Unlike in the old days, you don’t have to rely on the offerings of only a few communications providers for your business. On the other hand, with so many choices for a work phone system, making a decision can be overwhelming.
For example, when Intermedia launched in the early 1990s, only a handful of companies could offer unified communications to businesses with massive budgets. The choices for features included little more than voice calling and a basic automated attendant.
Now, unified communications as a service is open to businesses of all sizes. Dozens of providers exist and offer a neverending suite of productivity features.
Don’t get overwhelmed and end up just taking the cheapest option or, even worse, not setting up a work phone system at all. We’ve simplified the key options you need to consider when deciding on a work phone setup for your company.
Key Takeaways:
- Determine whether you should acquire dedicated devices for your team or if you’re going to enact a Bring Your Own Device policy.
- Hosted work phone systems are superior to analog setups, but you can still connect a traditional exchange to internet phone services with SIP trunking.
- Collaborate with a provider that offers the features you need for security, productivity, and reliability.
1. Decide Which Work Phone Devices and Peripherals You Need
Modern work phone systems offer more flexibility than ever. You have no obligation to install extensive wiring, nor do you need to purchase phones for each team member.
Because UCaaS operates on hosted software, your workers can handle all communications through the internet by using an app. As a result, you can implement a Bring Your Own Device policy that retains security, control, and reliability.
However, obtaining devices can be an excellent idea because you ensure your team has quality equipment for professional communications. The following devices can give your employees and clients the best experience.
Work Phones
Providing each team member with a dedicated work phone gives you ultimate control and security. You may need to consider this option if you have confidentiality concerns or reasons to discourage your team from using personal devices for productivity’s sake.
Wireless-enabled IP work phones, such as the Yealink T57W, immediately provide outstanding features, including:
- HD voice
- Built-in Bluetooth
- A large color touchscreen
- Easy transfer, forwarding, and conferencing
- Anonymous calls and call rejection
Consider whether this device or something like a Unite X303W or Polycom VVX 250 suits your needs better. With UCaaS installation, you can even receive an IP work phone for free, giving you a perfect way to test out the capabilities.
Headsets
Hands-free operation with crystal-clear sound is another way to boost productivity and maintain an additional element of privacy. Look into providing your sales or customer service agents with high-quality headsets.
Top models include:
- Yealink WH62 Dual
- Yealink WH66 Mono
- Poly Savi 8220
- Poly Blackwire 3220
With headsets, workers can continue typing away and navigating for client solutions while on calls in the most efficient manner.
Conferencing Equipment
While UCaaS permits fully remote operations, many companies are finding hybrid work models to be the best solution for productivity.
When teams need to gather together around a work phone for remote conferences, you need a mic and speaker that delivers quality sound. Plus, the high-definition sound improves the accuracy of your call transcription and archiving.
Look into a Yealink CP925 or CP965, which both have a powerful 20-foot microphone pick-up radius.
Additional Accessories
Unified communications mean more than voice calls. You also need to be ready for video conferencing, so determine if you should provide your team with cameras or microphones.
Further, some workers may still have to rely on analog phones because of their location. They can still access the digital system with a single-port analog telephone adapter. The device offers analog users advanced internet phone functionality and security.
Whichever you choose, professional work phone devices and peripherals can go a long way to maintaining brand consistency and building credibility.
2. Choose Your Work Phone System
You can connect work phones in multiple ways. Consider the three primary options.
Analog Landline
You can still have a work phone exchange that runs on a traditional analog system. However, many companies (especially small and mid-sized businesses) choose not to do so, as these installations are the most expensive and usually require months to complete.
Hosted
Unified communications usually operate on software that your provider hosts in a secure data center. This system allows you to use whichever devices you choose by loading apps on your equipment.
The industry refers to hosted work phone systems as online, internet, or cloud-based exchanges. This arrangement is the least expensive and offers access to the most advanced features.
SIP Trunking
If you already have a traditional private branch exchange that functions well, you don’t have to discard it to get the benefits of online work phone capabilities. With SIP trunking, you can modernize your system, save money, and access the best features of hosted systems.
3. Determine Which Work Phone Features You Require
When you set up a UC work phone system, you have instant access to the best features available. Ensure your provider has the following components.
Security and Compliance
All businesses require secure communications for transactions and conversations. Additionally, ensure that your work phone provider complies with the regulations for your industry.
Productivity and Efficiency
An internet work phone system allows you to integrate business apps that expedite the collection of and access to critical information. Unified communications also blend seamlessly with your contact center for switching smoothly between internal and external conversations.
Reliability and Support
Verify that your work phone provider offers outstanding onboarding and support so you can take full advantage of all your communications setup has to offer. Further, ensure you’ll have virtually no downtime to avoid costly outages.
4. Find Expert Guidance for Determining Your Best Work Phone Options
You’re probably going to still need help determining how to implement the preceding info. Make practical choices by working with a provider that wants to support your success.
Intermedia has been in the business of helping businesses for three decades. Contact our team for a work phone professional who can assist you in selecting the right devices, systems, and features to make your commercial communications a winner!
Melinda Curtis
Melinda Curtis is a Director of Product Marketing at Intermedia, where she focuses on helping businesses improve employee productivity and enhance their customer experiences using Intermedia's award-winning cloud communications solutions. Melinda brings over 20 years of experience in telecommunications, having worked in B2C and B2B marketing, product management, and vendor management roles. In her free time, she loves to travel with her family.
August 18, 2023
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