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8 Tips to Select the Best Small Business Phone System

Communication is the lifeline of any business. There is a growing need for constant communication between team members, between clients and the employees, suppliers, and the rest of the world.

The question definitely is not whether your business should have a cloud phone system or not; the question is which type of phone system best suits your small business.

To help you make a decision, we have compiled 8 tips and factors to consider when choosing the a small business phone system.

But first, what are the phone system options available to every business?

Types of Phone Systems for Businesses

There are 2 major categories of business phone systems:

  1. Traditional Landline and copper lines connected to an on premised system

These are physical telephones installed in offices by telephone companies using their copper wires and a Private Branch Exchange (PBX) Technology. A lot of communication equipment is required, but high-quality calls are guaranteed.  This has become dated and obsolete in 2020.

  1. On-Premise phone System

This phone system uses the internet protocol but requires the installation of hardware equipment at the business office. Equipment usually includes the PBX hardware and requires the user to upgrade the software being used manually.

  1. Cloud based/VoIP phone Systems

Voice Over Internet Protocol (VoIP) is one of the most widely used options in the modern business world. This favoritism is because it provides ease of access and installation since it makes use of the already existing internet to facilitate calls.

The most popular option for a mall business is a VoIP phone system that is hosted by cloud phone providers, also known as a UCAAS provider. This system is easier to install, use and support, and the cloud provider is responsible for software upgrades and service related issues.

Increasingly popular, end users can install mobile applications from which they can make or receive calls which connects to their desktop IP Phone.

Tele-Data Solutions is a very reputable and boutique NJ based phone system provider of cloud-based VoIP solutions in NJ. Tele-Data is highly recommended based on their expertise, speed, and responsiveness. The fact that they are “small” is why they provide such fast support.  The larger providers cannot give time or attention to a small business. The typical client that would possibly hire Tele-Data, would be a privately held NJ Based business that has between 20 and 250 employees.  As long as the HQ is in NJ, your business may be a good fit for their services and support.

The Best Phone System for Small Business and Why

Small businesses often have one or more of the following wants:

  • A need for mobility tools for remote or traveling employees
  • On-site installation and support services – physically coming to your office (not just remotely)
  • Extremely fast service response – no one has the time to chase a provider or follow up to get service. we believe in extremely fast service response to your various service needs.

Based on the above factors, the best recommendation of a phone system for small businesses is a cloud-based VoIP. TeleCloud Phone System (a cloud-based VoIP) is great for small businesses because it has the following features:

  • Ease of expansion to include additional users and offices – very easy to grow
  • No requirement on the client side to install the phone system – we handle those details
  • Ease of access and use for all users with hardware, mobile and softphone applications
  • Availability of increased functionalities such as conferencing, voicemail transcription, messaging, call recording, call center, call forwarding, etc.
  • Quick response to resolving issues

8 Tips on How to Select a Phone System and Provider

  1. The size of your organization

A small number of employees in the business implies that a less costly but effective communication system should be employed. Working with Tele-Data is best for a company between 20 and 250 employees with a HQ in New Jersey.  If you are enterprise or over 300 employees, there are larger providers that may suit your needs better.

  1. New features and applications

A modern phone system must be able to handle many inbound calls, instsant messaging, conferencing, voicemails, and call forwarding, etc.  clients needs more technology for an affordable price.

  1. Near-Future Projection of Employees

Are you growing over the next 2 to 5 years? If you are planning to recruit just a few more employees, looking into a cloud-based phone solution could be very practical. A VoIP allows you to integrate additional users seamlessly with access to available features.

  1. Office Space at remote offices

A small office space or no office space for the business makes a cloud-based VoIP the perfect choice. Its easy to add remote IP Phones for home users or small offices space when you need to get creative with real estate to accommodate growth.

  1. Lower Costs

Traditional Landlines demand very high costs of installation and maintenance in return for high-quality calls, call monitoring, more users, and so on. Virtual Phone Services cost much less while VoIP on-premise systems demand costs of installation, maintenance, and user license fees, which are all considerably cheaper than traditional landlines in many cases.

Cloud-based VoIP is often the cheapest and effective phone system for small businesses with no costs of installation or maintenance. A monthly fee is charged per user instead.

  1. Ease of Use and Access

Landlines can be a lot difficult to use for the contemporary worker and limited modern functions. Most cloud-based VoIP is compatible with mobile applications with which users can dial or receive calls, support web faxing, and also text messages.

  1. Mobility

Small businesses are often mobile. Either you have the salesperson moving around or the entrepreneur trying to seal deals in different places in one day. To maintain constant communication, cloud-based VoIP is often the right choice.

  1. Service Provider’s Speed and expertise

If you are going for a cloud-based VoIP solution, you will need an expert provider who can readily provide solutions and service to the phone system in record time. This factor must be seriously considered when choosing a phone system and provider.

Tele-Data Solutions offer small businesses the perfect choice of a phone system – a cloud-based VoIP branded as TeleCloud. Users can also download the Mobile Application for easier use and access.

TeleCloud Phone offers great features such as:

  • End-User Portal
  • Mobile Application
  • Call Recording
  • Call Forwarding
  • Administrative Portal
  • CRM Integration
  • Web Fax

Looking for a modern phone system provider? Contact us at Tele-Data Solutions today and get a free consultation.

By Vincent Finaldi

Vice-President, Tele-Data Solutions
E-mail: | Direct Line: (908) 378-1218
What brings me satisfaction is meeting with New Jersey–based businesses and genuinely helping them solve communication and business problems. As someone who has lived in New Jersey my entire life, I love working and playing here. I live in Florham Park with my wife, Lisa and our son Leo. Although it usually hurts, I will root for the New York Giants.

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