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How to Choose the Right Business Phone System

A reliable phone system is one of the most important tools for any business, no matter the size or industry. Not long ago, traditional trunk systems where the ultimate go-to in business communication. Needless to say, that has quickly changed. The fact is that traditional landline phones are quite the pain. Not only are they difficult to set up, but generally they are also very expensive. Now to add fuel to the fire, trunk systems just aren’t very efficient, which makes them pretty difficult to maintain.

Another option is a sole dependency on smartphones. Yes, our mobile devices are useful especially if you run a small business, where your employees are constantly on-the-go. This should only be a temporary solution though because, at some point, your business is going to outgrow cell phones. Eventually, your company is going to need a primary phone number for customers to reach you at.

Bottom line is that neither of these systems are sufficient options, especially if your business is experiencing fast-paced growth. Fortunately, there are two solutions that can help move your company in the right direction.

When it comes to telecommunications, these are the best choices for practically any business:

  1. Voice over Internet Protocol (VoIP): A multi-line phone system powered by a strong internet connection.
  2. Unified Communications (UC): The ultimate cloud-based phone system.

Both of these solutions have taken the world by storm, but how do you decide which option fits the mold of your business? That’s what you’ll be able to learn in this guide.

There is no right or wrong answer here. Both options are user-friendly, easy to set up and come equipped with a multitude of functions. To make this easier, start by finding the right telecom company to partner with. That decision-making process will be predicated on five specific factors:

  • What technology your business relies on most
  • The size of your workforce
  • The goals and objectives of your company
  • Customer service provided by your telecom provider
  • Your overall budget

Once you’ve found the right telecom provider to work with, it’s time to decide on the phone system itself. This decision will take some careful consideration because you’ll need to thoroughly examine your options. When it comes to business communication, there are several boxes that need to be checked. Here’s are the main things to look out for:

Flexibility and Scalability

Adding and subtracting phone lines can be pretty difficult when your office is operating with a traditional phone system. You need a system that is going to align with any vertical movement that your company endures and that’s exactly what you’ll get with a VoIP or UC system. Instead of location assignments, VoIP phones will be designated to employees. This makes it easy if you have to change offices or cubicles because there isn’t a lengthy process where you have to change your phone number. The same goes for UC. Since all data is stored within the cloud, users will be able to reconnect their phone systems with ease.

Simply, just take your phones, plug them into the right ports, and you ’ll be back in business in no time.

Mobile Integrations

In today’s age, everyone is multitasking. Many people take their business on-the-go, so it’s important that they have an efficient way to communicate with people when they are traveling. Both UC and VoIP services make mobile communication easier. You shouldn’t have to rack up your cell phone bill just to chat with your staff when you’re not in the office so don’t expect to experience this issue with UC or VoIP. As long as there is a strong internet signal, you’ll be able to dial in and hold business calls in a headache-free manner.

Multiple Communication Channels

You can’t expect to be able to reach everyone on the phone exactly when you need them. Having the ability to call someone is great, but that’s not always the most efficient outreach method. In today’s age of business communications, you need options and you’ll have plenty of them with a UC or VoIP system. The best VoIP phones have video conferencing, auto attendant support, and voicemail to email conversion channels.

On the other hand, choosing a UC system streamlines communication efforts within the office itself. While you’ll also have the same video call and web phone applications as the VoIP, you’ll also have access to more efficient instant messaging platforms. This makes workplace communication much more of a breeze.


In the business world, simplicity is a key factor to success, especially when it comes to communication. The office is no place for inefficiency. You shouldn’t have to spend hours training employees on how to use your phone system. There are many other productive things that you can accomplish with that time. Your employees deserve a phone system that is robust, yet user-friendly and that’s exactly what VoIP and UC platforms are. These multi-channel phone systems don’t come with a lot of wires or headaches. Just plug it in and refer to the phone directory that your company provides you with.

Cost Savings Opportunities

Perhaps the most important factor when choosing a business phone system is the cost. Telecom bills are usually pretty expensive regardless, so you need to find a solution that is going to align closely with your budget. With VoIP or UC, there is little maintenance necessary and the set up is quick and easy, so you won’t be hit with any outrageous service fees. In addition, your managed service provider will work with you to get you set up with the features and equipment you need at a price that won’t break your budget. These are more manageable expenses that will help you save a lot of money in the long run.

Get Started With the Perfect Phone Solution by Outsource My IT

Whether it’s VoIP or a cloud-hosted phone system, you can always count on the experts at Outsource My IT to set your office up with the solution that makes the most sense. As an experienced telecom solutions provider, we help a variety of businesses, large or small, improve the way team members communicate.

Want to learn more about our world-class VoIP or cloud solutions. Give us a call and schedule a free consultation to find out how we can make your office a more efficient and productive environment.