What to Look for in a Business Phone System 

man and woman looking into a business phone system on laptop

While every company has its own unique challenges, there is one thing all of them need: an excellent business phone system. If you’re in the market for a VoIP phone system right now, you’re probably a little overwhelmed by all the options. How can you begin to choose a phone system that’s right for you? 

Well, that’s where we come in! Below you can find a brief, three-step guide on what to look for in a business phone system. 

1) Evaluate Your Business Phone System Needs 

You should never look into a new phone system, or a system upgrade, before knowing what problems you’re looking to fix and what goals you’re trying to achieve. Here are a few questions you can ask yourself – and your employees – before getting started: 

A) What is your expected call volume per day, per month, or per year? 

B) Does your business function almost entirely on voice calls or can you get by with a more basic system? 

C) How do you plan on growing this year?  

D) Are there any other offerings or functions you’d like to integrate with your business phone system? 

E) What features have your employees been asking for in recent months? 

Once these questions are answered, feel free to move on to step two. 

2) Decide on Essential Features From a Business Phone System

Now that you know a bit more about how your business phone system can contribute to your goals, it’s time to outline what features you need! While these will be specific to you and your company, we’ve taken the liberty of listing some characteristics of a top-notch business phone system. 


The last thing you want to do is spend an arm and a leg on a new phone system. Thankfully, most VoIP phone systems are on the lower end of the cost spectrum due to lower set-up and operational expenses.  

Many providers offer bundles based on corporate sizes, with options to add additional features for an additional fee later. Others charge one flat rate for access to their entire feature library. Whichever model works for you, just be sure to ask about any incremental fees for service, setup, or maintenance. The last thing anyone needs is to be sucked dry by hidden costs. 

Reliable Service 

Having a reliable business phone system is crucial to running your business well. But it can be a hard aspect of the system to test. We suggest you not only read customer reviews of business phone systems online but also ask for the provider’s risk management plan, fail-safe policy, and/or backup plans before going further down the sales funnel.   

Excellent Security 

You, your employees, and your customers expect their phone conversations to be fully secure. So be sure the system you’re researching has measures in place to prevent fraudulent calls, malware, and phishing attempts by scammers or robocalls. Some specifics to look for are high-level encryption, call authentication, a robust redundancy plan, and a STIR/SHAKEN registration. 

Greater Mobility 

With experts predicting that 22% of the American workforce will be fully remote by 2025, having a business phone system that can be used anywhere is becoming a necessity. When looking at a system, look for ones that provide mobile and even desktop applications. It’ll allow for more flexibility for your employees as well as your customers. 

Collaboration Capabilities 

One of the advantages VoIP phone systems have over landline systems is the ability to connect. For instance, a landline system might allow three-way calling, but VoIP systems can include video conferencing, faxing capabilities, and integration possibilities with email systems, training programming, CRM software, and more! If you have multiple programs that would benefit from a connection to your business phone system, make sure the one you’re choosing has that capability. 

Your Business Phone System Should be Simple to Scale 

No matter what size your business is, was, or will be, you need a system that can keep up with operational changes quickly and easily. After all, you don’t want employee productivity and performance negatively impacted because they’re unable to connect to a corporate phone. Your business office phone system should be quick to set up, and easy to reconfigure whether from the phones themselves or from the online application.  

Knowledgeable Support 

One of the clearest indicators of an excellent business phone system is an excellent support staff. Your phone system provider should have a track record of excellent customer support. Researching current customer reviews will be a helpful resource in finding out which provider is the most attentive to their customers’ needs. 

Robust Feature Library & Customization 

You’ve likely heard the term “future-proofing” before, especially when it comes to communication. It describes the process of investing in a healthy mix of standard and cutting-edge features so that your business phone system stays current longer. To do this, you need a system that has a lot of features to choose from and that gives you the freedom to add new ones whenever you need them.  

3) Pick a Provider of a Business Phone System

This one is a no-brainer. Once you’ve done all your research, compiled all your options, all you must do is choose the one that matches your criteria! 

Find What You’re Looking for with Advanced Communications 

If you’re in the market for a new business phone system, we’d love to be the first name on your list! At Advanced Communications, we’re ready to set you up with the ultimate solution for your business needs! With a plethora of offerings, we are sure to find you your perfect phone system!  

Contact Us Today To Get Started! 

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