Buying a new phone system for a company is a significant investment that you should never take lightly. Modern companies with hybrid and remote operations use new and evolving technologies to communicate as they work to keep up with their competitors. You can replace outdated phone systems with the latest options, and if you are opening a new company, you’ll want the newest and best systems available. One size does not fit all, though, and here are the things you will need to think about when purchasing a new phone system.

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1. Understanding the Basics

One of the first considerations with a new phone system is determining how many people will be using it now and how many might be in the next five years. PC Mag writes that the system should be scalable if you hope to grow the business. Your company structure should also be part of your plans. Will you have a receptionist, and does your support or sales staff have a large call volume? They may need software support and network optimizations, and this will have to be integrated with the customer relationships management (CRM) team and help desk apps.

2. Do You Have a Current Phone System?

If the answer is yes, the new one should be compatible. Old analog phone services can be converted to VoIP (voice over IP networks like the internet) cloud systems with little trouble, so you won’t have to worry about downtime issues. This process can be done while keeping some of the older phones in the system in case visitors need to use them.

3. Current Phone System Features

All company phone systems can put callers on hold, transfer calls and take voice messages, but you may want to take things a bit further (or, in some cases, much further). VoIP systems let you use softphones, and these applications run on mobile phones and desktop computers. Additional features like collaboration calls, hoteling, video conferencing and hot desking are also available, as are security capabilities like recording, encryption and auditing.

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4. Where are Your Employees Working?

If many of your employees telecommute or spend time on the road, you may want to refine your remote access infrastructure. You can integrate mobile devices into frameworks and enhance security with a virtual private network (VPN) or call encryption.

5. How Much Will the Phone System Cost?

Office Interiors explains that the two main categories of office phone systems are non-hosted (on the premises) and hosted (cloud). Cloud systems generally have lower upfront costs but cost more over time. On-premises systems cost more to set up and install initially, but over time can be less expensive. Standard desktop models can cost around $350 apiece, and you will also have to pay for accessories and phone company charges. For a customized system, you will need to contact a provider and get an estimate. Have a budget in mind before you reach out, and they can tell you what the options are.


PBX Mechanic explains that these three acronyms stand for the three main kinds of business phone systems. KSU (Key Service Unit) is the multi-line, on-site one used at smaller companies. PBX (Private Branch eXange) has on-site servers that use digital or IP phones and usually have proprietary phones that let users talk on private phone networks. Cloud-based PBX systems use VoIP (Voice over Internet Protocol), and cloud PBX providers can host the server and software offsite.

TAG Solutions can help your company unify its communications internally and externally to maintain consistent, reliable connections with employees and customers. We can help you purchase the perfect system for you, install it, train your employees and maintain your contact centers. Call today for additional information regarding our custom business phone systems.