Buying guide for best office phones
In a society filled with smartphones, it may seem like telephone hardware on a desk is unnecessary. However, for certain types of businesses and office settings, a smartphone can’t do it all. The smartphone is a valuable tool, but it doesn’t have every feature businesses may need.
Office phones are the answer. This type of phone is connected to the system with a wire. It doesn’t have the freedom of a smartphone, but for a busy office environment, it is a must-have piece of hardware.
Key considerations
Two primary types of office phones are available: the traditional phone line and the VoIP phone system.
Traditional phone line
If you receive your phone signal through a line from a telephone company, a traditional office phone works nicely.
If you have multiple phones in the office, you’ll need some sort of phone hardware system. This allows the office phones to connect to the public telephone network. The phone network is able to handle multiple ingoing and outgoing calls simultaneously. PBX is a common type of system for this purpose.
For those who need to handle only one call at a time, a phone hardware system is not needed. Your office phone can connect directly to the incoming phone line and manage the low volume of calls.
VoIP phone system
A VoIP system sends and receives calls over an internet connection. You do not need to be connected to a traditional phone line for this type of service.
With a VoIP system, you can use the VoIP-enabled office phone to manage your incoming and outgoing calls. This gives small businesses the ability to simulate many of the features of a more complex PBX for a lower price than a PBX system.
We look for office phones with premium build quality and a straightforward control system that adds a professional air to small businesses while providing convenient functionality.
We give special consideration to advanced office phones with versatile features, such as a powerful integrated operating system and a touchscreen.
Overall call quality and volume are of prime importance when we are determining which office phones to research and recommend.
The best high-end office phones we evaluate offer multiple types of connectivity and allow the user to move between calls on different platforms.
An important part of our research is exploring what additional hardware, if any, may be needed to make a new office phone work alongside other phones.
In the interest of system compatibility, we note whether each office phone uses VoiP or traditional telephone service.
Some of the best office phones we review have easy-to-use intercoms and high-definition webcams for one-touch videoconferencing.
We give high marks to premium office phones that allow users to switch between using a handset, a long-range cordless phone, and even Bluetooth headphones.
We pay close attention to office phone features such as speed dial and voice mail, noting how easy these functions are to use.
If you need to network a large office, ease of configuration is key. We take note of which office phones would be easiest to configure in such a scenario.
Office phone features
Here are some key office phone features you may need for your home office or mid-sized business.
Auto attendant
The auto attendant feature routes calls and can keep an inbound call on hold until someone can answer it. The auto attendant can greet inbound callers, too. Some auto attendants play hold music or a hold message.
Conference call
If you sometimes need multiple people to participate on a call, the conference call feature works well. It has a high-quality speaker and a microphone to pick up sounds from the room while maintaining a clear audio signal.
LCD screen
The display screen on an office phone provides caller ID information along with other system alert information. Display screens on office phones vary in size and the number of characters they can show at one time.
Speed dial
An office phone with speed dial provides a significant advantage. Phones can contain anywhere from 10 to 40 individual speed dial buttons.
Voicemail
For a call that cannot be answered, you’ll want a voicemail option. Giving customers the ability to leave a voicemail can help your business.
Did you know?
Some office phones have a battery backup feature that ensures you don’t lose your ability to make and receive calls if your location loses power.
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Office phone prices
Office phones are not overly expensive. Even phones that have quite a few features can be purchased for a reasonable price … especially when compared to the price of the latest smartphones.
Inexpensive office phones are simple pieces of hardware. If you just want a phone with no advanced call-management features, you can find one for as little as $10 to $25.
Mid-range phones have multiple telephony features. They’ll have hold and transfer buttons. You’ll be able to save common extension numbers that are accessible at the press of one button through speed dial. Often, there is a display screen for caller ID and for status updates. These office phones cost $25 to $75.
For a high-end office phone, you could pay anywhere from $75 to $250. These phones can handle multiple lines at one time. They can also use an auto-answer feature to route calls or record voicemails.
Office phone acronyms and terms
As you compare office phones, it helps to be familiar with the acronyms and terms associated with these products.
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Cloud: A cloud phone system uses VoIP technology, but the system hardware is in the cloud. The word cloud simply refers to the fact that the system is stored and operated offsite. You’ll still have your office phone hardware, but the rest of the system hardware is located elsewhere.
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KSU: Short for key services unit, KSU is a technology built into an office phone that allows it to handle multiple lines and communicate with other extensions. It’s a must-have feature for offices with more than 10 but fewer than 50 employees. KSU requires a traditional landline from the phone company.
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PBX: Short for private branch exchange, PBX is a phone management system made for mid-to-large size offices of more than 50 employees. PBX-compatible office phones have multiple telephony features for managing a heavy volume of calls. PBX requires a phone line from the phone company.
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VoIP: Short for voice over internet protocol, VoIP phones don’t use a traditional phone line. Instead, they connect to a computer network and receive and send calls over broadband internet. The VoIP-compatible office telephone will look like a standard piece of phone hardware. However, it has an adapter, so it will work over an internet connection instead of a traditional phone line.
FAQ
Q. How do I know if the office phone I choose will work with my phone system?
A. Before purchasing an office phone, it’s important to understand what type of phone system you have in the office. If you work in a home office or a business with a few people, nearly any office phone would work. However, if you work in a business with 10 or more people, it probably has a particular type of phone call management system. You will need a phone that is compatible with whatever system is in use.
Q. Do office phones have the ability to create automated answering?
A. Some office phones have an auto attendant feature to answer all incoming calls. This is a nice option when you don’t want to miss any calls. Depending on the phone’s features, the auto attendant may be able to route calls to certain extensions or to record voice messages. As an added benefit, with an auto answer attendant, a small business will seem larger to the caller.
Q. What are some must-have features in an office phone?
A. You may appreciate having a headset jack in the phone, as it gives you a hands-free option for answering calls. Speakerphone capabilities are nice, too, since multiple people can join a call that way. If you frequently forward calls to other extensions, dedicated speed dial buttons are helpful. We also like a battery backup option, which allows you to continue a call during a power outage.
Q. Do I need an office phone that can handle multiple incoming lines?
A. Some office phones can handle handle three, four, or even more incoming phone lines at once. This is a nice feature for a growing small office, as it ensures you don’t miss any incoming calls. Other office phones only need one phone line at a time, which saves you money on your phone bill. Evaluate how busy your office is to determine how many lines your office phone needs.
