Businesses need a specific set of tools and gadgets to operate effectively, and one such tool is a business phone that offers various services and features. However, not all business phones and service providers are the same; they may not meet the needs of every business. For example, the requirements of a small business will differ from those of a larger corporation. This is why it’s important to consider these factors when making an informed decision.
Cost
The price of a business phone can vary among different service providers. Typically, it ranges from $20 to $30 per month or more per user. Several factors can influence the cost, such as the type of service, the number of lines and users, included features, the location of the service, and whether international calls are made. Additionally, the length of the contract and any one-time fees can also affect the overall price.
Tips to find a business phone service
Pick a particular type of phone service
The first step in selecting a business phone service is to pick a category, such as a landline, mobile phone, or Voice over Internet Protocol (VoIP) phone.
- A landline is plugged into a wall and comes with a host of features. One can put calls on hold, block calls, and send and receive voicemails for a low price. Since landlines are among the oldest forms of communication, they may be reliable and stable.
- Each employee can have a mobile phone and plan. While the cost is higher, it might offer additional features like the ability to wirelessly call other colleagues or clients and use cell data or WiFi to dial internationally.
- VoIP plans use internet signals like WiFi to transmit voice. So, one can work from a phone, computer, or tablet. Moreover, a VoIP service can automatically pull data from the call and plug it into other tools, like a customer relationship management (CRM) suite. Typically, VoIP business phone services are billed per user, allowing companies to scale in line with their workforce.
Prioritize essential features
A business phone service provider may offer a suite of features. However, an establishment may not require all the features on display; only a few might be particularly important for work. One must make a list of the features the business requires. The basics usually call for automated attendants, auto-dialing, call recording, call forwarding, conference calling, and directory assistance. Other standard features include the ability to video chat, toll-free numbers, voicemail, and automatic transcription.
Account for scalability
One must consider that many team members will require a business phone line before signing up with a provider. Moreover, intra-office communications can go through other channels, like email or video calls. However, employees in client-facing roles may benefit from the professional image that a business phone provides. Some providers may charge extra for additional lines or place limits on the number of lines available at a certain price. Evaluating the company’s growth potential and deciding if investing in a plan that can accommodate future expansion is a wise choice. Reputable business phone service providers often make it easy to add new users as the business grows.
Look for available integration
A business call is usually part of a bigger sales operation with complex information needs. So, the more the phone line is tightly knit with the customer relationship management (CRM) system, the better it is to meet those needs. The availability to integrate a CRM lets users automatically add leads, contacts, prospect clients, and accounts from the CRM to the outbound dialing list. Similarly, when the business receives a call, one can quickly pull up relevant CRM data to better understand and address the client’s needs.
Check for compliance
Businesses must adhere to various compliance guidelines when using phone services. For example, protected health information (PHI) can arise during client conversations, even if it is not directly requested. While calls are not subject to HIPAA’s confidentiality rules, they are only one aspect of a broader context. In summary, call recordings, voicemails, and other related transcripts can contain sensitive information. This is why it is essential for businesses to choose a VoIP provider that encrypts both company and client data during transmission and storage.
Top picks
Nextiva
The business phone service offers all types of phone-related services and solutions. For instance, one can even get traditional options like online faxing and VoIP from the provider. The benefits of signing up with the business phone service provider include unlimited 24/7 live support, flexible pricing, and a vast feature set.
RingCentral
A business could find the most basic tier of call management and phone system administration at RingCentral. The provider also offers features like Unified Communications as a Service (UCaaS) and Contact Center as a Service (CCaaS), which work for small and large businesses. The provider is ideal for businesses looking for cloud-powered services.
Aircall
The provider offers various services, including calls, messaging, and video solutions via compatible mediums like smartphones or desktops. The software is also easy to set up and has many integrations, such as those for productivity and helpdesk. Moreover, its ability to unify CRM and communications enables better support for sales and support teams.