Business phone systems can be confusing. There are so many options, acronyms and tech talk out there.

With more than 20 years in the business phone game, I have come up with a simple plan for business owners to follow when facing this challenge.

Start off with an outline of the features and capabilities you and your business require. Consult the different teams, departments and job functions and build a prioritised list of system features in categories A, B & C.

“Be the phone call.” Close your eyes and imagine you are a phone call arriving into your business. Try to define how you would like to be treated.

  • Would you like to speak to a real person or press 1 for sales etc.?
  • How long are you prepared to wait if nobody is available?
  • Would you like to listen to information about the business or would you prefer some nice music while waiting?
  • If no one is available would you like your voicemail to be emailed?

Business phone features have changed a lot over the past few years. Here are some phone solutions that can help streamline your business communication and give your callers a better experience.

  • Visual presence – All users of the system can see the availability of other users so they know who is busy, available, DND, etc.
  • Call recording – Great for call quality control for sales and support teams.
  • Remote extensions – It is easy to connect home workers, retail stores and offices as part of a single system.
  • Mobile extensions – Now you can connect iPhones, iPads and laptops as extensions of your system. Great for international travellers wanting to call over Wi-Fi and avoid expensive roaming charges.

Determining what you need will make your discussions with business phone system providers faster, more productive and ensure a better outcome for your company.