10 Best Office Phone Systems for Small Business

When operating a small business, it is important to make intelligent decisions about all the tools you use. A choice of the appropriate phone system is one of the most significant decisions. The Best Office Phone Systems for Small Business will enable you to communicate with customers more, save money, and get the team to work more efficiently.

A good phone system in the modern world is not only about making calls. It brings your team together, allows you to serve customers, and expands along with your business. Whether you have 5 staff or 50, the phone system that suits your business works wonders in the way your business operates.

This manual will assist you in knowing all about the Best Office Phone Systems for Small Business. We will examine the best of them, their main characteristics, and the way to choose the most appropriate one. At the end, you will be able to understand exactly what to look for and which system will be the best option in your business.

Why Look for the Best Phone Systems for Small Business?

The following are the principal reasons why Phone Systems for Small Business should have good phone systems:

• Professional Image: The right phone system helps to make your business appear larger and more business-like than when you are using personal cell phones.
• Better Customer Service: Functionalities such as call routing and voicemail make the customers confident that they will get someone to assist them.
• Cost Savings: New phone systems tend to be cheaper than the old phone lines, particularly in long-distance calls.
• Team Connection: The transfer of calls, conference meetings, and connecting anywhere are easily done by employees.
• Business Growth: Good phone systems are able to expand with your business and add new features and users as required.

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Key Features to Look for in the Best Office Phone Systems for Small Business

The following are some of the features that, when searching for the Best Office Phone Systems for Small Business, you should consider:

• Easy Setup: The system must be easy to install and operate without the services of a tech expert.
• Multiple Extensions: You should have sufficient phone extensions for all employees and space to expand.
• Mobile Apps: The phone system should be available to the workers when they are not at the office through their smartphones.
• Call Management: Such features as call forwarding, voicemail, and auto-attendant are useful to manage calls.
• Good Sound Quality: Professional communication with customers and partners is crucial and requires clear calls.

Top 10 Best Office Phone Systems for Small Business

1. RingCentral

RingCentral happens to be among the most popular Phone Systems for Small Business cloud-based phone systems. It provides all it has to offer in a single package: phone calls, video meetings, and team messaging. The system operates via the internet, thus you do not require any special phone equipment. It can be used in computers and smartphones as well as ordinary desk phones. RingCentral is reputed to be robust and user-friendly. It is applicable in companies that have their workers at different places since all can be in touch via the app. It is an old company with millions of users all over the world.

Key Features

• Cloud system is location-agnostic.
• Video meetings were free of charge.
• Mobile and desktop apps

Pros

• Very easy to use
• Very good customer service.
• Works on any device

Cons

• It can be expensive sometimes
• Has to have good internet connectivity.
• Few customization possibilities are offered.

Best For: Growing businesses

Pricing: Plans start at $20 per user per month

Website: https://ringcentral.com 

2. Nextiva

Nextiva aims to streamline the process of communication with customers. They have a sophisticated Phone Systems for Small Business, such as call analytics and customer relationship management tools. Their emphasis is what makes Nextiva unique in the sense that it aims to assist businesses in offering superior customer service. The system is able to automatically forward the calls to the appropriate individual depending on the needs of the caller. Nextiva also provides in-depth reports that display the way your phone system is used. This assists the business owners in making wise decisions regarding the staffing and customer service. The firm has been known to have one of the best customer care services in the market.

Key Features

• State-of-the-art call routing system.
• Intrinsic analytics and reports.
• Customer service concentration instruments.

Pros

• Excellent customer service department.
• Great call quality always
• The useful business analytics were included.

Cons

• Expensive compared to competitors.
• Setup takes longer time
• Complex for basic users

Best For: Service-focused businesses

Pricing: Plans start at $24 per user per month

Website: https://nextiva.com 

3. Grasshopper

Grasshopper is ideal for very small businesses and entrepreneurs who desire a professional phone system without complications. Grasshopper does not need to replace your existing phones, but enhance your current mobile phones with business functionality. You will be able to obtain a company phone number that you will call from your personal phone. The system comes with voicemail, call forwarding, and the ability to sound like a larger corporation. The grasshopper comprises one of the easiest phone systems to install – it can take a few minutes. It suits individual entrepreneurs or freelancers and small groups of people wishing to make it simple but still appear professional.

Key Features

• Works with existing phones
• Business number on mobile
• Very simple setup process

Pros

• Super easy to use
• Very low pricing opportunities.
• Quick setup in minutes

Cons

• Not a lot of advanced features.
• No video calling option
• Basic reporting tools only

Best For: Entrepreneurs

Pricing: Plans start at $14 per user per month

Website: https://grasshopper.com 

4. 8×8

8×8 provides a complete unified communications for Phone Systems for Small Business solution that includes phone, video, chat, and contact center features. The system is also compatible with businesses with a high number of customer calls to make, and 8×8 provides excellent international calling features, which makes it perfect in this case. Advanced features, such as call recording, comprehensive analytics, and integration with major business software, have become a part of 8×8, which deals with businesses of any size and has been in the business of communications for more than 25 years. Their system is reputed to be reliable and professional-grade.

Key Features

• All-inclusive communication platform solution.
• Good international call capabilities.
• Intelligent analytics and reporting.

Pros

• Flexible uptime and reliable service.
• Low international calling charges.
• Full range of features provided.

Cons

• Can be complex initially
• An increased learning curve was needed.
• Some features cost extra

Best For: International businesses

Pricing: Plans start at $15 per user per month

Website: https://8×8.com 

5. Ooma Office

Ooma Office is intended to be used by small businesses that desire to have enterprise-level features at low prices. The system provides a cloud-based and hybrid system, which provides businesses with flexibility in the way they configure their phone system. In Ooma, there are such features as a virtual receptionist, conference calling, and mobile applications. It has one distinct advantage: free calling within the United States and Canada with Ooma. The system can be installed with ease and managed easily, with most businesses being in operation within an hour. Ooma is also very compatible with other well-known business applications in the market, such as Google Workspace and Microsoft Office.

Key Features

• Low-cost features at the enterprise.
• Free US and Canada calling
• Easy installation and setup

Pros

• Extremely low pricing system.
• Free domestic calling was also included.
• Simple setup and management

Cons

• Poor International calling facility.
• Fewer integrations as compared to competitors.
• Basic mobile app features

Best For: Budget-conscious businesses

Pricing: Plans start at $20 per user per month

Website: https://ooma.com 

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6. Vonage Business

Vonage Business offers flexible virtual phone systems for offices that can adapt to different business needs. The system is powered with such sophisticated functions as call analytics, team messaging, and video conferencing. Vonage is reputed to be of good call quality and reliable service. The platform is suitable for those businesses that have their employees working at home or are situated in another location. Vonage has a variety of plan packages, including no-frills phone service to all-inclusive communications. The system will also be integrated with other common business apps and will give comprehensive reporting of patterns and utilization of calls. Vonage is a company that has been pioneering internet-based phone systems for a long time.

Key Features

• An adaptable system goes with the change.
• Intelligent call analytics provided.
• Various plan options are in place.

Pros

• Reliable service and uptime
• Constant good call quality.
• Options for flexible pricing plans.

Cons

• Setup can be complicated
• There is a different quality of customer service.
• There are features that need to be upgraded.

Best For: Remote teams

Pricing: Plans start at $20 per user per month

Website: https://vonage.com 

7. Dialpad

Dialpad is an artificial intelligence phone business application that enables making smarter and more efficient phone calls. The system will be capable of automatically transcribing voicemails, delivering call insights, and can even offer responses during calls. This renders it one of the newest phone systems in the market. Dialpad is excellent for businesses that prefer to use technology to enhance their communication. The system is a product of a voice, video, and messaging platform. AI capabilities in Dialpad allow companies to know their customers and enhance their services. It is a cloud-based system and can be used on all devices, which makes it ideal for contemporary business flexibility.

Key Features

• Artificial intelligence capabilities.
• Voicemail transcription service (automatic)
• Intelligent call information is available.

Pros

• State-of-the-art AI technology characteristics.
• Great user interface design
• Superior mobile application.

Cons

• Higher price for features
• AI features need training
• Simple mobile phone solutions.

Best For: Tech-savvy businesses

Pricing: Plans start at $15 per user per month

Website: https://dialpad.com 

8. Zoom Phone

Zoom Phone is a product of the maker of the million-dollar Zoom video meeting software. In case your business is already utilizing Zoom to hold meetings, Zoom Phone is compatible with your existing system. The system has a great quality of calls and features such as voicemail transcription, recording of calls, and advanced call routing. Zoom Phone is suitable for businesses that make numerous video calls and require their phone system to integrate with their video call. It is a cloud-based system that is simple to operate using the same interface as Zoom meetings. This will be quite convenient for those businesses that are already conversant with Zoom.

Key Features

• Comes well integrated with Zoom.
• Superior call quality ensured.
• Same interface as meetings

Pros

• Easy for Zoom users
• High quality of video calls.
• Easy design of the management interface.

Cons

• Best with a Zoom subscription
• Limited with no video capabilities.
• Newer phone system option

Best For: Zoom users

Pricing: Plans start at $10 per user per month

Website: https://zoom.us 

9. GoTo Connect

GoTo Connect (formerly Jive) offers a comprehensive business telephony solutions package that includes phone, meeting, and messaging features. Its system will be user-friendly and will include professional capabilities that are required by a small business. GoTo Connect has such features as an auto attendant, a queue of calls, and call reporting. The system is suitable for businesses that require good phone services and have the flexibility to expand. GoTo Connect has adequate integration with business applications, and it has mobile applications that can be used similarly to the desk phones. The company is experienced in business communications and is interested in ensuring ease of use of technology.

Key Features

• All-inclusive business solution package.
• No-frills interface and features.
• Good integration with apps

Pros

• Design of a user-friendly interface.
• Qualified service and support.
• Good value for features

Cons

• Low levels of customization.
• Less sophisticated features were included.
• Simple reporting software is offered.

Best For: Simple businesses

Pricing: Plans start at $27 per user per month

Website: https://goto.com 

10. Microsoft Teams Phone

Microsoft Teams Phone would suit a business that has adopted Microsoft Office applications. The phone system will be integrated with Teams, Outlook, and other tools that your business may already use and that are provided by Microsoft. This will make the process smooth as the employees can make calls, send messages, and even hold video meetings using the same application. Teams Phone has such advanced features as call queues, auto-attendants, and call analytics. The system is especially effective with businesses that have employees in various places, since all these are incorporated into the Microsoft ecosystem that most businesses are familiar with and use.

Key Features

• Combinable with Microsoft office.
• Works inside the Teams app
• Microsoft ecosystem integration.

Pros

• Perfect for Office users
• Combined with the current tools.
• Recognizable interface with the employee.

Cons

• Microsoft has a subscription plan.
• Complicated price arrangement information.
• Office Suite Limited.

Best For: Microsoft users

Pricing: Plans start at $8 per user per month (requires Microsoft 365)

Website: https://www.microsoft.com/en-in/microsoft-teams/microsoft-teams-phone 

Common Mistakes to Avoid

These are some of the mistakes that many small businesses commit when they are selecting their phone systems:

• Choosing Too Cheap: The lowest price may not be a good match because it may not be the feature that you require, or it may not be reliable at serving your customers.
• Ignoring Internet Speed: The cloud-based systems require a good internet connection, and a bad internet connection will mean poor call quality.
• Not Planning for Growth: The system that suits 5 individuals may not suit you when you have 15 workers.
• Forgetting Mobile Needs: Contemporary companies require smartphone-compatible systems among employees who travel and work offsite.
• Skipping the Trial: Never enter into a long-term contract with any kind of phone provider without first trying out the system.

Conclusion

Identifying the most appropriate office Phone Systems for Small Business does not have to be hard. It is all about knowing what your business requires and aligning the requirements with the appropriate features and price. The most crucial fact that you should take is that, regardless of whether you opt for a basic system, such as Grasshopper, or a full-fledged solution, such as RingCentral, the point of the matter is that the system will allow your business to communicate with customers and employees more effectively. The Best Office Phone Systems for Small Business will grow with your company, provide reliable service, and make your business look more professional.

You need to take your time to explore the alternatives, read reviews, and seek advice on their experiences by other business owners. The right phone system is an investment that will make your business achieve success in the years to come. Also, keep in mind that the Best Office Phone Systems for Small Business are the ones that will suit your business needs, budget, and objectives. Do not simply choose the most popular one; choose the one that fits your special circumstances.

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Frequently Asked Questions

1. What makes the Best Office Phone Systems for Small Business different from regular phones?

Business phone systems have functions such as multiple extensions, call forwarding, voicemail, auto-attendant, and call handling capacity. They also have superior call handling, business-like greetings, and call integration with business tools.

2. Do I need special equipment for the Best Office Phone Systems for Small Business?

It is a matter of system of choice. Cloud-based systems tend to be compatible with whatever computers and smartphones you already have, but you may wish to purchase business-oriented desktop phones to enhance quality. The traditional phone systems may require special equipment to be installed.

3. How much should I expect to pay for the Best Office Phone Systems for Small Business?

Average small business phone systems are between $15 and $50 per user/month. The cost will be based on features, the volume of calls, and how many people will be using it. Other systems charge a set-up fee, whereas others do not.

4. Can the Best Office Phone Systems for Small Business work if my employees work from home?

Yes, the phone systems of nowadays are set to operate everywhere as long as there is an internet connection. Business calls can be made and received at home using mobile applications or computer software by employees.

5. What is the distinction between the cloud-based and traditional office phone systems?

Internet-based systems are easy to use, and you do not need any special hardware. The old systems utilized telephone lines and required a setup to be installed in your residence. Cloud systems tend to be less complex to install, cheaper to install, and also provide more flexibility.

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