How to Choose a Small Business Phone System

small business phone system
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Did you know that there are around 33 million small businesses in the US? Businesses drive the economy, creating jobs and services. Without them, the economic outlook would be dire indeed.

Running a small business is hard enough. Why adding unnecessary headaches to your setup gives you one more thing to worry about than keeping it running. Therefore, a great phone system you can rely on is a must.

Not sure how to choose a small business phone system? Keep on reading our guide on how to choose the business phone for your company.

Size of Your Business

The size of your business is an important factor to consider when choosing a business phone system. This is because the size of your business will determine the type and complexity of the phone system that will be the best fit for your business.

If you have a small business with a few employees, you may only need a basic phone system with a few phone lines and essential features. But, the same system is not applicable to a larger business. A larger business may need a more complex phone system with advanced features.


It is important to think about the benefits that come with a business phone system. Your business will work better and be more productive based on the features you choose. Depending on the kind of business you have, you might need different benefits. You may need to improve how you talk to each other and work together or how you treat your customers.

For example, if your business has a big sales team that makes a lot of outbound calls, call recording, automatic dialing, and call reporting may be necessary to track sales performance and make sure customers get good service. If your business has a remote team, tools like voicemail-to-email and mobile apps can help employees stay in touch with customers and team members while they’re on the go.


Considering the cost is an important factor when choosing a business phone system. You don’t want to go over budget for this part of your business alone. You need to ensure that the phone system you choose fits within your budget and provides a good return on investment.

While it may be tempting to choose a phone system with all the latest features, it is important to balance the cost with the features that you actually need. You should consider the upfront costs of purchasing and installing the phone system. Also, keep ongoing expenses in mind. This can include maintenance, upgrades, and long-distance charges.

Type of Phone System

Considering the type of phone system is important. It will determine the technology and infrastructure that your phone system uses to connect calls. You can choose between different types of phone systems. They all offer different benefits and drawbacks, so it’s important to choose the type that best suits the needs of your business.

VoIP services or Voice over Internet Protocol use the Internet to send calls, allowing for more flexibility and lower costs. They can also offer a range of features and integrations with other business software. But, they can be more complex to set up and need a stable internet connection. You can also check out cloud-based systems for another type of internet-based phone system.

Traditional landlines use copper wires to connect calls through a public switched telephone network (PSTN). They are reliable and familiar but also expensive and inflexible.

Ease of Use

Considering the ease of use is important when choosing a business phone system. This is because it can impact the productivity and effectiveness of your employees. A phone system that is easy to use and navigate can help employees handle calls better. This leads to improved customer satisfaction and a more streamlined workflow.

An intuitive user interface, simple call-handling features, and straightforward configuration. These can help ensure that employees can learn and use the phone system without extensive training or technical expertise. Additionally, a phone system with built-in support and troubleshooting resources can help address any issues that may arise faster.

Customer Support

Considering customer support is important when choosing a business phone system. This is because it can impact the uptime and reliability of your phone system, as well as your ability to troubleshoot issues faster. A phone system with good customer support can provide peace of mind and help ensure that your business communication needs are met.

A phone system may encounter technical issues or downtime, which can impact business operations. Choosing a phone system provider with responsive and knowledgeable technical support can help ensure that any issues are addressed. This will minimize disruptions to your business.

Employees may need training on how to use the phone system, particularly if it has advanced features or functionality. Choosing a provider that offers training and educational resources can help ensure that employees are able to use the phone system.


Considering scalability is important when choosing a business phone system. This is because it can impact your ability to accommodate growth and changing business needs over time. A phone system that is not scalable can become a bottleneck to your business growth. This can lead to inefficiencies, increased costs, and poor customer experience.

As your business grows, you may need to add extra phone lines, extensions, or features to your phone system. A scalable phone system can accommodate these changes without requiring a complete overhaul of the system.

A scalable phone system can offer more flexibility in how your employees communicate with customers and team members. For example, a cloud-based phone system can provide more mobility and remote working options than a traditional landline system.

The Right Small Business Phone System Will Do Wonders

Choosing a small business phone system can be daunting, but the right system will do wonders for your business. Investing in the right phone system will make your business more efficient and you more successful. So now that you know how to choose a small business phone system, why not make the investment today?

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Alfred Williams, a distinguished business writer, navigates the corporate landscape with finesse. His articles offer invaluable insights into the dynamic world of business. Alfred's expertise shines, providing readers with a trustworthy guide through the complexities of modern commerce.