10 Signs You Need a New Phone System

by | Aug 17, 2023

Nearly everyone has access to a phone. While written text is suitable for many things, talking with your voice feels more personal, allows for better expression, and makes it easier to have a back-and-forth conversation. Due to that, after finding a business online, 60% of customers prefer calling directly. Another 30% start with an email or contact form, which may later lead to a phone call anyway. That makes an effective phone system key to any successful organization.

Yet, it’s easy to take phone technology for granted. Landlines have been around for over 140 years, while cell phones and smartphones have become massively popular over the last 30 years. People just expect phones to work and don’t put much thought into why it works or what more a phone system can offer. Outdated phone systems can also create some less obvious problems, such as calls not coming through or hackers listening in on conversations where personal data may be shared.

While it’s easy to think, “If it ain’t broke, don’t fix it,” some things may be broken in ways that only show up after a disaster. That’s why every business should take their phone systems seriously to ensure they’re not only getting the most out of them but they stay safe from cyber threats. This week, we’re reviewing 10 signs you need a new phone system.

1. Bad Connections & Poor Call Quality

Are you facing numerous dropped calls or dealing with unclear voice quality? These are signs of a bad connection and suggest that your phone system may not be up to modern standards. Upgrading to one that ensures a stable connection and high-definition audio quality can improve communication and strengthen a business’s online presence.

2. Lack of Phone System Scalability

If you find that adding new lines or features becomes a massive task, it shows the current system is too rigid and may cost staff valuable time. Upgrading to a more scalable phone system will make adding and removing users easier, along with keeping lines interconnected for forwarding. That makes it simpler to adapt to a business’s changing needs.

3. Not Compatible With Other Systems

A well-integrated phone system will work with email, analytics, online calendars, and task automation. However, not all of them are compatible with extra features. If your system lacks this integration, it could lead to additional work and less data for making informed decisions. An upgrade can streamline these processes, increasing efficiency and productivity across your workforce that regularly makes phone calls.

4. Unfriendly User Interface

Even if calls and other key features technically work, not all of them are very user-friendly. This topic is one that’s best discussed with those who use the phone the most regularly. A high learning curve, complicated processes for simple tasks, or general frustration with how it works are all signs that it might be time for a new phone system.

5. Lacking Security Measures

Unauthorized access and data breaches are ongoing concerns for many businesses. However, that doesn’t just apply to getting a computer hacked. It can also impact phone systems, meaning a lack of cybersecurity can increase risks. An updated system provides enhanced measures like firewalls, intrusion detection (IDS), and end-to-end encryption, ensuring that sensitive information remains confidential.

6. Limited Accessibility and Mobility Features

Today’s work environments require flexibility, meaning teams should be able to communicate from anywhere. If an existing system lacks remote access capabilities, it’s worth considering other options. Many phone systems support mobile applications, allowing seamless communication in the office, on the road, or at home.

7. Old Phone System Technology

While some older phone systems may still handle calls just fine, they may lack many modern productivity features. That can limit a company’s potential and reduce the quality of service to customers. If it’s not urgent to replace old technology that still works fine, businesses should always be looking at ways to improve the tools provided to staff.

8. Non-Responsive Vendor

Lingering issues and poor customer service suggest the vendor likely has other problems, which can lead to a decline in product quality and services. If the phone system vendor stops responding or isn’t helping with reported issues, it’s a clear sign that it’s time to consider other options.

9. No Call Analytics

Call analytics can better understand customer behavior, call patterns, and staff performance. A lack of these insights can make decision-making more complex and less effective, holding a business back. Many modern phone systems track data like call volume, conversion rates, location, queue statistics, compliance monitoring, satisfaction surveys, and more.

10. Compliance Issues

Industries with compliance guidelines for handling call data often require extra tools to manage it effectively. For example, HIPAA compliance requires encryption, access controls, patient consent, data security, and more to protect patients. Phone systems that are unable to meet those requirements need to be upgraded. Otherwise, a business will be open to legal risks and fines.

Don’t Ignore the Signs of Needing a New Phone System

Recognizing these signs and acting on them will help keep any business competitive. Even if the old system still works, it may be wasting valuable employee time if it doesn’t provide the features your business needs. That’s why 80% of employees say voice chat beats written communication for many tasks. Customers also want quick access to a live person, and many may move on rather than wait days for an email response.

Like with any technology, making smart upfront purchases can boost your productivity and profits in the long run. That makes quality phone systems essential to any successful business. The older the current system is, the more value there is from getting a new one.

If you’ve experienced some of these signs, it might be time for an upgrade. For help with a new phone system, reach out via our contact form or call us at +1 (800) 297-8293

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