Phone Systems for Small Business: A Buyers Guide

So, you’re looking to invest in a phone system for your small business. It is likely that it will be the first phone system you have purchased. You may have got by with a basic landline or just a mobile until now, but have reached the point of growth at which a dedicated business phone system is necessary. If you have not purchased a phone system before, it is likely that will find the process somewhat confusing. There is a bewildering array of options available, many of which can be customised with various features, different handsets and a whole range of business software applications. Where do you even start? We have put together a handy short guide to help you through the process.

Step one: narrowing down your options

By narrowing down your options, things will become much less confusing. First things first, what is your budget? With a maximum budget limit in mind, you can eliminate all of the options that exceed this and then make a decision based on the options remaining to you. This is the easiest way to narrow down your choices.

As a small business, it is likely that your budget is fairly low. It’s worth considering how you would like to pay for your equipment, before you begin comparing your options. You may have the finances available to pay for your phone system outright, or you may want or need to pay in instalments. If you need to pay in instalments, your options will be renting, finance or a hosted telephony service. Finance may not be an option if you are yet to build a credit history for your business. Renting allows you to pay in manageable instalments, but it’s worth remembering that you will never actually own the equipment. However, it does enable you to benefit from new technology every few years, without the cost of owning it yourself. A hosted phone system is usually delivered via the cloud, these days, and can be an extremely cost-effective option for small businesses. Again, you will not technically own the equipment and it is very similar to renting in that you will pay regular monthly instalments. However, with hosted telephony, you get a more comprehensive service including full maintenance and ongoing support. You can also benefit from VoIP technology, which enables you to lower call costs and enjoy many advanced features. Hosted telephony is charged on a per-user basis, which works out very cheap if you only have a few employees. Deciding whether you want a hosted or on-premises phone system and figuring out how you would like to pay, will help you to narrow down providers and, subsequently, the options that are available to you.

The final step in narrowing down your options is to determine what features you need and want. First, think about the number of lines and personal extensions that you need as this will exclude systems that don’t offer the necessary user capacity or those that vastly exceed your requirements and would, therefore, not be cost-effective. However, do remember that your business is likely to grow and factor this in, as scalability is important. You don’t want to waste money on a system with excessive capacity, but nor do you want a system that you will quickly outgrow as this will result in unnecessary expense later down the line.

Think about the features that you need in order to operate effectively. Commonly used features include:

• Voicemail
• Automated Attendant
• Conference Calling
• Call Transfer
• Caller ID
• Voice to Email
• Call Queuing
• Call Divert
• Mobile Twinning
• Call Management Software
• Call Hold

Step Two: selecting a provider

Based on the considerations from step one, you will already have limited the number of providers based on the type of phone system you would like (hosted or in-house) and your desired payment method (finance, renting or outright payment). If you are willing to be flexible, however, then your options will be greater. Consider whether you would like to work with a local communications provider or a larger, nationally based company. With a larger company, such as BT for example, you have the benefit of brand recognition and the sense of stability that comes with knowing the company has been around for a long time. However, by choosing a smaller, independent and local provider, you could find that you enjoy a better and more personal service. You will also have the benefit of knowing that they are never too far away if you need them. Independent companies are also more likely to be flexible and offer packages that are tailored to your needs. On top of this, they often specialise in phone systems for small business so may be better placed to help you find the perfect solution for your company.

Whichever option you decide is right for you, make sure that the company has at least a few years’ experience in the industry and that they have a positive reputation. Narrow down your list to a few providers and contact each of them to obtain a quote. This will give you an idea of the level of service they provide, as well as costs for comparison. Remember that a good provider will take the time to understand your needs, attempt to suggest solutions that meet these and be willing to visit you onsite to determine key infrastructure considerations for installation. Quotes should be free and with no obligation to buy. Your chosen provider should be one that assists you throughout the entire process, including after installation when they should make sure you are happy with your new phone system and know how to use it.

Step Three: Prepare for installation

It’s important that you are aware of the installation process and that you prepare for this beforehand, in order to minimise disruption to your business. A telephone system installation may temporarily affect the daily running of your business. Make sure that you are fully aware of how long the installation should take and how much downtime you should expect, so that you can make sure your customers are aware of when they will be unable to contact you. Having said this, a good provider will be conscious of this and take action to minimise downtime. They may even be able to carry out the installation outside of your working hours, depending on what these are. If it is going to be an extensive process, you may be able to have the system installed in stages so that you can continue to provide some level of service. You may want to consider relocating employees, perhaps allowing them to work from home on the day of installation so that you are not losing revenues. By being prepared, you can minimise any inconvenience to your business, your employees and your customers.

If you are looking for phone systems for small business in Birmingham and the West Midlands, contact us at Midland Networks to discuss your requirements and obtain a free no-obligation quote. We offer a full range of business phone systems, including hosted and on-premises options, and offer a range of payment options designed to suit the needs of small businesses.