5 mistakes to avoid when choosing a business phone system

• 1. Choosing based on price alone
• 2. Overlooking CRM and tool compatibility
• 3. Not supporting remote works
• 4. Ignoring future business growth
• 5. Not considering tools for managing calls
• Why Zadarma is a right choice for your business
• Conclusion
• FAQs

A business phone system (PBX) is the backbone of many companies. Most customers still prefer communicating by phone rather than via messaging apps or email. A quality phone communication builds trust in a way that few other remote communication channels can. This includes everything from the voice greeting to the communication with a sales rep.

However, not all companies dedicate enough time and resources to researching and selecting the right telephone system for their business communications. Choosing the wrong system can cause the loss of customers and reduced revenue. It can overload teams and damage the company’s image, or result in negative reviews on online review platforms.

In this article, you will learn about the common mistakes businesses tend to make when choosing a business phone system and practical, cost-saving tips on how to avoid them.

1. Choosing based on price alone

You might think that more expensive always means better, or that the cheapest option will be enough for your business. However, choosing a PBX based on price only can lead to additional costs or a lack of features needed for your business needs.

The problem:

Price alone often doesn’t reflect how good or bad a VoIP phone system is. While cost is often a key factor, the cheapest option is not always the best, and the most expensive one is not always necessary.

The most expensive platforms can include tools that you don’t need or require advanced technical knowledge to set up. On the other hand, the cheapest options may lack tools for your business, which can compromise your communication with customers.

The solution:

What matters most is the overall value the system provides, such as scalability, ease of use, and the effective support of your daily communications. To avoid this common mistake:

• Decide in advance which VoIP phone system tools you need for your business communications, including the tools you may need in the future
• Set your budget
• Contact different VoIP service providers within that budget range
• Choose the one that checks all the boxes on your list

For example, Zadarma offers an affordable and fully equipped cloud-based phone system for startups, small and medium-sized businesses, and large enterprises. It helps businesses save money without sacrificing quality.

2. Overlooking CRM and tool compatibility

When you choose your PBX, you should not be limited to using only one tool. There are many tools available that simplify daily business processes, such as CRM systems for managing and organizing customer data, project management softwares, AI platforms, and more.

The problem:

Not all VoIP systems offer integration with external platforms. If you cannot connect your phone system with the tools you already use or plan to use, it can create problems. Switching between different systems may lead to data errors, lost contacts and deals, not to mention added mental strain for you and your agents.

The solution:

Whether you already use your own CRM system, or a system like Zoho, Salesforce, Shopify, or others, or plan to use one in the future, look for a VoIP provider that offers these integrations. Also consider whether the integration requires advanced technical knowledge. In some cases, it can be easily integrated using a step-by-step guide. A CRM system, such as Zadarma’s Teamsale CRM, is free and can be activated in minutes.

Another important factor is whether the VoIP platform continues to expand its list of integrations over time. This shows the VoIP system is customer-focused and offers solutions that fit different business needs.

3. Not supporting remote work

Remote teams are a vital part of many businesses today. Business trips and remote work create numerous situations where systems that support these employees are crucial.

The problem:

Hiring international specialists, recruiting staff from other cities, and allowing employees to work remotely when necessary can be limited if your business phone system doesn't have the necessary tools. Remote work can become chaotic: client information can be lost, unprocessed, or recorded incorrectly. Business trips may also require new phone numbers or additional calling packages, adding unnecessary costs.

The solution:

Many VoIP service providers offer business phone systems that can be used both in the office and remotely. Teams can use the same phone numbers, and customers are guided through the same voice menu regardless of where employees are located. VoIP operates via the internet, which means most providers allow users to make and receive calls through the same PBX from anywhere in the world.

For example, Zadarma provides native applications for iOS, Android, macOS, and Windows that can be used from any point in the world with just an internet connection. Employees remain connected to the same PBX as if they were working from the same office.

4. Ignoring future business growth

Businesses grow, expand into new markets, hire more employees, and add more products or services. All of this may require adding new features to their business phone system, upgrading to a more advanced plan, or adding more users. A business phone system that doesn’t support this scalability can quickly become a limitation.

The problem:

If a business chooses a phone system based solely on its current needs, it may encounter problems as the business grows. Such limitations can lead to additional costs and delays. This happens when the business needs to add new features or migrate to a different platform.

The solution:

When choosing a business phone system, it’s important to consider future growth. Exact needs are difficult to predict. However, a VoIP system that offers easy scalability is always a more reliable choice than a limited solution.

What to consider (depending on your business needs):

• International phone numbers that can be easily added as your business expands
• Ability to easily add new users as the team grows
• Calling services covering a wide range of countries
• PBX features that can be added at any time without significant costs
• The level of technical knowledge required to set up and operate the system
• Regular updates and innovations from the VoIP provider, which indicates that they keep up with technological advancements
• Different pricing plan options
• Integration with CRM and other business tools
• Reliable customer support and assistance
• No need for major system changes when the business expands

5. Not Considering tools for managing calls

Call management tools can save time and reduce the workload on your team. They allow you to route calls to the right department and ensure that customer information is recorded accurately. Ignoring these tools when choosing a business phone system can limit your PBX's capabilities and negatively impact your workflow.

The problem:

Tools such as interactive voice response (IVR), menu options, call queues, voicemail-to-email forwarding, AI voice agents, analytics, and CRM integration can transform how you communicate with customers. These automation tools save time, process calls more efficiently, reduce caller frustration and wait times. Without them, businesses can lose potential leads, frustrate customers, and overload their teams.

The solution:

Choose a VoIP platform that offers a full suite of advanced call management tools. If you're not sure which phone system features you need, you can describe your desired call handling scenarios and system behavior to the provider's support team. A reliable provider should be able to confirm whether the system can meet your requirements.

It's also important to ensure these tools are easy to configure and scale as your business grows. This way your phone system can adapt without adding complexity or extra workload.

Why Zadarma is a right choice for your business

Choosing a reliable VoIP provider that can cover all the points mentioned in this article, and other requirements that your business might have, may be one of the most important decisions that you can make for your business.

Zadarma has been providing cloud communications and business phone systems solutions since 2006. With 19 years of expertise in the field, Zadarma has grown by innovating and updating its platform. This allows it to keep up with technological advancements and the growing communication needs of its customers.

By choosing Zadarma, you can have access to:

• A free trial
• Phone numbers in over 110 countries, which can be added as needed
• Flexible pricing plans, including pay-as-you-go and flat-rate options for 8 regions (USA/Canada, America, EU, and more)
• A fully customizable AI Voice Agent that can handle calls round-the-clock and transfer them to human agents when needed
• A free business phone system (PBX) with an advanced set of tools. Auto-attendant, call recording, voicemail-to-email, working hours, multi-level menus, and more, which can be added or removed as needed
• Native Teamsale CRM, and integrations with leading CRM and AI systems (including HubSpot, Zoho, Salesforce, VAPI AI, and more)
• Integration with your own custom CRM
• 24/7 multilingual customer and technical support available to all users
• Website widgets
• Call tracking
• Speech recognition and analytics
• And more

All tools at Zadarma come with detailed setup guides that do not require advanced technical knowledge.

Conclusion

High-quality phone service can significantly impact sales. Choosing the right business phone system will help ensure this level of quality. As discussed in this article, making the right decision requires choosing a provider that can meet not only your current needs but also your future growth.

If you still have doubts about whether Zadarma is right for you, please feel free to contact our 24/7 customer support team.