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Ready to Boost your Business Communication with an Integrated Phone System?

Ready to Boost your Business Communication with an Integrated Phone System?

By Anna Benzaquen

Published: March 30, 2023

The key to success in business today is excellent communication. Without it, companies are unable to stay afloat. To ensure that your business is always well connected, integrated phone systems are an essential part of an effective communications infrastructure. Integrated phone systems allow users to keep track of customer interactions, network with clients and employees, and even send automated messages to customers. This type of business software solution allows you to consolidate communications on one single platform, reducing the need for multiple tools and applications. The problem is that there are so many different solutions on the market, it's hard to decide which one is best for your company.

In this guide, we’ll discuss all you need to know about integrated phone systems and why they are so important for modern businesses. We will also compare nine of the best integrated phone system solutions on the market, so you can find the perfect one for your business.

What is an Integrated Phone System and Why is it so Important in Modern Business?

Integrated phone systems are essential for businesses of all sizes to stay competitive in today’s market. An integrated phone system is an advanced communication platform that combines multiple forms of communication into one unified solution, allowing businesses to streamline operations and provide better customer service. With integrated features such as call routing, voicemail, conferencing, and more, integrated phone systems make it easy for modern businesses to keep their customers connected while improving overall efficiency.

Here's what integrated phone systems consist of in more detail:

• Call Routing: Integrated phone systems are capable of routing calls to the best available person or department with the help of automatic dial plans. This helps optimize communication and boost efficiency.

• Voicemail: Most integrated phone systems come equipped with a professional-grade voicemail system with unlimited storage, ensuring you never miss an important message from your customers.

• Conferencing: With integrated conferencing capabilities, businesses can easily bridge multiple calls together for large-scale communications.

• Automated Attendant: Integrated phone systems can be programmed with an automated attendant, a virtual receptionist to greet callers and direct them to the right department. This helps to save time and reduce wait times for customers.

• Caller ID & Call Blocking: With integrated caller ID, businesses can quickly identify who’s calling and choose to block certain numbers if they prefer.

• Call Recording: integrated phone systems allow businesses to save and store call recordings for future reference, ensuring no important conversations are ever missed.

• Text Messaging: Integrated phone systems provide businesses with an additional channel for communication with their customers. With integrated text messaging capabilities, businesses are able to quickly respond to customer inquiries without having to wait for a call back.

• Call Analytics: In addition, integrated phone systems offer various insights into how customers are using your services, such as average call length, total calls made and received, and peak call times. With this data, businesses can make more informed decisions about how to manage their customer service operations.

Overall, integrated phone systems provide businesses with a comprehensive set of features to help them better manage their communication needs. With this solution, businesses can streamline their communication processes and offer a top-notch customer and team work experience.

The Benefits of Integrating a Phone System

Phone systems are more than just a way for customers to reach your business. They’re an integrated part of your operations and when integrated correctly can give you a major edge over the competition. Whether you’re looking for an integrated phone system that works with VoIP or one that uses traditional landlines, there are plenty of benefits to integrating your phone system into other aspects of your business. Here are some of the most important ones:

Improved Customer Service

Integrating a phone system into other areas like customer service and sales means fewer dropped calls and better response times because all information is stored in one place. This makes it easier for customer service representatives to access client records quickly and accurately, leading to faster resolution times and improved customer experience overall.

Automated Tasks

With integrated phone systems, tasks such as call forwarding, voicemail sorting, IVR menus and more can be automated so that incoming calls don’t have to fall on human shoulders every time. This allows businesses to save money on labor costs while still providing quality customer service experiences without sacrificing efficiency or accuracy.

Increased Flexibility

Integrated phone systems allow businesses to easily scale up and down, depending on their current needs. This can make switching from one provider to another much simpler and quicker, avoiding costly downtime that could otherwise disrupt operations. Plus, integrated phone systems are often more cost-effective than traditional landlines.

Increased Security

Integrated phone systems give businesses the ability to have better control over data security. With integrated features such as call recording, integrated voice recognition technology, and secure encryption, integrated phone systems can provide businesses with the extra layer of protection they need to keep their data safe.

Improved Productivity

Integrated phone systems can help businesses increase their productivity by streamlining communication and eliminating the need for manual tasks. With integrated features like call routing, automated voicemail sorting, and IVR menus, businesses can save time and money while still providing quality customer service experiences. Additionally, integrated phone systems provide better reporting capabilities so that managers can easily track performance metrics to ensure maximum efficiency.

Enhanced Collaboration

Integrated phone systems enable businesses to improve collaboration and communication between teams. With integrated features like secure conference calling, integrated chat capabilities, and the ability to easily transfer calls between departments or locations, integrated phone systems can help streamline business operations and ensure that everyone is on the same page.

Improved Efficiency

Integrated phone systems allow businesses to save time and money by automating tasks such as call forwarding, voicemail sorting, IVR menus, and more. This eliminates the need for manual task handling while still providing quality customer service experiences without sacrificing efficiency or accuracy.

Improved Scalability

Integrated phone systems allow businesses to easily scale up and down, depending on their current needs. This can make switching from one provider to another much simpler and quicker, avoiding costly downtime that could otherwise disrupt operations. Plus, integrated phone systems are often more cost-effective than traditional landlines.

In case you need some help integrating your phone system to VoIP, we've wrote a full guide on VoIP integration, feel free to check it out ! 

Choosing the Right Integrated Phone System - 9 of the Best Providers

Choosing the right integrated phone system for your business is a crucial decision. With so many options out there, it can be difficult to decide which one is best for you and your team. But don’t worry - we’ve done the hard work for you! In this section, we’ve compared 9 of the top integrated phone systems on the market today, so that you can make an informed decision about which one suits your needs best. We will look at each provider's features, advantages, and disadvantages, giving you all the information needed to narrow down your search.

What to keep in mind when looking for an integrated phone system for your business

Before we start, here are some key factors to keep in mind when looking for an integrated phone system for your business:

  • Cost: Evaluate the cost of integrated phone systems and consider how much you can afford to spend per month and/or year. The right budgeting also helps you to prioritize needed features.
  • Key features: Look for integrated phone systems that offer at least all basic key features like auto attendant, voicemail sorting, IVR menus, call recording, secure encryption, etc. Also, make sure that the integrated phone system you choose can keep up with your business’s growth.
  • Customer Support: Consider the quality of customer support when choosing an integrated phone system. Rather prefer a provider that offers 24/7 customer service and technical support, as this will come in handy when any issues arise.
  • Scalability: Consider integrated phone systems with flexible features and add-ons, allowing you to easily scale up or down depending on your current needs without having costly downtime periods.
  • Security: Seek out integrated phone systems with better control over data security so customer and company information is secure at all times.
  • Productivity: Prefer workflow-related integrated phone system features such as automated tasks and better reporting capabilities so managers can track performance metrics more efficiently and save time in the process.
  • Integrated reporting: Good business phone systems offer integrated reporting capabilities which allow you to track performance metrics like call response times, customer satisfaction scores, and more. Don't miss out on this!
  • Integration with existing systems: Ensure that the integrated phone system you choose is compatible with any existing systems and processes you have in place. This will save time and energy when setting up the system.

Now that you’ve got an idea of what to look for in integrated phone systems, let’s take a look at the 9 providers we’ve reviewed for you.

1- Nextiva

Nextiva is a business communications platform that helps businesses stay connected and collaborate from anywhere. It offers a VoIP phone service, video conferencing, SMS messaging, chat, and surveys all in one platform. With Nextiva, businesses can access the information they need to communicate effectively with their customers and employees. It's an integrated phone system designed for businesses of all sizes.

Key Features of Nextiva

  • business VoIP phone service, allowing teams to connect and collaborate from anywhere;
  • complete mobility with the Nextiva App, enabling access to communication channels such as voice, video, collaboration, SMS, chat, and surveys;
  • voice over Internet Protocol (VoIP) phone service provider with headquarters in Scottsdale, Arizona.

Advantages of Nextiva as Integrated Phone System

  • Clear and stable phone calls with a feature-rich interface.
  • Easy to manage, with a handy mobile companion app.
  • 24/7 customer support by phone, chat, and email.

Disadvantages

  • Limited call recording capabilities on the Enterprise plan.

2- RingCentral

RingCentral is an integrated phone system for businesses that helps them transition seamlessly between team messages, video meetings, and phone calls. It offers HD voice and video, call auto-attendant, company directory, call forwarding, and more. With RingCentral, businesses can save money on domestic long-distance calls while still being able to make international calls. All of this makes RingCentral a great choice for businesses looking for an integrated phone system.

Key Features of RingCentral

  • calls, messages, file sharing via the cloud-based PBX system;
  • advanced call routing and forwarding capabilities;
  • via video conferencing, team messaging;
  • personalized voicemail inboxes and greetings for customers;
  • large HD video meetings with up to 200 participants.

Advantages of RingCentral as Integrated Phone System

  • Easy transition and setup.
  • Superior security and privacy.
  • Cloud phone support (standard VoIP).
  • Mobile app with HD voice quality.

Disadvantages

  • Limited ability to mix and match plans for different team members with varying communication needs.

3- GoTo Connect

Next on the list: GoTo Connect, an all-in-one cloud phone and meeting system for businesses. It provides a customizable, scalable solution to help teams stay connected from anywhere. With features like virtual receptionists, virtual voicemail, and over 180 compatible desk phone models, GoToConnect makes it easy and affordable for small-to-medium sized businesses to stay connected.

Key Features of GoTo Connect

  • customizable and scalable to fit your business needs;
  • compatible with over 180 desk phone models;
  • easy customization with unlimited extensions and dial plans;
  • streamlined IT setup, eliminating on-premise hardware;
  • virtual receptionists, voicemail, and messaging;
  • support for essential features.

Advantages of GoTo Connect as Integrated Phone System

  • Customizable, scalable cloud phone and meeting system.
  • Compatible with over 180 desk phone models.
  • Easy customization and streamlined IT.
  • Virtual receptionists & voicemail.
  • Support for essential features.
  • All-in-one voice and video solution.

Disadvantages

  • There are many options available which can make it overwhelming to use.

4- 8×8

8x8 is another reliable integrated phone system for businesses, helping you to empower employees and delight customers. With 8x8's mobile, desktop, and tablet app, users can send chat messages, make calls, hold video meetings, and screenshare all from the same place. 8x8 also provides cloud-based business phone system services with unlimited calling in the U.S. and Canada.

Key Features of 8×8

8x8 is an integrated phone system designed to help businesses of all sizes:

  • unified platform for a contact center, business phones, video, and chat;
  • 3 plans for business communications and 3 options to add a contact center;
  • call transfer, ring groups, voicemail;
  • cloud-based VoIP service and cloud phone system;

Advantages of 8×8 as Integrated Phone System

  • Unlimited calling in the US and Canada.
  • Scalable to call centers with hundreds of agents.
  • Compatible with IP phones from various providers.

Disadvantages

  • The mobile app is not as detailed as the desktop version.

5- Dialpad

Dialpad is a powerful integrated phone system for businesses. It's designed to be easy-to-use and offers features like real-time coaching, customer experience solutions, and a beautiful workspace that syncs with other business tools. With no long-term contracts or landlines required, Dialpad is the perfect choice for businesses looking to streamline their communications.

Key Features of Dialpad

  • call routing, call forwarding, and other essential features for making and receiving calls;
  • voice intelligence to transcribe meetings and track keywords during customer interactions;
  • unlimited calls and text messages;
  • auto attendant feature to route incoming calls to the right person;
  • web app for desktop, mobile, and web browser access.

Advantages of Dialpad as Integrated Phone System

  • AI-based voice intelligence on all plans.
  • Smooth integration with Google Workspace and Microsoft Outlook.
  • Free video conferencing tool available.
  • 100% uptime service level guarantee.

Disadvantages

  • Not available worldwide.
  • 24/7 support not on all plans.

6- Vonage

Vonage is an integrated phone system for businesses that provides flexible and scalable voice, messaging, video, and data capabilities. It offers a business phone system with features such as calling, texting, and video conferencing. With Vonage, businesses can maintain a single identity when communicating with customers or colleagues. It also provides low rates on domestic and international calling plans.

Key Features of Vonage

  • unified communications with AI, call center, and customer engagement;
  • basic communication including phone calls, video calls, instant messaging, and screen sharing;
  • desk-to-desk calls, mobile app, business SMS, call flip, and voicemail to email;
  • video meetings that users can join on their desktop or mobile device;
  • integrations with other service tools;
  • call monitoring and visual voicemail.

Advantages of Vonage as Integrated Phone System

  • Intuitive Features.
  • Flexible payment options for compatible phones.
  • Real-time, event-based link between CRM software.

Disadvantages

  • Doesn't allow desktop phones to be connected on the starter plan.

7- Zoom One

Zoom is another all-in-one collaboration solution suitable for businesses. It offers a comprehensive suite of tools, including video meetings, team chat, VoIP phone, webinars, whiteboard, and contact center. Zoom One helps modernize workflows and provides an integrated phone system for businesses to stay connected. With Zoom One, you can easily communicate with anyone from anywhere.

Key Features of Zoom One

  • video meetings with up to 100 participants, no limit;
  • team collaboration tools;
  • VoIP phone system with HD audio and video calling capabilities;
  • 3 editable Whiteboards with 25MB of cloud storage;
  • accessible from anywhere on any device via the Zoom app.

Advantages of Zoom One as Integrated Phone System

  • All-in-one collaboration platform for teams to connect from anywhere.
  • Host up to 100 participants with no 40 minute limit.
  • Team chat for collaboration, file sharing, and more.

Disadvantages

  • limited features and usability on its free plan.

8- Ooma

Ooma is an integrated phone system for businesses that offers state-of-the-art features and services. With Ooma, you can make free U.S. calls on your smartphone from anywhere in the world using WiFi, upload contacts to the system, and set up a complete phone system with affordable plans. Ooma also provides smart security systems to keep your business safe and secure.

Key Features of Ooma

  • affordable VoIP phone systems with advanced features, no contracts required;
  • convert analog phones into IP phones and connect and use physical fax machines;
  • low cost telephone service with great features and pricing.

Advantages of Ooma as Integrated Phone System

  • Free plan and affordable, feature-rich plans.
  • Free U.S. calls on your smartphone using your Ooma phone number from anywhere in the world using WiFi.
  • The ability to upload contacts to make calling easier.
  • Smart security systems for businesses.

Disadvantages

  • Small businesses may quickly outgrow basic plan capabilities.

9- Intermedia

Intermedia is another strong candidate on our best-of list. It provides a reliable integrated phone system solution for US-based and international businesses. Intermedia is a one-stop shop for unified communications, business email, VoIP, web, video, and content sharing as well as identity and security services. Intermedia's cloud communications solutions make it easy to communicate and collaborate from anywhere. Intermedia is known as a trusted provider of enterprise software solutions that are innovation driven.

Key Features of Intermedia

  • cloud-based service;
  • call forwarding, voicemail, auto attendant;
  • mobile app for making and receiving calls on the go;
  • integrates with business applications;
  • advanced features such as call recording, analytics, and reporting.

Advantages of Intermedia as Integrated Phone System

  • Easy to set up and manage.
  • Cost effectiveness in terms of coverage and impact.
  • Supports multiple lines and extensions.

Disadvantages:

  • It is reported to not be ideal for high volume data.

Ready to Unlock the Power of an Integrated Phone System?

Now that we've reviewed the best integrated phone systems that are available on the market today, you should have a better understanding of what an integrated phone system is and why you might want to consider one for your business.

To sum it up, an integrated phone system can help streamline communication, boost employee productivity, and make it easy to collaborate with remote team members. In essence, integrated phone systems are a powerful way to upgrade your communications infrastructure and save costs. Plus, it's easier than ever to find a system that meets your specific needs and budget.

We hope that this article could provide you with the information you need to choose a system that is right for your business. As always, don't miss out on the possibility to test-drive your favorite solutions and demand a demo to experience everything firsthand and get all of your questions answered. Happy browsing and testing!