Introduction
You’ve been tasked with finding the perfect phone system for your business. Where do you even start? With so many options and features to choose from, it can get overwhelming. But having the right setup is crucial for your company’s communication and productivity. Don’t worry, we’ve got your back. We’ll walk you through everything you need to know when buying a business phone system in UK in 2024. From the latest VoIP technology to integrations and call centre features, our business telephone systems checklist will help you make the best choice for your unique needs and budget.
Key Factors to Consider When Choosing a Business Telephone System in UK
Reliability and Call Quality
For modern business in the UK, having a dependable phone system is non-negotiable. Look for a provider with a proven track record of high levels of uptime and clear call quality. Things like redundancies, service-level agreements (SLAs) around uptime, and the latest technology for eliminating latency and dropped calls are must-haves.
Scalability
As your business grows, your phone system needs to be able to grow with you. Consider how easy it is to add new extensions, routing, auto attendants, and features as you expand. Cloud-based phone systems are often the most scalable since you’re not limited by on-site hardware.
Mobility and Flexibility
In today’s world, mobility is a key requirement. Look for a system with a full-featured mobile app that let’s employees make and receive calls from their business number on any device. Options like call forwarding, simultaneous ring, and follow-me features provide maximum flexibility for the modern mobile workspace.
Advanced Features
For most businesses, call routing, auto attendants, voicemail to email, call conferencing, and call queues are essential features. But you may also want advanced functionality like call recording, CRM integration, video calling, and more. Think about what’s most important to your business and customer service needs.
Cost and Contract Terms
Compare providers based on your must-have-features to determine what offers the best value. Look at both the upfront costs to purchase the necessary equipment as well as ongoing subscription fees. Pay attention to contract terms, especially length and early termination fees – you want maximum flexibility here in case you need to switch providers down the road.
With the rise of cloud and as-a-service solutions, business phone systems have never been more advanced, affordable or accessible. Doing your research and choosing a system tailored to your needs will ensure you have a solution that helps your business thrive for years to come.
Top Features to Look for in a Business Telephone System in the UK in 2024
Advanced Call Handling
In 2024, you’ll want a system that can intelligently route calls. Look for options like call forwarding, call transferring, call waiting, call parking, and call conferencing. These will ensure important calls are never missed and are directed to the right people.
Video Calling and Conferencing
These are must-have tools for doing business in 2024. Look for a phone system with a built-in-video conferencing platform so employees can easily host or join video meetings with customers and colleagues. Some systems offer additional collaboration tools like screen sharing, chat, and file sharing.
Voicemail to Email
Having your voicemails transcribed and sent to your email inbox is a must. This allows you to check messages no matter where you are and prioritise responses. Some systems even offer voicemail to text so you can read the messages on the go.
Mobile App Integration
A business phone system is only as good as its mobility features. Look for options that offer a mobile app to make and receive calls on your business line, access voicemails, call forwarding and other features right from your smartphone. This flexibility is key for most modern businesses in the UK.
Integrations with CRM Software
For many companies, integrating their phone system with customer relationship management (CRM) software is essential. Look for providers that easily integrate with solutions like Salesforce, HubSpot, Zoho and more. This provides a seamless experience for both your team and your customers.
Flexibility
As your business evolves, your phone system needs to adapt seamlessly. Choose a provider that offers easy flexibility, whether that means adding more lines, extensions, or accommodating entirely new locations. The system you invest in today should be able to adjust to your changing needs for years to come.
Analytics and Reporting
Modern business phone systems come with detailed analytics, reporting, and monitoring to help you gain valuable insights into your communications. Look for options that track metrics like time to answer, call volume, hold times and more. These tools help you optimise your phone system and better serve your customers.
These latest technology and features will help your business be well-connected and help you deliver amazing customer experiences. Be on the lookout for these key trends and capabilities when choosing a business phone system for your company in 2024.
Understanding your Business Needs: Call Volume, Scalability, and Budget
Choosing a telephone system for your business is a big decision. Before you start shopping, you need to evaluate how your company operates and what features are most important. Think about your call volume – how many calls do you receive on average per day? During busy periods? You’ll want a system that can handle your normal call volume as well as during peak times.
Consider Scalability
Also consider how fast your business is growing. A system that suits your needs now may not work in a year if you expand rapidly. Look for a flexible system that lets you add additional lines or extensions as needed. Cloud-based phone systems are ideal for scalability since you can easily increase capacity without having to install new hardware.
Determine your Budget
Next, determine how much you can budget for your phone system, including any installation or maintenance fees. Phone systems for small businesses can range from a few hundred to thousands of pounds per year depending on the number of lines and features. If cost is a concern, look for systems with affordable monthly fees and the option to start with just a few lines and add more later as your business grows.
Keeping your business needs and goals in mind will help ensure you choose a phone system that supports your company’s success for years to come. Do some research on the options available for small businesses today, including basic landlines, VoIP systems, and virtual phone services. Compare costs and features to find an affordable, scalable solution perfect for your unique company. With the right system in place, you’ll have a powerful tool to keep your teams connected and provide superior customer service.
Conclusion
So there you have it, a complete checklist for evaluating business phone systems in 2024. By taking the time to consider your unique needs and weighing the pros and cons of the various options, you’ll be equipped to make the right choice for your company. With VoIP, the cloud, and mobility transforming traditional telephony, it’s an exciting time to invest in a new platform built for the digital age. Just remember to involve your team, ask the right questions, and choose a provider who can deliver the service and support you expect. Select smartly and you’ll boost productivity and better serve your customers.
Yo Telecom can help transform your business communications. Contact us today for a free consultation and find out how our tailored solutions can benefit your company. Call us at +442380 516980 or visit our website.
Frequently Asked Questions
What type of business phone systems are there?
The three main types of landline, VoIP (Voice over Internet Protocol), and virtual phone systems. Landline systems use traditional copper phone lines, while VoIP systems send calls over the internet. Virtual systems forward calls to mobile and landline phones. For most businesses today, VoIP is the most popular and cost-effective choice.
In case you haven’t heard, BT plans to switch off their PSTN and ISDN lines by January 2027, postponing the original end-of-2025 deadline. Consequently, businesses relying on these lines will need to transition to an alternative solution. Therefore, it is advised to choose modern communication systems like VoIP and cloud-based systems.
How difficult is it to set up a business phone system?
The setup complexity depends on the type of system and specific equipment. Basic VoIP systems for small businesses can often be set up in a few hours by the phone system provider or an IT professional. Larger on-premise PBX systems typically require more extensive installation and configuration, which can take one or more days. Hosted VoIP and virtual phone systems are the easiest to set up since there’s no equipment to install at your office. The provider handles the initial setup and you just need to plug in your IP phones or forward calls to your mobile.
How do I reduce cost?
Some ways to save money on your business phone system include:
- Choose a VoIP system instead of a traditional landline. VoIP typically offers lower monthly rates and call charges.
- Opt for a hosted VoIP solution rather than an on-premise system. Hosted options don’t require expensive equipment purchases and installation fees.
- Negotiate the best deal from different providers. Compare packages and pricing to find the most affordable option for your needs.
- Limit advanced features to only what’s necessary. Only pay for the capabilities that will benefit your business.
- Reduce the number of phone lines and extensions to match current staff levels.
