According to Statista, social media is one of the biggest workplace distractions. Yes, it can sometimes be accessed on company computers, but most of your employees access social media on their phones. One of the ways to reduce social media use is to require your staff to switch to business devices in your office.

But they shouldn’t utilize just any gadgets. You need a reliable, cutting-edge business phone system suitable for your enterprise. We’ll help you find the right solution by listing the five factors to look for in your business phone system.

What Is a Business Phone System?

A business phone system is a network of interconnected corporate mobile phones that allow companies to group multiple devices under a single monthly or yearly plan to save money and reduce distractions. Enterprises rely on these solutions to elevate their communication needs, especially if they receive a large number of incoming phone calls on a daily basis. A system enables businesses to route internal, incoming, and outgoing calls using a single platform.

While all business phone systems consolidate your calls, they do so differently. As such, business phone systems can be divided into three major groups:

  • Landline phone systems – Also known as traditional systems, landline systems consist of phones plugged into a standard wall socket. You can buy these devices from local phone companies, and the phones use physical wire connections to process calls. The service is reliable, but the technology is outdated because it only has basic features, including voicemail, call blocking, and call holding.
  • Voice over Internet Protocol (VoIP) – This business phone system allows you to make and receive calls using the internet rather than landline connections. Internet service providers enable VoIP applications, and the technology is just as reliable as its landline counterpart. Some of the most notable features include real-time call monitoring, conference calls, and automated voicemails.
  • Virtual phone system – If you have many employees who work from different locations, a virtual phone system may make sense. It’s a solution that operates in a virtual environment (usually the cloud) that eliminates the need for phone lines or other hardware. The biggest difference between this type of system and VoIP is that virtual systems can use VoIP to deliver communication services, while VoIP can only operate as a standalone feature. Key functions of virtual configurations include analytics, reports, customizable messages, and voicemail transcriptions.

5 Factors to Look For in Your Business Phone System

Now that you understand the basics of business phone systems, let’s delve into the five most important factors you should look for in your system:

Factor No. 1 – A Healthy Mix of Features

Your business phone system needs to be functional. What sets fully functional systems apart from their less functional alternatives is their features. Make sure your configuration has at least some (if not all) of the following features:

  • Call forwarding – This is a basic feature, but it’s still a must. If someone calls an employee who’s not in the office, someone else can pick up the phone. This can make a world of difference if a potential customer is on the other side.
  • On-hold messages – The ability to record messages is essential. You can use it to let others know you’re busy and that you’ll answer their call as soon as possible. Alternatively, you can configure this feature to play music to keep the caller entertained.
  • Multiple lines – It’s hard to imagine a modern business phone system without multiple lines. They enable your team to switch between several calls and manage a large call volume more effectively. If you’re a small business, you need at least three or four lines.
  • Visual voicemail – Besides storing recording messages, today’s voicemail systems can also transcribe the messages and send them to an employee via text or email.
  • Conference calling – If you have remote employees, be sure your business phone system has conference calling. It lets you schedule meetings by phone and enables multiple team members to participate in the call.
  • Headset support – To make the most of your business phone experience, try to find a system compatible with wireless and wired headsets. It allows your staff to communicate more easily, regardless of the preferred headset.
  • Auto-attendant – Another way to save time is to have a phone system with an automatic attendant. As the name suggests, it automatically greets your callers and forwards them to the right employee.

Factor No. 2 – Reliability

Even the most advanced business phone system will be of little use if it’s not reliable. In other words, you won’t get much value from your system if it malfunctions.

To determine the reliability of a phone system, analyze it for the following features:

  • Consistently high uptime
  • Large number of servers
  • Fail-safes in case you lose a connection and need to get back to the caller quickly

Factor No. 3 – Maximum Security

The last thing you want is to lose sensitive information when on the phone. That’s why your business phone system should have robust measures to protect your data.

For instance, if you have a VoIP system, it should have network segmentation, authentication, and other measures to prevent unauthorized access. Alternatively, if you prefer a cloud-based virtual system, it should have 256-bit data encryption and first-class security at the physical locations of the servers.

Factor No. 4 – High Mobility

Chances are, you have multiple corporate devices in your company. As a result, you want your business phone system to provide a solution accessible from any device, including laptops, smartphones, and tablets. This makes your workforce more flexible, as they can make calls on the go.

Factor No. 5 – Dependable Customer Support

While you can troubleshoot a business phone system on your own, it distracts you from other duties. Someone else should take care of the problem. That someone else is your provider. They should offer customer support 24/7 and resolve complaints in a heartbeat.

Partner With a Top-Rated Phone System Provider Today

Knowing the most important qualities of a good business phone system is essential, but finding someone who can provide that system is even more important. KDI Office Technology is the perfect team for this job. Contact us today and explore the finest phone systems available for your office.