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The Complete Business Phone System Checklist  [Free Template]

Business phone checklistAre you looking to upgrade or switch your business phone system? 

This checklist will help you collect and analyse your requirements when discussing your options. Use it to prioritise and get an overview of your needs so you can make the best decision. 

Here’s why you need a business phone system

Do people still make calls in the era of texting and chatbots? 

Absolutely!

Phone calls are still the number one customer service channel.

According to a study by the CFI Group, 76% of customers want to reach businesses by phone because they believe a phone call is the most effective way to get an answer quickly. 

76-of-customers-prefer-to-reach-businesses-by-phone

A cloud-based phone system gives your business a consistent presence. This means you’re able to answer your business phone from wherever you are, not just when you’re sitting at your desk. 

The basics: How does a business phone system work? 

A business phone system lets you communicate within your company and with the outside world.  

A cloud-based phone system specifically allows you to make and receive calls over the internet and store data in the cloud. It eliminates the need for on-premise equipment. 

Cloud-based phone systems adapt to the needs of businesses of any size and allow employees to be available from any device regardless of their location. They include full functionality while all data lives in the cloud. 

Business phone packages offer lots of advanced features like intelligent call routing, call recording, and integration with CRM platforms in an affordable and scalable way.

The right cloud-based phone system will make your sales and support teams more efficient, boost productivity and reduce costs, and could increase your overall reachability of the company.

How to choose the best cloud phone system provider

The first step in choosing a business phone system is a little advanced planning. Know your needs. For example, how many calls do you need to make?

Here are 5 key considerations: 

  1. Number of calls: Consider how many users or extensions you require and how many calls you need to make simultaneously.

  2. Scalability: Pay-as-you-use models let you add new lines, services, and features when you need them.

  3. Ease of use: The ideal solution is simple for your employees to set up themselves, and no time-consuming training is needed.

  4. Customer Support: Make sure that the provider has a sound track record for taking exceptional care of its customers.

  5. Cost: While comparing prices is important, the cheapest option might not be the best for your needs. Look at the return on investment and you’ll see that increased productivity, upselling, and efficiency are enormous benefits. 

Want to explore more? Check out our guide on How to choose the best cloud phone system for your business

Checklist: Business Phone System Requirements

 

Use the checklist below to fill in your specific requirements. 

It’ll help you do your homework and be prepared when reaching out to potential business phone providers.

How many phones do you need?

 

How many calls do you need?

 

Which best describes your business phone system needs?

Installing a new phone system

Replacing an existing phone system

Expanding an existing phone system

Do you need a multi-location solution?

Yes

No

Do you need to add new locations soon?

Yes

No

Do you need to add new employees soon?

Yes

No

Do you need mobile capabilities?

Yes

No

Do you need desk phones?

Yes

No

Do you need the flexibility to work from anywhere?

Yes

No

Is your network infrastructure optimised for cloud telephony?

Yes

No

Do you have a CRM or other software that integrates with your phone system?

Yes

No

 

Checklist: What features do you need from your Business Phone System?

With a cloud-based phone system, you have access to many features that help you work more effectively

Check if each of the following features is essential, nice to have, or not necessary to have.  ✅

Business Phone Features

Essential

Nice to Have

Not Necessary

IVR

 

 

 

Voicemail-to-Email

 

 

 

Voicemail-to-Text

 

 

 

Visual Voicemail

 

 

 

Call Recording

 

 

 

Call Logging

 

 

 

Call Reporting

 

 

 

Call Monitoring

 

 

 

Intelligent Call Routing

 

 

 

Fixed Mobile Convergence

 

 

 

Audio and Video Conferencing

 

 

 

Call Groups, Group Pickup

 

 

 

3-Way Calling

 

 

 

Intercom

 

 

 

Conference Call Bridges

 

 

 

On-Hold Music

 

 

 

Extension Dialling

 

 

 

Call Park

 

 

 

Auto-Call Attendant

 

 

 

Mobile Client for Desk Phone

 

 

 

Presence Management

 

 

 

Shared Line Appearances

 

 

 

Remote Desk Phones

 

 

 

Automatic Call Distribution

 

 

 

Hot Desking

 

 

 

Real-Time Dashboard

 

 

 

Call Supervision or Barging

 

 

 

Third Party Integrations

 

 

 

CRM Integration

 

 

 

 

We hope this checklist will be helpful to collect your requirements before discussing your options with a business phone provider. 

Whether you’re just starting up or using outdated traditional pbx systems, choosing a cloud-based business phone system can minimise cost, offer more features and transform your upselling and customer satisfaction capacities. 

Contact Benemen today for a free demo or have one of our team talk you through our products. 

Convert calls to sales_Benemen Demo (3)

 

Written by Benemen

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