is usually higher to purchase, but running cost is less than that of a hosted solution.

Hosted Phone System

A hosted phone system provides you with different calling plans, depending on the needs of each individual user. The brains of your system hosted, and managed, in a data centre, controlled through online portals. IP Phones are essentially computers, simply connect them to any internet connection, and after a short initiation, they work. The cost of a hosted solution are usually lower to purchase, but running costs can be higher than that of an onsite phone system due to the usage it requires.

Do I want On Site or Hosted?

We can help answer that question for you, and ensure that your new phone system is the best fit for YOUR business. Both systems offer the same features, but an on-site system is usually better if you have high call volume or high number of staff to connect. If you need to connect remote or hybrid workers, it may be better to go with a hosted option.

A new phone system should provide the features and connectivity your business needs, while not breaking the bank.

How much bandwidth do I need?

Both hosted and PBX/SIP phone systems rely on your internet connection to work. If you have a slow or unreliable internet connection, then we may need to look into upgrading this. Reliability is key as VoIP calling does not use as much bandwidth as you might expect.

What happens if my internet goes down?

VoIP is the most resilient technology when it comes to disaster planning. In fact, new phone systems are designed specifically with this in mind and both hosted and on-site options offer you various levels of backup for your system. If you have an internet outage, new phone systems are designed to switch over to a backup lines, or divert to mobiles so you never miss a call.

Call Quality

It’s important to know the codex of your new phone system, as some can have a larger impact on call quality than others. Check if it is HD voice compatible and what codecs are supported for the best sound quality possible.

Call Security

A new phone system should provide your business with the most secure connection possible, but if this is a concern for you then it may be worth looking into options that support end-to-end encryption. Call restrictions, limits as well as monitoring call patterns add an extra layer of security.

Key Features

When looking at new phone system you should consider important call features such as hold/resume, music while waiting for a transfer or conference room invite with PIN access codes etc. Other standard features include: voicemail, call recording, auto attendant, presence information (online/offline), intercom calling within office extensions, hot desking, and staff directories.

Preparing to get quote

When reaching out for a quote, it’s worth taking a moment to prepare answers to a few questions you may get asked.

Do you have a budget in mind?

How many employees do you have?

What type of business are you in and what type of customer base does it serve?

How many individuals might be on the line at the same time?

Do you have special requirements, such as receptionists, a call centre, or warehouse/outdoor staff?

Do you have home workers, or field-based staff?

Are you looking for new phones, or a new phone system to be used with your existing analogue/digital devices?

What new features would you like?

What internet connection (speed) do you have at your business?

We can help.

VoIP is the future of business communication. It’s cheaper, more reliable, and easier to use than traditional phone systems. Plus it can be customised to meet your needs today and in the future. With VoIP you get all the benefits without any of the downsides!

Simplicity Group has been providing businesses with quality voice solutions since 2001, and we have seen firsthand how much of an impact this technology can have on a company’s bottom line. We’ve helped companies like yours save money by switching over their existing systems or by choosing one of our hosted options which allows them to avoid expensive equipment purchases and monthly fees associated with maintaining hardware on site.

Our team will work closely with you throughout every step of the process so that we understand exactly what your goals are for this project as well as any concerns or challenges that might arise along the way. Once we know what those issues might be, we will do everything within our power to ensure they don’t become problems at all!

Ready to get started?