How do you choose the best phone system for your business?

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Businesses and businesses have a wide variety of options when it comes to choosing a phone system. Therefore, you might be wondering: how do you list the hundreds of options available? What characteristics should you consider when choosing the best phone system for your business? The process in these cases can take too long.

How do you choose the best phone system for your business?

A large portion of businesses use a telephony solution without knowing if it is really the right one for them. Currently, thanks to the advancement of the digital age, the options we can choose from are varied, it is not necessary to have a physical device to receive our calls.

Then we will show you all the options you can choose from and we will give you a series of tips that will allow you to choose the solution that best suits your needs.

Fixed and physical standard services

While it is still common to find many companies that use landline and analog phones, it should be noted that this is not the most cost-effective option. Businesses have been using these phone systems for decades, but changes in new technology have made them obsolete compared to the other options we will see below.

Consumers just need to plug their phones into an outlet and start making calls, but for businesses they have more difficult demands. They generally need physical tables which take up a lot of space and do not always ensure continuity of service. In addition, at a time when teleworking is so present, these systems are not very useful, since we can only receive our calls from the place where the device is located, without the possibility of transfer.

Therefore, despite their various advantages, they cannot adapt to the modern, digital world because they are not flexible and do not work well with other business systems. For this reason, they are very inconvenient for any business, especially those that are large and have many employees. In addition, its installation and implementation are usually expensive, due to the amount of special equipment that must be purchased.

VoIP telephony services

As we said before, traditional telephone systems have given way to other modern systems, called VoIP telephony or digital telephony. It is the preferred solution for businesses today. In these cases, the voice passes through the Internet and within it we can find two types: traditional IP telephony solutions and solutions that work through WebRTC.

Traditional IP telephony

Although it is generally a little cheaper than traditional IP telephony, in these cases you have to buy a device and maintain it yourself. They generally operate through installations similar to the physical standard but which take up less space. This assumes, as in the previous type, a considerable lack of flexibility, because in a telecommuting environment we will have to perform this installation again, because we will not be able to easily move the material.

In other cases, it is also necessary to download a series of additional software, called softphones, on the device on which we want to receive and send our calls.


With the WebRTC (Web Real-Time Communication) protocol, everything happens in the cloud and nothing on the devices, so the system is always up to date. This solution brings considerable savings, because we only need a device connected to the Internet, whether it is a computer, a mobile or a tablet. Therefore, unlike the previous one, it does not require any type of installation, wiring or maintenance.

It is a simple and flexible solution, as it allows us to send and receive calls from anywhere in the world. If you are looking for a modern and efficient solution for your business telephone service, this is the best option.

Finally, these systems have many advanced integrated features, in addition to allowing communication through new channels such as video or instant messaging, which allows to effectively manage internal and external communication of the company.

What you need to consider when choosing the best phone system for your business

As you may have seen, there are a variety of phone system options available for your business. Each of them has its advantages and advantages. You just need to take into account the characteristics of your business to choose the one that best suits your needs. Therefore, below we show you a few, with special focus on virtual telephony solutions:

  • The size of your business: The number of workers you have is very important, because within virtual telephone systems we can find solutions suitable for freelancers, SMEs and large companies. In the first case, the ideal is to find a virtual switchboard, and in the rest a call center software.
  • The number of calls you receive: Depending on whether you make or receive a lot of calls, the ideal will be to find a switchboard or call center software that integrates features adapted to your telephone activity. For example, if our company needs to make a large number of calls because it is carrying out a telemarketing campaign, the ideal is to find the solution that allows the integration with these specialized software.
  • The image you want to project: the image customers have of our business can be influenced by the number we use in our phone system. So that we can enhance and project an image from a national company via a 900 number or from an international company via an international virtual number, because our customers will not know where we are but they will have the feeling to contact a big and important company, which will give them confidence.

    For example, imagine a company based in Madrid, but the distribution of its products takes place in other cities in Europe or even in Latin America. Thus, it can be useful to have a virtual number for each country in order to facilitate communication with local consumers. All calls would be received by the switchboard located in Madrid, but assistance with local numbers would be provided to other parts of the world and they could, for example, be answered in their own language. This allows, in addition to giving an international and professional image, a personalized service.

  • If you want to include instant messaging: We live in an age where communication through these applications has become essential, so if you want to provide customer service through them, the ideal is to find the solution that allows them to be integrated. Not all of them allow it, so it is important to find the one with which we can manage our conversations from the same platform to avoid continually changing screens and save time.

Choosing the best phone system for your business is no easy task and it is true that while we are clear about what we are looking for, we must spend time comparing different companies’ offerings. If you want to find a virtual phone system that suits your needs but don’t know where to start, we invite you to click on this link.

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