No matter the size of your business, communication is vital to ensuring your success – especially when it comes to your phone systems.

These days, traditional landlines are being replaced by VoIP systems for their extensive benefits; including scalability, fast speeds, and reliable connection.

But, that doesn’t mean traditional landlines can’t be advantageous.

And, with thousands of options available – from landline to VoIP – how do you pick the right phone system for your specific set of small business needs?

Fortunately for you, we dive deep into the five best phone systems for small businesses in our blog below. Read on to find out what they are, their pros and cons, as well as the factors you should consider when picking a new phone system…

The 5 Best Phone Systems for Small Businesses

1. VoIP phone systems

Instead of using a traditional phone line, Voice over Internet Protocol (VoIP) phone systems allow you to make voice calls over the internet, instead of a phone network. It works by converting voice calls into digital signals, which are then transported through IP networks.

This type of phone system has features that traditional landlines/ analog phones cannot offer, such as providinng a cost-effective solution whilst providing capabilities beyond voice calling (such as video conferencing).

Pros

Lower costs: VoIP calls are cheaper to make than traditional landline calls because they use a broadband connection rather than a phone network to make and receive calls.

Increased accessibility: With VoIP, you can make and receive calls from anywhere, you just need to have a decent internet connection.

Cons

Relies on a stable internet connection: To ensure the calls you make are crystal clear with VoIP, you need to have a reliable internet connection. Without one, you’ll fail to reap the benefits of VoIP.

Security risks: Like most phone systems, VoIP systems come with security risks. For example, hackers could potentially eavesdrop on calls and collect personal data.

2. Cloud-hosted PBX phone systems

Cloud-hosted PBX phone systems use an internet connection to provide a way for users to make high-quality calls. Whilst similar to VoIP, it is considered to be an advancement as it includes other features, such as call routing and management.

These systems are hosted on a cloud server, rather than at a business premises. Like the systems already mentioned, users can make calls anywhere and everywhere as long as they have a steady internet connection.

Pros:

Doesn’t require space: Doesn’t require the space for extensive IT infrastructure, it’s all hosted on the cloud.
Flexibility: Employees are able to work from anywhere with this type of phone system.

Cons:

Incompatibility issues: Older IT equipment might not be compatible with the system, so businesses might have to fork out money for upgraded infrastructure.
Location data: Location data is limited for emergency situations so you can’t confirm where the user’s phone is located.

3. Hybrid phone systems

A hybrid phone system uses a combination of a traditional analog phone system and a VoIP phone system. The purpose of a hybrid system is to help businesses migrate to a full VoIP system in the future.

Hybrid systems support a variety of voice calls, including:

Mobile
Landline
ISDN
VoIP

Pros:

Increased reliability: Hybrid phone systems offer more reliability than other systems because if one phone line fails, another can be used.
Flexible cost options: You can pay off the system over a different number of years at a fixed monthly price – it just depends on what suits you.

Cons:

Complexity: As there are more elements to a hybrid system – there might be issues that are more complex and harder to diagnose/resolve.

More maintenance required: These systems require much more heavy monitoring and maintenance as managing infrastructure across different providers and networks can pose a problem.

4. Video conferencing systems

Since the pandemic, the use of video conferencing systems has increased, mostly because they allow workers to stay connected no matter where they are, without delay.

In fact, the global video conferencing market is forecasted to grow by 7.44 billion during 2023-2028 – demonstrating its popularity even years after the effects of COVID-19.

Pros:

Time efficient: Video conferencing systems allow users to connect instantly to people. Moreover, they can easily organise meetings at the touch of a button.

Extensive features: Video conferencing has extensive features like screen sharing, recording, and breakout rooms – so different people can meet in different groups on the same call.

Cons:

Technical issues: Without a reliable internet connection, call quality can be poor and make it difficult to connect.
Security issues: Video conferencing platforms can be vulnerable to security breaches, so it’s important to have proper protection in place when using these systems.

5. Traditional landline systems

Landline phone systems have been around for years, and work by converting sound into an electrical signal. Through a network of copper wires, the signal travels through to a base owned by the telephone company.

Afterward, the signal is converted back into sound waves and then transmitted to the other end of the phone call. Landlines are still a solid solution for business phone systems, as they offer a reliable way to communicate. But, technological advancements have presented better alternatives.

Pros:

Reliable: Able to provide a way to communicate even in emergency situations – like an electrical outage.

Easy to use: Anyone of any age will be able to work a landline, so it’s suitable for all types of employees.

Cons:

Spam calls: Landlines can be prone to spam calls, which can take up time and money to answer.

Cost: Can be expensive to set up and maintain. What’s more, if you make a lot of international calls, or calls to mobile phones, these can be expensive.

What factors should you consider when picking a phone system for your small business?

Picking a phone system for your small business is an important task that you should think through carefully. Consider the following factors when choosing the system for you:

Scalability: Evaluate the likelihood of your business scaling up/growing exponentially as it can affect what phone system you should choose.

Added features: Think about whether you need features such as screen sharing, as only certain phone systems will be able to provide this.

Cost efficiency: Consider the most cost-effective solution for your business. One phone system might have large upfront costs but could ultimately save you money over the years.

Looking for the best phone system for your small business? Get support from Infinitel today

At Infinitel, we know what it takes to secure a phone system that meets the needs of your business. So, we’re well-equipped to take the hassle out of your hands when it comes to finding the best solution for you.

Our team of experts will spend time listening to you to understand your specific business needs and use their vast range of experience to source a phone system that helps facilitate your business success.

For more information on the best phone systems for your small business, reach out to Infinitel today.