Hosted Phone System: A Beginner’s Guide to Buy

A phone system is the central component of every business. With the advancements in technology, more and more businesses are moving towards the cloud leaving behind those traditional on-premise telephone systems. Hosted Telephony or Hosted Phone Systems are breaking new ground in the business phone system landscape. As per insights, the market for cloud-based phone systems is estimated to reach $ 20.8 billion by 2023. In this post, we are going to provide you with all the information you need to buy a hosted phone system for your business.

Why are Hosted Phone Systems the ‘New Mainstream’?

Ever thought about why global business decision-makers are turning to cloud phone systems and what value they really bring to the table? Well, the reasons are many and the benefits are quite far-reaching. Let’s take a look one by one:

Cloud is ‘Economical’

Lower costs are the number one reason why cloud phone systems are preferred by businesses. The hardware installation is done off-site by your service provider which cuts down the cost of equipment, its installation, and the human resources required for the job.

Requires Lesser Effort

Improved manageability as an outside provider hosts or simply takes care of the phone system by providing physical servers and services for the proper functioning of the phone system. So as a business, you can enjoy the services without putting much effort.

Supports Remote Working

Working within the physical boundaries of the office space is no more a mandate. There has been a significant shift in the working culture all around the world. No matter the location of your employees, whether in the office or working remotely, they can still connect with a hosted phone system and do their work. All they need is an internet-enabled device and a strong internet connection.

Scalability is No More an Issue

Traditional phone lines require resources and time for additional lines. However, hosted phone systems are designed to grow or shrink your business. Whether you want to add lines during the festive season or want to remove a few lines when traffic is low, you can add or remove phone lines or extensions without exhausting time and resources.

Access to Advanced Features

Having a hosted phone system for your business also means having access to numerous innovative features. From voicemail to call recording and from business phone numbers to IVR with intelligent call routing – all these amazing features make your business more functional and professional.

Assured Safety

Even security is no concern when it comes to hosted phone systems. If you are with a good service provider, stay assured that your data is securely encrypted and kept safely in the cloud. Also, with redundant servers maintained by the provider, you get uninterrupted access to your phone system even when there is a disaster.

How to Buy the Best Hosted Phone System?

When it comes to choosing the right solution, you must take this decision very carefully. After all, there are so many options available out there. So, what are the factors you must consider to pin down an ideal hosted phone system that your sales and support team needs? Well, here’s the answer!

Evaluate the Business Phone Features you Need

Hosted phone systems are usually priced according to the features they offer. Some of the top features of a hosted phone system are:

  • Intelligent Call Routing
  • Auto Attendant or IVR
  • Call Recording
  • Call Reporting
  • Voicemail
  • Business Phone Numbers
  • Click to Call Buttons
  • Text to Speech

Depending upon your requirement, you can chalk out which features you really need.

Hash out your Business Phone System Requirements

Once you have finalized the features, it is time to take a few questions to generate a requirements document. These are some questions that we would like to suggest, you can add yours as well:

  • Do you need a mobile app version of the hosted phone system?
  • What is the size of your support and sales team?
  • How much can you afford to pay per seat?
  • Can you afford to pay for availing technical support?

By answering these questions, you will be able to eliminate service providers that do not meet your requirements.

Review Security and Data Privacy

Ensuring the safety of your business communications is of utmost importance. You can’t let those snoopy eyes enter your business phone system and cause not only monetary damage but also a reputational loss to your business. The hosted phone system service must meet the GDPR standards and data privacy compliance as per your region.

The service must use enterprise-grade security measures so that you have a fool-proof and hack-proof communication platform. Also, don’t forget to assess the physical access to the platform. Physical vulnerabilities must be managed to avoid tampering.

Pay Attention to Employee Training

Besides all the points, you must keep in mind that the phone system will be used by your employees. So make sure the solution you choose has an easy learning curve. You can check this by availing of a free demo from the service provider.

The more easily your employees would understand the new phone system, the more it will enhance their productivity and overall performance during the calls. But as they say “do not rush; good things take time”, make sure the transition is smooth. Give employees enough time and training so that they have all their doubts cleared.

Ready to Get Started with a Hosted Phone System for your Business?

Today successful businesses are those who are flexible enough to adjust and accommodate the dynamic business landscape. Always remember that your company, business, or organization does not only need a phone system that matches your current requirements but grows alongside the evolving environment too. Careful research, planning, and decision-making while searching for the most suitable hosted phone system can certainly offer both immediate and long-term benefits.

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