Best Small Business Phone Systems: A Comprehensive Guide for 2024

As the world of business becomes increasingly digitized, choosing the right phone system is vital for a small business. The best small business phone system...

As the world of business becomes increasingly digitized, choosing the right phone system is vital for a small business. The best small business phone system should deliver seamless messaging, voicemail, video conferencing, call recording, call routing, call forwarding, and more. Whether you prefer a cloud-based phone service or a more traditional desk phone, it should integrate well with your office phone system and offer robust functionality on a mobile device.

What to Look for in a Small Business Phone System

When deciding on a small business phone system, several aspects come into play. Look for a system that can handle the volume of your business phone calls, includes an auto attendant for efficient call management, and has excellent customer support. The phone system should have easy integrations with popular business tools such as Salesforce, Microsoft, and Google Workspace, and should also be able to support video calls, SMS, and have a mobile app for iOS and Android devices, providing unified communications regardless of the number of users.

The number of phone lines a small business needs can vary. Ideally, you should have enough lines to support the simultaneous phone calls your team members make. This includes not only external calls but also internal ones for team messaging and coordination.

Understanding PBX and VoIP Systems

A PBX (Private Branch Exchange) system is a private phone network within your company that allows for call routing, call transfer, and the creation of ring groups. It can be hosted on-premises or as a cloud-based phone system. Benefits of a PBX phone system for small businesses include scalability, advanced features, and the ability to use a combination of IP phones, analog or traditional phone handsets, and softphones.

On the other hand, a VoIP (Voice Over Internet Protocol) phone system uses your internet connection to make phone calls. It supports real-time voice calls, unlimited calling, video meetings, and text messaging, and typically includes features such as voicemail to email and voicemail transcription.

PBX vs VoIP: Which is Better?

The choice between a PBX and VoIP phone system depends on your business needs. PBX systems offer greater control over your business communications and call quality. They are typically more suited for large businesses with an established office space.

VoIP systems, however, offer more flexibility and are typically less upfront. These systems are better suited for businesses with remote teams, as they allow employees to make calls from a desktop app or mobile phone. VoIP services also come with upgrades, and add-ons, and are easy to scale.

Top 8 Small Business Phone Systems

1. RingCentral: An all-in-one phone, video, and team messaging system with robust CRM integrations and international calling capabilities.

2. Nextiva: A cloud-based phone system with excellent customer service, advanced call management features, and reliable service across the United States and Canada.

3. Ooma: Known for its exceptional call quality, it offers a range of business phone services including a virtual phone system, toll-free number, and local number services.

4. Dialpad: Offers AI-driven voice and messaging services with Google Workspace and Salesforce integration.

5. Vonage: Known for its strong mobile and desktop apps, Vonage offers a robust VoIP service with great call quality and plenty of calling features.

6. Grasshopper: Ideal for small business owners and entrepreneurs, it provides a business phone number over a cell phone.

7. GoTo Connect: Offers a combined business VoIP phone service and video conferencing solution.

8. Microsoft Teams: While primarily a team collaboration tool, Teams has added calling capabilities that integrate with its overall communications system.

Choosing the right small business phone system is about understanding your business needs and how a potential phone service can meet them. Small business owners should carefully consider the number of phone lines needed, the ability of the system to integrate with existing software and workflows, and the level of customer support offered by the service provider. Whether a PBX or VoIP system is the best fit will largely depend on the nature of the business and the intended use of the system.

Remember, it's not just about making phone calls. A phone system can enhance business communications, offering features such as team messaging, video conferencing, voicemail to email, and CRM integrations. The best small business phone systems are those that provide a range of features and services tailored to your business's needs. So, take the time to do your research, and you'll be sure to find the right fit.