Buying Office Phone Systems- What's Right for You?

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For many small businesses, choosing the right office phone system for their communication needs can be confusing and a hassle. With so many types, brands, and features, how do you choose the right, budget-friendly one for your business? Here are seven tips to help you do just that.

1. Talk With Other Businesses – Talk with other businesses owners to get a feel for what's out there and what comparable businesses (in size) are using. Make sure you ask about pricing, vendors, and must-have features.
2. Utilize Existing Equipment – Many phone systems apt for small businesses can be integrated with the equipment you already have. For example, some VoIP systems can use your existing phones by simply using a VoIP convertor.
3. Buy Used – Many vendors sell used or refurbished phone systems, which work just as well as new systems but are a fraction of the cost.
4. Research Financing and Leasing Alternatives – If the cost of a phone system is way too much upfront, ask prospective vendors if they offer any financing or leasing options. This will allow you to pay for the system over time if your cash flow is limited. Just make sure you know are aware of the interest rate and additional charges associated with financing or leasing; you may find it to be significantly more than just buying the system outright.
5. Look for Scalability – You may only have ten employees currently but how many do you expect to have two years from now? Look for systems that allow you to expand (e.g. add new lines) without purchasing an entirely new system or costly upgrade equipment.
6. Prioritize Your Features – Do you need conference call capabilities? How about auto-attendant or call forwarding? Make a list of the features you can't do without as a starting point. This will allow you to determine which phone systems will work and find the best one for your business.
7. Not All Phone Systems are Created Equal – The biggest mistake most small businesses make when it comes to choosing an office phone system is they under invest. If customer service via telephone phone is a significant aspect of your business, you don't want to have a poor phone system that doesn't meet your needs or allow you to enhance the customer experience. You'll just end up purchasing another system down the road so for the sake of your bottomline, invest the time and money needed to choose the right system.