October 31, 2022
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Your Guideline to Choosing the Best Phone System in 2022

Every business needs good business communications by being accessible to clients, suppliers, and employees.

Business owners need important pieces of equipment or software for their growth. One of which is your Business Phone System. As with time business solutions are evolving, and Business phone systems are no exception.  You’re probably going to be using it every day, and if you choose the right one, it can give you a big competitive advantage.

A Phone System typically includes unlimited calling, automated menus, ring groups to call multiple employees simultaneously, voice mail to email functionality, and call recording.


Types of Phone Systems

There are two types of business phone systems.

  • Voice Over Internet Protocol (VOIP)
  • Private branch exchange (PBX)

What is a PBX Phone system?

A PBX is a private telephone network that allows you to switch lines between users on local lines. It is not connected to a data network. It costs more as you need to buy more hardware up front, and you’d need to pay an IT person to come and help you with changes like adding users or updating voicemail settings.


What is a VOIP Phone System?

A VOIP phone system is a technology that makes phone calls through an internet connection instead of a regular landline or mobile network. VOIP allows sharing a phone number across multiple devices. In commercial settings, VoIP, or cloud-based phone systems, have essentially supplanted conventional landlines. With the aid of important software connections, today's modern phone service providers offer unified communications across phone, video, chat, text, and fax to maximize every conversation that takes place for businesses.

Many service providers only use the cloud and don't need any hardware to make calls. Calls can still be made using an IP desk phone that has a traditional appearance, but most users prefer to use a headset and a desktop application or just their mobile device. The top business phone systems available today are equipped with a variety of call management capabilities, including virtual receptionists, sophisticated call routing, customized business hours, and many other practical features.


Top 4 Best Business Phone Systems

Many great phone systems service providers in the market offer great service to all their clients. We have ranked the best 4 for you keeping in mind their pricing and the services they provide.


Teams Phone System

Microsoft Teams Phone System is a cloud-based, PBX replacement solution with extensive connectivity options. It's easily scalable and requires a minimal upfront investment. If your employees are already using the MS-Teams application, integration with the Teams Phone System makes it a true Unified Communication Solution. Let's take a look at the features Teams Phone System has to offer.


Features:

  • Contact Center Integration with Teams
  • Cloud Compliance Recording
  • Compatibility with Existing Hardware
  • Call Queues


Pricing:

Microsoft 365 Business Basic costs $5.00 per user per month, and full access to Teams Phone would be $20 per user per month


Nextiva

Nextiva’s cloud-based business phone system is an ideal tool for businesses because of its robust privacy and security settings as well as its built-in CRM software.

Nextiva’s basic plan includes unlimited calling within the U.S. and Canada, unlimited video calling, unlimited internet fax, and a free business and toll-free phone number. Teams will also benefit from Nextiva’s team messaging, collaboration, video features, and desktop and mobile apps.

You will need to upgrade to Nextiva’s Professional plan if you want conference calls and video conferencing, which can get expensive for small teams. However, you can save quite a bit per user if you have a larger team and choose to pay annually or commit to a three-year plan.


Features:

  • HD VoIP
  • Unlimited calls (in the US)
  • Team chat
  • Voicemail
  • Auto attendant


Pricing:

The pricing starts from $19, for a basic plan, to $33 per month for the enterprise plan, with a trial period of 7 days.


Dialpad

Dialpad is a modern business phone system that uses voice intelligence better than any other service provider to transcribe and analyze conversations. The hosted VoIP unified communications platform supports calls, texts, and voicemail with a built-in AI that acts as a dedicated receptionist to take detailed notes and send post-call summaries.

Voice intelligence is featured in all three of Dialpad’s business phone plans, some additional features that all of Dialpad’s business phone plans offer include AI-powered transcription for calls and voicemail, Google Workspace and Microsoft 365 integrations, unlimited video meetings, web and chat support, and unlimited calling, SMS, and MMS.


Features:

  • Easy administration and scalability
  • SMS and instant messaging
  • HD conference calls with video
  • High call quality


Pricing:

The Standard plan starts at $15 per month and the pro plan starts at $25 per month.


Ring Central

Ring Central is a Unified Communications as a Service (UCaaS) solution that offers a wide range of tools. RingCentral is an especially useful tool for hybrid teams and remote employees, with features that can turn any space into a virtual conference room for impromptu huddle-ups or regular meetings. Unlimited audio conferencing can support up to 1,000 attendees per call; the limit is 200 participants for video conferences.


Features:

  • Desktop and mobile apps
  • Local, freephone, and vanity numbers
  • Visual voicemail
  • Business SMS and MMS
  • Integrations
  • Internet fax


Pricing:

Ring central starts at $20 per month.


Comparing our Best Picks

Phone System

Best Feature

Price

Trial Period

PBX or VoIP

Customer Support

Teams Phone System

Call Queues

$5 to $20

1 Month

VoIP

24/7

Nextiva

Multisite retail and healthcare

$19 to $33

7 Days

VoIP

24/7

Dialpad

Voice Intelligence

$15 to $25

14 Days

VoIP

24/7

Ring Central

Good for Hybrid Teams and Remote employs

$20 to $50

7 Days

VoIP

24/7

Features to Look for When Choosing a Phone System 

Picking a phone System is a complex job, you must look for the ideal system which suits your business structure and has the best network and maintenance while keeping in mind your budget.

  • Call Forwarding to your mobile Phone: This is an important feature to consider as a person cannot be available at his/her desk, so this feature allows you to get a phone call on your mobile phone which is very important for a client-based business. You can also redirect your calls to someone else in the office if you are on leave. This feature allows you not to miss any calls.
  • Caller ID: One of the basic features to look for while choosing a phone system is Caller ID. It helps you look professional by displaying your business name when you call someone, or someone calls you. It shows your authenticity and develops trust between your clients and you.
  • Portability: The ability to keep the same numbers as before is known as portability. You may need to keep the same numbers as before for your older clients and tell all your suppliers and customers your new phone numbers unless you are starting from scratch.
  • In Call Security and encryption: Security is an important aspect of phone systems. You cannot risk all that is discussed in meetings. Phone systems provide security in some plans. If you have sensitive information, you may check the plans.
  • SMS and Texting: If you are a well-developed business and you want to look professional, you need to target your audience according to their age. Mostly young people don’t like to answer calls so to market them, you need SMS service, which will help you reach the younger generation and have a greater effect.

At Communication Square, our certified Microsoft 365 experts can help your business with a smooth transition to Microsoft 365 Business Voice in Teams and provide ongoing support. Get started today to switch to the ultimate phone system for seamless communication!

Last Updated 1 month ago

About the Author

Communication Square drives your firm to digital horizons. With a digital footprint across the globe, we are trusted to provide cloud users with ready solutions to help manage, migrate, and protect their data.

Communication Square

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