Email may be an increasingly popular way to communicate in the workplace, but they aren’t without their setbacks.
From security concerns, to how impersonal they can be, to the ability to misread or even entirely overlook an email, they are fraught with problems.
When it comes to doing business, nothing beats a voice-to-voice conversation.
Having a phone conversation allows for a more intimate conversation. It’s easier to have in-depth conversations and ensure that both parties understand any given situation. When communicating with clients or customers, phone conversations also allow for a more personal connection.
But with so many options out there, choosing the best office phones for your company can be a challenge.
That’s why we’ve compiled this guide about what to consider when choosing a phone for your office.
Decide how many phones you’ll need
Are you a small business that only needs a single phone or two in your office? Or maybe you have hundreds of employees who will each need a phone.
Whatever the case, before you can start choosing the best office phones for your company, you need to know how many you’ll need.
Keep in mind that certain types of phone systems may be limited by your office space as well.
Your office likely has a set number of landline connections, which would limit how many phones you could add if you decided to buy traditional landline phones.
At the same time, the high cost of mobile phones and the service they require might limit how many employees you could equip with one.
Consider what kinds of functions you’ll need
Different types of businesses require different functions from their phones.
For instance, if your company has a receptionist or secretary, their phones will likely need call waiting and call holding functions. That way your employee will know when other clients are waiting on the line, and be able to place clients on hold to attend to in-person clients or other duties.
If you or your other employees regularly have three-way or more calls, or conference calls, you’ll need phones that support these functions.
Voicemail is another important function that most businesses utilize.
Deciding which of these and other functions you need or want, and which you could do with out, is essential when choosing the best office phones.
Choose the right service
There are several different kinds of phone services available to businesses.
Each has its own benefits and drawbacks. It’s important to consider each option when looking for the best office phones for your business.
One option is to purchase mobile phones for all of your employees.
There are benefits to mobile phone. Your employees can take them with them while traveling for work or even home in the evenings. This allows you to stay connected around the clock and on the go.
But unfortunately, there are also many drawbacks to choosing mobile phones for the workplace.
Cell phones, especially smart phones, are expensive. You’ll have to not only buy the phones but purchase the service for them as well.
If you opt for smartphones, the costs are even higher.
Cell phones are also easy to lose and break. You’ll likely need to have insurance or help pay for repairs, or require your employees to do so in a timely manner if they do break their phone.
Unless you limit their data usage, your employees are also likely to use their work cell phone for personal reasons.
Before choosing this option, consider how often your employees would really need to communicate on the go. Otherwise, you may end up paying for a system that they use more for personal reasons than for work.
Traditional landline phones for the workplace have come a long way in the last few years.
High-tech media phones now offer a range of options for improving productivity, making these one of the best office phones available.
A digital display screen allows users to select from several functions, including calling, voicemail, calendars, a contact database, and even text-based messaging.
If you hold a lot of conference calls, you can also opt for a landline phone designed specifically for this purpose.
These come in different size options, depending on how many people usually join your conference calls. They feature large speakers on top to help make sure that everyone’s voice gets heard.
They also have advanced security features to keep nosy ears from tapping into your call, which is essential for any businesses that deal with sensitive information or client confidentiality.
For small businesses who don’t utilize a receptionist, wireless landline phones are one of the best office phones out there.
They can be set up in a centralized location, that way the closest employee can easily answer it when it rings.
This is also a great choice for businesses with employees that work as teams. When a call is answered, the employee who answered can easily walk to a different office or desk to ask a question or confer.
This avoids the need to place the caller on hold while they run out to ask a question.
VoIP has recently become one of the best office phones available on the market.
VoIP, or Voice Over Internet Protocol, is a technology that features phones that use the internet to place calls.
This revolutionary tech has been sweeping through businesses in nearly every industry. A major reason for its popularity is how much money it can save a business, when compared to traditional phones.
On average, businesses save between 50 and 75 percent when switching from landline phones to VoIP.
Choosing the best office phones for your business
Once you’ve considered your business’ wants and needs, and compared the different phone services available on the market, it’s time to choose the best office phones for your business.
If you know which one you’d like to choose and are ready to buy, or if you’re still on the fence and have questions, contact us today!
We can help ensure that you make the right choice for your business, and get you set up and ready to go!