Top 12 Signs Your Business Needs A New Phone System

When was the last time you considered upgrading your phone system? Getting set up the first time may have been enough hassle that you don’t want to go through it all over again. But what if I told you that modern phone systems are easier than ever, despite having more advanced features and technology?

If your phone system is one of the most important parts of your business, listen up: it may be time for an upgrade.

As the old saying goes, if it’s not broke, don’t fix it. But your phone system doesn’t have to be completely broken for you to consider replacing it. In this post, you’ll learn how to identify if your business needs a new phone system and the next steps to take when you’re ready to upgrade.

Top 12 Signs Your Business Needs A New Phone System

Here are 12 signs that indicate your business is ready for a new phone system.

You Have Poor Call Quality

Do your customers complain about background noise? Are you unable to hear callers — or vice versa? Are calls dropping frequently? If any of these apply, it’s time to consider a new phone system.

It’s not uncommon to have issues with the quality of your calls if you’re using an old phone system that relies on copper wiring. One of the benefits of newer systems that use fiber optic networks or your own internet connection is that call quality is dramatically improved.

Your Phone Service Isn’t Reliable

If your phone service goes out, it could be days—or longer—before you’re back in service. Repairing older infrastructure is time-consuming and costly, potentially leaving you (and your customers) in a bind. If your service frequently goes out, consider upgrading to a newer, more reliable system.

Your System Uses Outdated Infrastructure

We’ve already mentioned some issues you’ll encounter if your business uses landline phones connected through copper wiring.

Issues with outdated infrastructure extends beyond just poor call quality. The Federal Communications Commission in 2019 granted permission for telecommunication carriers to abandon these old systems.

While the move to updated systems has been slow, more carriers are switching to modern options like fiber optics or VoIP. Over the next few years, this old infrastructure will be phased out. That’s why now is the right time to begin exploring other business phone systems—before you’re left scrambling for a new option.

Your System Is Too Expensive

Outdated phone systems can be expensive. In addition to monthly service charges, you may also accrue other expenses, such as equipment fees, fees when a technician is required for repairs or other services, or charges to maintain or upgrade your system.

Surprisingly, modern phone systems are more advanced and more affordable. Monthly pricing is extremely competitive, new customer specials can help you save when you switch, and affordable equipment is available.

Your Current System Isn’t User-Friendly

If you have to essentially write a manual to teach new employees how to use your phone system, it’s probably time for an upgrade. Old phone systems may be overly complicated to use, turning simple tasks like transferring a call into a hassle.

Modern phone systems are typically much more user-friendly, making it easy for you and your employees to learn the system (no long training manual required!)

Your System Isn’t Compatible With Other Communication Channels

These days, communications extend far beyond talking on the phone. Text messaging, email, and video conferencing are just a few tools a business uses in its day-to-day communications.

This suite of communications tools is known as Unified Communications. Today, telecommunications providers typically offer products beyond just voice calling to help keep businesses connected to employees and customers.

Your Phone System Isn’t Scalable

As your business grows, so should your phone system. Outdated systems that need upgrades require a visit from a technician to get you set up. This process is not only long but you could rack up unexpected charges.

With new systems like VoIP, scaling your system is easy, and upgrades can be finished the same day, whether you need to add new users or you need service at a second location.

You Need More Mobility

Old-fashioned phone systems require employees to be at their desks at all times, or they risk missing a call. With the latest business phone systems, employees can communicate internally and with customers through traditional phones, cell phones, or computers.

You Want Access To Analytics

Does your current phone system give you access to key analytics that help you track things like staff performance or call patterns? If not, it may be time for an upgrade.

The latest phone systems offer analytic tools to help you improve your business. This includes things like conversion rates, compliance monitoring, call volume, and other important data.

You Need Enhanced Security & Compliance Features

Most businesses understand the importance of security for their computers, but it’s easy to forget that phone systems can be vulnerable, too. Modern phone systems help mitigate the risk of a data breach with features like end-to-end encryption and firewalls.

Additional security features are available for certain businesses, like medical offices, that need to remain HIPAA compliant.

Your Provider Has Poor (Or Non-Existent) Customer Support

If you have a problem with your current phone system, how does your telecommunications provider respond? If support reps are rude, unreachable, or just unhelpful, it may be worth considering a new telecommunications provider backed by excellent customer support.

Your Business Relies Heavily On The Usage Of Your Phone System

Some businesses rely heavily on the use of a phone system, whether it’s offering customer support, taking orders, or contacting vendors. If this sounds like your business, make sure you have a great system in place that provides reliable service, high-quality calling, and isn’t prone to outages.

Ready For A New Phone System? Here’s What To Do Next

If you’ve determined it’s time for a new phone system, getting started is pretty easy.

Before signing up with a new provider, make sure to research your options. Start off by understanding the different types of phone systems. Business VoIP is a popular option that provides reliable, hassle-free service at an affordable cost.

Next, make sure to compare business phone system providers. Know what to look for in a provider and compare pricing and features. And if you’re not sure where to get started, kick your search off with our picks for the best business phone systems.