Small Business Phone System Checklist

Your phone system can make or break your business. Here's why it's key and how to pick the right one:

• Why It Matters: 61% of people like to talk on the phone over other ways, and poor call sound or lost calls can break trust and sales.
• Costs & Savings: Moving to VoIP can cut phone bills by up to 70%, with monthly costs from $10–$75 per person.
• Key Things to Look For: AI-led call path, hook to CRM, help in many tongues, and room to grow.
• Big Errors: Bad call sound, old systems, and risk like call spying can hurt your business.

Quick Start Steps:

1. Check how many users and places.
2. Spot talk issues and make goals (like less wait time, better call path).
3. Set your money plan: VoIP is often the best for your money.
4. Seek features such as AI, CRM hook, and many tongue help.
5. Test for call sound, trust, and how easy it is to use.
6. Make sure it’s safe (like with coding, VPNs).

Switching to a new phone setup can make work smooth, save money, and make customers happier. Let's break it down.

How to Choose the Best Small Business Phone System!

Checking Your Business Communication Needs

It's key to know your business's talk needs to pick a system that helps grow while keeping costs low. By looking at your needs, you can skip wasting money on things you don't need or using systems that can't grow with your business.

Counting Users and Places

First, find out who needs to use your phone system. This list should have full-time and part-time workers, people who work from home, temporary staff, and freelancers. Don’t forget about people like sales folks and techs who need good access on their phones or laptops.

Next, think about where your team works. Is your business all in one building, spread over few places, or a mix that includes home workers in different states? One office may just need simple call routing, while many places might use things like better call sending and combined messaging. New systems even let you use the same business number on many devices, which makes talking easy no matter where your team is.

Also, figure out if you're swapping out an old system, setting up a new one, or just making your current one better. Will you need to link many offices or add personal devices? Answering these questions will help you find the right system for your needs.

After you’ve laid out user numbers and places, look more at your current talk issues to find spots to get better.

Finding Communication Issues and Setting Goals

After checking user needs, find the exact talk problems your business has. Are you losing sales because calls go to voicemail when it’s busy? Are slow call transfers hurting how much you get done? Write down these problems so you can tackle them directly. For example, you might want to track which ads bring in calls as a key goal.

Set clear, exact goals to upgrade your system. Try to cut wait times to under 30 seconds or get to where 95% of calls are picked up in three rings. Ask your team about tools that could make their work smoother, like call sending, group calls, or CRM joining.

Don’t overlook the future. If you plan to grow your team soon, pick a system that can grow too without big costs later.

Planning Your Budget for Setup and Monthly Costs

Costs for phone systems change a lot based on the kind of system and features you pick. Here’s a quick summary:

• Traditional landlines: Setup costs run from $100 to $300 for each line, with monthly costs between $20 and $60.
• Cloud-based VoIP services: Often cost $20 to $30 for each user each month and usually include fancy features.
• On-premises VoIP systems: Need an upfront cost of $6,000 to $7,000 for gear and putting it in, with ongoing upkeep costs at 15–20% of the first cost each year.

Many things make costs go up. How many people use the service, the deal's length, and extra features like calls to other countries, CRM linking, or call saving play a part. Paying each month might cost more than a year-long deal. Also, some firms may ask for money to set up, switch your number, or if you want to stop the service.

To handle your money well, start with only the things your work really needs. Check prices well, and look out for extra costs for things like voice mail, set up, or changing your number. A lot of sellers give free trials, which let you test a system before you pick it.

Changing to cloud-based VoIP systems can save a lot of money - teams often cut talk costs by up to 75%. For instance, if you now pay $200 a month, a VoIP plan could drop that cost a lot while giving better tools and trust.

When picking a system, go for one that mixes cost and how well it works. Look for a plan that fits your work's needs without going over your money limit. These moves will help set up a base for picking the right tools and checking out the best tech picks for your work.

Main Things to Look for in a New Phone System

Once you know what you need and can spend, it's time to look at what a new phone system can do for you beyond making calls. New systems are built to save time, make work flow better, and boost how you serve customers. They can do tasks on repeat, work with your usual tools, and even talk in the language your customers like best. These things match your work goals and help your business grow.

AI Help and Smart Routing

AI has changed how calls are run, giving faster and better help. Old phone menus - where nearly all customers try to skip - can't compete with AI systems that take care of 50% to 70% of talks with no need for a person. This smart setup can slash costs by half.

Look for things like easy voice talk, data right away, smart call setups, and CRM links that show customer info on their own. These make talks go smoothly and fix issues fast. For instance, a health company saw 60% better booking with these things. For small firms, AI means fewer people can handle more calls, meeting the wish of most customers who want help right away.

Works Well with Other Work Tools

A new phone system should work well with apps your team uses already. CRM links, for example, keep customer chats and info in one place, which can make customers more loyal by almost half while raising sales 20 to 30%. Also, it can save sales groups a lot of time - up to 15 workdays a year - by skipping the need to put in data by hand.

Real cases show the plus points. LKN Strategies Inc., a health company, had agents do 30% more and raised how many issues they fixed on the first call by 20% after linking their CRM with their phone system. Also, Poliglota had 30% better results in reaching out and dropped missed chances by 25% with good links.

Many Languages and Easy to Use

If you work with many types of people or want to grow, talking multiple languages is key. Studies show that most shoppers like info in their own tongue, and many will switch brands for better language help. Without these options, firms may lose nearly 29% of possible customers. But, when served in their language, 70% of buyers stay loyal.

Think about things like live translation, voicemail in many tongues, talking text, tools hearing aids can use, and simple designs for those who can't see well. Salvador Ordorica, boss of The Spanish Group LLC, says how big an impact this has.

"Communicating with customers and prospects in their native language can improve the quality of interactions and strengthen relationships, resulting in better customer loyalty."

Testing Tech, Trust, and Simplicity

Setting up your phone system should make work easier or it might just lead to problems, costing you calls and customer trust. To dodge these issues, focus on three things: the tech used, how reliable it is, and how easy it works. It's key to check how the system does in real life too.

Picking VoIP for More Options and Saving Money

For small firms, VoIP is now a clear pick. Unlike old phone lines that often have costly deals and few features, VoIP runs on your fast internet to give more options and cut costs. Yet, since VoIP needs your internet, a wired Ethernet link usually works better than Wi-Fi.

Knowing how much internet speed you need is key. For instance, most calls use about 100 kilobits per second (Kbps), and having more than you need helps things run smooth, even with many calls at once.

To keep call quality high, use router settings called Quality of Service (QoS) for your VoIP devices. This makes sure your phone setup works well and fits your work needs. VoIP systems work with both old-style desk phones and new digital softphones. Desk phones often come with extra like buttons that you can set and clear sound.

Keeping Call Quality and Uptime Good

Bad call quality or system breaks can hurt your ties with customers. Call quality mostly rests on how your network is set up and what the provider has built. With strong internet, today's VoIP systems often give better sound than old phone lines. The best VoIP setups should have a delay of just 150-300 milliseconds; longer delays make talking hard.

To keep call quality up, watch for things like jitter, delay, and lost data. Pick a provider that promises at least 99.9% uptime. Small changes in uptime might look small, but over time they can add up to a lot of downtime. To avoid breaks, use backup and quick-swap setups that keep your lines working if there’s an outage.

Easy Setup and Learning for Users

A tough phone system can slow work. That's why many firms like cloud-based VoIP systems - they're simple and fit right into current work steps. A system that's easy to start with makes using it easier.

Look for options with tools and guides to help you start on your own. Most cloud systems just need internet and a device that fits, so you can often use what you already have.

Try it for free to check if it meets your needs. Also, choose systems with a simple admin page that makes tasks like adding users, setting numbers, and handling calls easy. Giving out a quick guide for usual features and safety tips can make staff more at ease with the system. Short lessons can also make the system work better by making sure everyone knows how to use its parts.

Safe Rules, Rules, and Help Needed

Phone systems keep secret buyer info, so strong safe steps and sticking to set rules are must-haves. In the US, losing data can cost a huge $9.4 million on average, with 94% of places working hard to make their systems better.

Keeping Data Safe and Hiding Calls

VoIP setups face risks that old phone lines don't, like call snooping, service break attacks, and con tricks. Putting in SRTP encryption is a must-do first move to guard your talks.

Chris Krueger, who leads the team at Cisco Premier Certified Partner PEI, told a story to warn others:

"Unfortunately, a business decided they needed voice security after the fact. During a few hours one morning, a rogue user had easily accessed the call control in the SIP gateway and incurred thousands of dollars in unauthorized calls to Eastern Europe."

To stop these things, turn on more than one way to check who someone is and set tight rules on who can change call settings and see records. Always update to stay safe from new risks. Also, make sure all use strong passwords and remote workers must use VPNs for a safe system entry.

More steps are to put in firewalls, block bad access, and make Wi-Fi safe. Keep an eye on call logs for odd actions to find any breaks early. As Chris Krueger also said:

"Some customers who have us design and implement their VoIP solution decline security services, saying with full intention that they'll do it themselves. It's amazing to see that 100 percent of them just don't get around to doing it."

Sticking to Rules in Your Field

Different job areas have their own set of rules for talking or sharing info. For instance, health groups must follow HIPAA, while companies dealing with customer info from Europe must keep up with GDPR rules.

For HIPAA rules, phone systems must make sure talks with patients are secret and keep secure records of calls. Only certain people can see these records, and workers must learn the right way to talk and share info.

For GDPR, companies need clear ways to handle data, like letting people say no to marketing calls. It's key to write down what personal info is kept, where it's stored, and who can see it. Limit who can see important data and confirm third-party vendors follow GDPR too. Regular checks, ongoing training, and clear plans for keeping data help keep things tight.

Once you're good on rules, the next step is to get solid help from vendors to keep things running smooth.

Help from Suppliers and Checking How Well Things Work

Good safety inside is just one part; your supplier's support can be vital to making sure everything works well. If things go down, you could lose money, so picking a supplier that works when you do is crucial.

Choose suppliers that offer 24/7 help in your area and try to fix issues quickly instead of passing you around. Look at online reviews to see if their help is good. Suppliers should also watch performance all the time and clear promises on uptime, call quality, and fast replies.

To keep things on track, set key goals for important parts of the system and be clear with your supplier about them. A full support plan should help with setting up, training, and changing phone numbers. Make sure to have a plan for staying up if things go down, including backup ways to connect and mobile options. Lastly, pick suppliers with good records, shown in references or stories from other businesses like yours.

Ending Thoughts: Simple List for Your Small Business Phone System

Picking the right phone system for your small business need not be hard if you have a plain plan. Start by mixing your now needs with your future growth and money plans. For example, VoIP use will go up by 35% by 2036, and businesses can cut down cost on calls to other countries by up to 90% compared to old phone systems.

First, list down what features your business must have versus the extras that would be good to have. Main things like voicemail, call moving, and an auto helper need to fit with your daily work and hours. Also, do a full check of your servers, network stuff, and other tech parts to make sure all work well with your new system.

Once you know the must-haves and your tech is checked, think about growth. Your phone system should get bigger with your business. VoIP cost often changes based on the features you pick and your business size, so look past the first cost and think about the worth over time.

Linking with the tools you already use, like CRM software and email, is next to think about. A system that fits well with what you use now can make work smooth and up your output. Before you say yes for good, try the system in real use to check how it works and the call quality.

Don’t miss the people side. Make sure your team knows how to use the system well. Work close with your seller to know how they put it in and the help they give. Keep your contact info new with the provider so you can talk fast if there's a need.

Lastly, make sure your provider follows all safety and rules needs. A well-set VoIP list can guide you, making each step plain and known by all who take part.

FAQs

How can small shops know how many users and places they need for a phone setup?

To work out how many users and places your phone setup needs, first look at your team's need to talk. Think about how many workers - both in the office and away - will use the system a lot. Pick if you need close or free numbers, and if shared lines or stuff like auto helpers are key for your work.

You should also figure out if the setup must work for many real places or just one. Spending time to list these needs will help you pick a system that fits your shop size and makes sure your team talks well.

How does putting your phone system with your CRM and work tools help work get done faster and make customers happy?

Putting your phone system together with a CRM and other work tools can really help your day-to-day run smoother and let you talk to customers better. By making tasks like call sending and voicemail handling automatic, it cuts back on the need for doing things by hand and gives your team more time.

Even better, this linking lets you see customer data right away, like call logs and what they like. This means your team can give more focused and quick help every time they talk to someone.

It also makes work flows easier, making it simpler for teams to work together and fix problems faster. The end result? Quick answers, happier customers, and more overall joy - all while keeping costs low.