What is the best phone system for a small business?
A lot of business is still done over the phone, and this is something that will likely never change. However, the way these phone services are provided is much different than they were. The best way this is done in the 21st century is through VoIP (voice over internet protocol). This way, the digital phone lines are made available to you through an internet connection.
Still, how do you pick the best service? What are you looking for, and which factors are worth paying attention to? Here’s a short list of things you should focus on!
1. Start by assessing your own needs and budget
The main reason why the title contains the phrase “for a small business” is to act as a sort of unofficial disclaimer. Claiming that there’s one phone system that would be the solution to everyone’s problem would be an outright lie.
So, instead of trying to figure out which of these services is objectively the best (which is a cognition that has almost zero pragmatic value), you need to figure out which of them fulfills all the requirements for your small business.
So, start by assessing your own needs. How many phone lines do you need, and how many of your employees work remotely (this will be a huge factor)? If you work on a hybrid model, take this into account, as well.
Second, try to figure out how much you can afford to pay for this service. Remember, you have so many different expenses, and no matter how important and advantageous, a phone system is not your only monthly expense.
Once you figure out your needs and your budget, you’ll already narrow down your search by eliminating a lot of systems that don’t fit the description. Remember, these two factors are non-negotiable.
2. Check what they offer to remote teams
One agency of Wisconsin business phone system providers offers an elaborate package of training and support for on-spot installations; however, office preparation shouldn’t be your only priority. What about the remote teams? Well, there are three factors that matter here the most.
First of all, you need to check the quality of the video and convey this to the rest of your team. With the rest of your team working from home, they need to check if their internet speed can actually support these requirements.
Second, you need to make sure that these platforms are easy to use. Yes, these services have customer support that helps your team in the case of unforeseen occurrences, but at the same time, it’s better if your team can handle these things on its own.
The next thing you need to understand is mobile compatibility. You see, while the majority of people are working from home, you really don’t want to risk it. Instead, you need to make sure that your VoIP system supports mobile devices, which will allow people to engage in trends like digital nomadism more easily.
Ultimately, you want to check if the system integrates other tools, as well.
3. Consider the best option for video conferencing
While VoIP is designed to provide a simulation of traditional phone lines, only clearer and more reliable, the truth is that it’s still a 21st-century technology. It’s still online communication, which means that it also has the option of video conferencing available.
Still, there are many different providers, and some may not include this in their protocol. Keep in mind that while you can easily use platforms like Zoom and Skype to make up for the shortcomings of this system, you don’t want to do so. You’re paying for a premium online phone service, and having more than just a standard call option should be implied.
You also want to check the extent and the limitations of the system. For instance, you want to make sure that it can be integrated with other tools, like CRM systems, calendars, or your business’s ERP platform.
You also want to check some simple technical issues like the number of participants. This is a surprisingly basic question, and skipping it can cause a major technical setback during your future work.
4. API and customization options
Sure, you may be a small team without elaborate IT support or an in-house IT team; however, this doesn’t mean that you shouldn’t customize the platform to your own needs. As long as you get access to API (as opposed to just being able to use/customize the interface), you’re already at a much more advantageous point.
The availability of API can also ensure that you can integrate future technologies and platforms into your working system. In other words, it makes your system future-proof, which is a huge factor worth taking into serious consideration.
Another thing that access to API is good for is data extraction. This means that you’ll be able to analyze your use of the system in order to see how it can be improved. Alternatively, you could also use it to see if you’re really getting your money’s worth.
5. Consider scalability
You shouldn’t be tunnel-visioned into just assessing your current needs and figuring out the way to get the most value for the lowest amount of money.
The thing is that if you expect your business to grow, switching to a different platform (because you can’t scale up with your current service) will cost you too much time and money. In other words, you should pick something that you know you’ll be able to grow into.
Your team will probably grow, but as we’ve already said, it’s likely that the majority of this growth will consist of remote workers, which means that the reliance on this system will be even greater.
Keep in mind that onboarding is already a problem, but switching platforms means that the rest of your team needs to be re-trained, as well. Sure, this can be done easier with the help of e-learning but even then, it’s a challenge. In other words, making the right decision from the start saves you a lot of trouble.
Wrap up
Ultimately, the majority of internet providers also provide VoIP and phone services, and since you’re already getting all of these systems, you might get them at the same place. In a bundle, you might even get a better deal. Still, just do your research and pick the right system.
