BUSINESS PHONE SYSTEMS | 6 MIN READ
When business growth outpaces your phone system's capacity, or you are unsatisfied with the quality of your current provider, that means that it may be time for a switch or upgrade to a new business phone system. How do you buy a business phone system that's robust enough to meet your current and future needs?
As a business phone system provider, we pride ourselves on using our expertise to educate our audience about finding the right fit for them, even if that means they aren't the right fit for us. Keep reading to learn how to buy a business phone system, including questions to ask both yourself and your potential provider.
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Which Type of Business Phone System to Choose
Questions to Ask When Purchasing a Business Phone System
Where to Buy a Business Phone System
On-premise business phone systems involve having all equipment necessary for system operations, such as servers, physically on-site at your office. The end user is responsible for any upgrades, maintenance and system expansions.
Better ROI
If you are a larger company, you might find a better ROI with an on-premise phone system. Though the up-front costs to purchase all the necessary hardware for your system can be substantial, it can last you a long time, which will make the investment worthwhile.
Suits Those Who Want a Hands-On Approach
On-premise systems are also beneficial to those who want a hands-on approach to managing their phone system's upgrades and maintenance. Companies who wish to keep their data physically close by may like the idea of keeping data in an onsite server.
Limited Extensions
Unlike cloud and hosted phone systems, on-premise systems have a finite number of available lines, which can hamper business operations if a company plans on expanding in the years to come.
Susceptible to Natural Disasters
Since your phone system's infrastructure is mainly housed physically in your office, this means that your phone service could be affected by natural disasters such as fires and floods.
Business phone systems are no longer limited to traditional landlines. Today, business phone system providers can outfit your entire office for a reasonable price that are all connected through your office network.
A hosted business phone system is typically based in a data center as opposed to on-premise systems where servers and other main systems are based physically in your office.
Remote Support
Most phone issues can be fixed remotely through a managed services provider or a company capable of servicing phone systems via this method.
Cheap
Since the system infrastructure isn't completely housed in your office, the up-front investment required to set up a hosted phone system is minimal.
Scalable
Since hosted phones are based on the Internet, the amount of lines you can add is virtually unlimited. This is great for companies who are remote or plan on experiencing rapid growth in the future.
Suits Those Who Want a Hands-Off Approach
Hosted phone systems are typically managed off-site by another entity. This is great if you don't have an internal network administrator at your company and are overwhelmed at the thought of managing your phone system yourself.
Outages
Since your calls are ran through the Internet, if your Internet is down, so are your phone lines. However, the Auto Attendant, call handling, mobile applications, voicemail forwarding, and conferencing calling will all still work.
Call Quality
If your call volume is heavy and servers become overwhelmed, call quality can begin to drop.
RELATED: How Much Do Business Phone Systems Cost? [2019]
Ask yourself or your provider the following questions to better determine which type of provider and phone system is the right fit for your business.
When buying a business phone system, a key point to figure out is how many phones your office needs. Determine whether or not every employee needs a phone. While certain employees such as those in your sales department need a business phone to conduct business, other employees may not need one.
Consider the future of your business phone system as well. If your company plans on expanding or moving offices, your needs in a phone system may change as well. Ensure that your business phone provider can accommodate any such needs.
Product features are one of the most important aspects of a buying decision. When it comes to business phone systems, the market is flooded with so many products with such a wide variety of features that it can be hard to determine which offering is better than the other.
The following features, which comprise the product comparison in the next section of this article, are essential business phone features that companies should consider when evaluating a provider's offering.
It can be expensive and time-consuming to upgrade all of your office's technology at one time, which is why it is quite rare for other systems to be upgraded at the same time as your business phones.
Devices and systems such as alarms, fax machines, and other shared resources may run on digital or POTS lines, which can present problems when your phone system is upgraded.
Check with your business phone provider to smooth out any wrinkles regarding the phone installation. For instance, some new phone systems may require additional network cabling.
Testimonials offer an additional layer of insight that you may not get just from speaking directly with a provider or reading their offering online.
Additionally, testimonials can give you insight into the size and industry of businesses that your potential provider has experience with, which can help determine how much they'll be able to understand your business' unique needs and wants.
There are some companies who sell quality phone systems, but can't properly assist you when something goes wrong. There are other companies who outsource their service, which means that the company you thought you hired isn't the company who will be helping you. Some companies have their own in-house Network Operations Center, which typically points to a company who can handle most any situation, in-house.
How can you measure the quality of your business phone provider's service? Since service can vary significantly from one provider to another, check with your provider to see if a Service Level Agreement (SLA) can be built to ensure that your provider delivers on their promises.
For instance, you can set specific goals for factors such as jitter, latency, and response times in the event of outages. Your SLA should also set expectations for how you can get out of your contract if you are unsatisfied with your provider's service.
However, keep in mind that many providers will include contract stipulations that state that you must give them a specified period of time to remedy your complaints before you're allowed to break your contract.
Once you decide which type of phone system you want and have settled on features, you then must decide where to purchase your phone system. There are two main options: through a major retailer or through a reseller.
While it's possible to purchase a business phone system through a major retailer like Best Buy or Verizon, you may find the options are a bit limiting. For a relatively low cost (around $400-$500 + installation), you can set-up a four line system fairly easily with the following basic features:
But if your business is growing, you will likely eventually outgrow a system like this pretty quickly, especially if you need all employees to have a desk phone.
Additionally, retailers typically don't offer service on their phone systems, which means you business would spend more money on finding a local service provider post-sale.
Licensed resellers can sometimes give you comparable or better pricing than major retailers. Since resellers are typically partners or wholesale buyers, they can sometimes get special pricing which then lets them pass on cost savings to customers.
Additionally, the service is unmatched with resellers. When you buy a phone system from a major retailer, sometimes there isn't even an option to add built-in service. That means your business will be stuck paying for unforeseen costs up-front in the event that your phones need to be fixed.
Resellers can have comprehensive service offerings built into their packages, which can save your business the money you would have spent finding a service provider while simplifying budgeting.
RELATED: How Much Does a Business Phone System Cost?
We hope this article serves as a comprehensive resource to point you toward the next step in your buyer's journey.
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