What you need to consider when choosing a new Business Telephone System?

There are many things to consider when choosing a new telephone system and you want to get it right. We would recommend meeting with an expert at some stage to discuss your requirements but here’s a few things to get the ball rolling:

Future Proof your Telephone System

This is number one on the list and what we mean is, you want your system to grow with you. There’s no point in buying a system that’s not flexible enough to easily add lines and handsets as and when required. You’ll need it to adapt to your growth and future technologies.

Sit down with your team and map out what your ideal telephone system looks like. Don’t worry about restraints, simply design the best system to help you grow your business.

Your business objectives

When you’re mapping out what you need, consider very closely what your business objectives are. This may sound obvious but when we do site surveys we always find more requirements and functions that will help businesses build their ideal system to achieve their objectives.

Make a list of every department that uses the telephone system and the required functionality to ensure they are working at maximum productivity.

For instance, your sales team will function better if you use call tracking and call recording properly. Simple functionality to help monitor number of calls for KPI’s and record calls for training purposes. So, it needs to be on your list of needs.

Other key departments to consider are; customer service, account managers, technical, accounts, warehouse and distribution.

Who’s responsible for it?

Someone needs to look after the system internally. Do you have an IT department who can manage and maintain the system if necessary? A few things to think about because it may have a bearing on whether you choose a cloud option that means your system is hosted externally and you won’t need any inhouse support.

You might even have a couple of your team who take control of the system. But whoever is in charge, they need to be proactive and ensure your system is working and producing the correct information to track productivity.

Your telephone system can provide you with lots of management information to help you run your business. It’ll track many of your vital signs to help you hit targets – so make sure you use it.

Can I utilise any of my old system?

You may be able to use some of your old system with a new system. You can integrate some landlines with VOIP for instance and save money on handsets!

So, yes there will be a way to use some of your existing kit but, don’t let it be a deal breaker if you can’t, if you’re serious about investing in a system to grow and future proof your business.

A good telecoms company will do a complete site survey for free and recommend the best system anyway from your brief. At the survey they will look at what you’ve got now and recommend

How do I choose the right handset?

Ok, it’s really all about the features that you need to run your business in the most effective manner. Most VoIP handsets now have an abundance of great features to help you communicate and monitor calls whether your staff are in the office, on-site or sat working in MacDonalds.

Don’t think about what’s on offer, start with what you need. Make a big list of the features you want and then work backwards.

The right partner will be able to go through your list of requirements and advise on helpful additions and dig a bit deeper to guarantee you choose the right handsets and system.

Think about remote workers

20% of the UK workforce will be working remotely by 2020!

Do you have remote workers or planning to, over the next five years? It’s the way the world is moving so it must be a consideration.

Flexible working and remote staff require a telecoms solution to suit their mobile needs, so you’ll need to take this into account. They need to communicate through different devices with different technology to do their job.

Find the right partner

You need to choose a telecoms company with experience of the market who can really help you make the right decisions. They need to be experts in VOIP and Cloud technology and understand how to future proof your investment, so you get a robust return on your investment.

Ask them about their technical knowledge, maintenance agreements and customer service standards.

Maybe call a few of their customers (there should be a list on their website if they’re any good!)


So, the best advice we can give you is to map out your ideal system and don’t miss anything out. Get a telecoms expert to come and do a full site survey and discuss your plan. Take your time to choose the right system and think about it as an investment.

Your telephone system is one of your greatest assets so take the time to understand how it will help you grow your business and choose the right system.

If you need any help, please call us on 0333 320 9920.

Our Business Telephone Systems Range…

We offer supply and installation of telephone systems, individual handsets or spares, plus comprehensive systems maintenance options for all phone system manufacturers.