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A reliable office phone system helps you communicate seamlessly as you go about your business. The problem is, either you don’t have a dedicated office phone system, or the one you do have is working poorly. Well, that ends here.
Through hours of research and side-by-side comparison across a number of features, we’ve come upon the best office phone system for most businesses. Nextiva stands out as the best for most businesses because it comes packed with a ton of features and has some of the best customer support to offer.
The Best Office Phone System for Most
It doesn’t matter if you’re an up-and-coming startup or you’re an established business juggling several business departments, Nextiva ensures you’re getting the array of calling features you need to stay in touch with the people that matter most.
Nextiva’s top-rated cloud phone system offers crystal clear call quality and is easy enough to personalize to your liking. It’s a star player as far as cost, reliability, and features go. Nextiva One also makes it easy to manage all your calls and sales processes from one place with its intuitive dashboard. Below, I go deeper into some of Nextiva’s best features as an office phone system solution.
The Best Office Phone System Options to Consider
- Nextiva – Best for most
- RingCentral – The best for easy onboarding
- Grasshopper – Best for solopreneurs
- Dialpad – Best for AI calling features
- GoToConnect – Best for contact centers
When It Makes Sense to Invest Into An Office Phone System
Every business needs a phone system to operate well. This is especially true the bigger your business grows. You’ll want to ensure you’re getting the best office phone system possible so as to not slow down your day-to-day operations.
Once you’ve taken a closer look, there are plenty of extra features that some higher-tier phone service providers offer that can include built-in conference calling features, call analytics and recording, advanced call management options, and plenty of automations.
These can be useful whether you’re a small team in the double digits or you’re a rapidly growing startup. Not to mention, having a phone system in place you can rely on doesn’t only help you manage your inbound and outbound communication, it also sets you apart professionally.
Sure, you can start off receiving customer phone calls to your personal cell phone. But when calls start becoming an important part of your day-to-day operations, you’ll want to start looking into a reliable phone system that’ll make running your business a smooth as butter process.
#1 – Nextiva — The Best for Most
When Nextiva says they’re “the best way to communicate with everyone” they aren’t saying that lightly.
For one, AI is becoming a larger part of how companies do business these days, and Nextiva wholly embraces this by offering AI features that manage your inflow of calls through automations that reduce hold times and can ultimately save you money in more ways than one.
However, Nextiva’s strong suit is its well-rounded array of features at an affordable price point for businesses both small and large. Regardless of your size, the inability to communicate clearly and efficiently with your customers damages your reputation, and ultimately, your bottom line.
Nextiva’s all-in-one approach to phone systems means you can both make crystal clear VoIP phone calls, receive conference calls with ease, and tend to calls on the go with the app that turns your cell phone into a walking all-in-one calling solution.
And all of this comes at a competitive price point.
- Essential – $18.95 per month per user
- Professional – $22.95 per month per user
- Enterprise – $32.95 per month per user
- Ultimate – $57.95 per month per user
The sweet spot is the Enterprise tier where you get everything in the Professional tier plus unlimited call recording, conference calling, and extended integrations with the top CRM solutions in the industry. Here’s a closer look at what each tier offers.
Notice these prices are for the 20-99 team member range. You’ll want to visit Nextiva’s pricing page to play around with the meter and check out each specific price point according to the number of users you plan on onboarding.
Get started with Nextiva here.
#2 – RingCentral — The Best for Easy Onboarding
RingCentral is widely recognized as one of the top communications providers in the game. I wouldn’t be surprised if this is largely because of how easy it is to use and onboard your whole team.
RingCentral walks you through the physical setup of your phone right along with the settings you’ll want to configure for every one of your employees. Not only that, they don’t charge you any extra fees for this, as long as it’s a setup for two or more users.
Of course, as you onboard yourself and your team, you can always take advantage of RingCentral University, RingCentral’s hub built for learning and filled with helpful webinars, catalogs, guides, and videos you can watch at your leisure.
For on-the-go usage on your phone, it’s as easy as downloading the app, opening your account, configuring your features, and then you can intuitively start making video and audio conferences, or sending text messages.
RingCentral offers a wide range of pricing tiers.
Here is how each tier breaks down in the 2-20 user range. If you need to onboard anything over that, you won’t have access to the Essential tier. If you’re a team of one and need an office phone system for a solopreneur, your most affordable Essentials tier starts off at $29.99.
- Essentials – $19.99 per user per month
- Standard – $24.99 per user per month
- Premium – $34.99 per user per month
- Ultimate – $49.99 per user per month
Get started with RingCentral and try out its demo today.
#3 – Grasshopper — The Best for Solopreneurs
If you’re a solopreneur, you’ll want to take advantage of Grasshopper for all your calling needs. It’s a straightforward phone system that adds a business line to your personal phone so you keep two separate lines.
Once installed, you can use it to do business from anywhere with professional business features like call handling, custom greetings, extensions, and a customized voicemail.
Getting started with Grasshopper is easy. Once you select a number and choose your plan, you can download the app, whether for Android or iOS, and then link it to your existing number to start making phone calls and sending texts immediately.
No doubt Grasshopper is a fast and convenient solution for a solopreneur that wants to step up their call attendance game without diving into a full-blown office phone system. Its prices reflect that too.
- Solo – $26 a month
- Partner – $44 a month
- Small Business – $80 a month
Ready to get started with Grasshopper? Do so here.
#4 – Dialpad — The Best for AI Calling Features
Dialpad is a solid calling, conferencing, and contact center solution. But, besides that, it leans on the power of AI, or Vi as they call it, to create a more human automated experience.
Through speech recognition, natural language processing, and real-time coaching Dialpad refines its AI features to better serve your customer calling experience. It aggregates information through conversations. This way it can intelligently set updates or create to-do lists for you.
Dialpad is a great option for call center businesses that need a special focus on delivering a stellar customer experience every time.
Dialpad’s VI features are available in all three paid plans:
- Standard – $14 per user per month billed annually
- Pro – $25 per user per month billed annually
- Enterprise – Contact them to get a quote
Ready to try Dialpad? Sign up for a free 14-day trial in the tier of your choice here.
#5 – GoToConnect — The Best for Contact Centers
Running a contact center and need a reliable office phone system? GoToConnect is an option worth considering. GoToConnect makes it easy to track your customer interactions and is easy to deploy.
Unlike other phone systems that can take up to a month to get fully up and running, GoToConnect can have you up and running smoothly in as little as a day depending on what you need.
Agents can easily use intuitive dashboards to get real time updates, collaborate with co-workers, and take advantage of GoToConnect’s integrations with any other management systems you’re already using.
All of GoToConnect’s plans come with unlimited extensions, local and toll-free numbers, team messaging, and audio conferencing:
- Basic – $19 per user a month billed annually
- Standard – $23 per user a month billed annually
- Premium – $36 per user a month billed annually
GoToConnect’s prices at the 11-20 user tier are pretty affordable. This means you’ll end up saving money in the long run in terms of monthly expenses.
Its most popular Standard tier, at $23 per user per month, gives you access to auto-attendants, call queues, and ring groups.
Methodology for Choosing the Best Office Phone System
I have to admit, there are a ton of different phone system options out there. Each of them come with their own set of strengths and weaknesses. Choosing the best one comes down to getting clear on the features that are non-negotiables for your business vs. the ones that are ultimately nice-to-haves.
From there, you can approach the shopping process with a bit more ease. Here are some of the things we looked at to narrow down the top phone solutions on our list. Use it to guide your own decision-making process.
With the cloud and the widespread use of VoIP, your phone system is bound to be taking care of multiple things at once. When something goes wrong or things aren’t configured just so, you’ll want to be able to turn to reliable customer support.
Providers like Nextiva have made it a point to not only offer great onboarding support but ongoing support as well. It also makes sure to equip your team with product guides and webinars you can watch on-demand.
For lots of phone system providers, the level of dedicated support increases the higher the pricing tier you choose to go with. While fancy extras like AI or advanced CRM features can be amazing perks to have at your disposal, don’t underestimate the importance of being able to get high-quality support when you need it the most.
The last thing you want is to be stuck with dropped calls, unattended calls, or disgruntled customers without a solution within your reach.
VoIP or Landline
While a VoIP cloud calling system is becoming the norm as more businesses adopt it, there’s still the option of going with a landline solution. In the end, errors like dropped calls or less than stellar call quality can happen with either solution.
Over time, VoIP services have gotten better and more reliable across the board. Though, with a VoIP solution, you’ll also have to ensure and budget for a high speed internet connection with enough bandwidth to cover the volume of calls you manage.
Right along with the VoIP or landline question, you’ll want to think about whether you prefer to use an app solution to turn desktops into functional phones or if you’ll want to invest in phone calling hardware. Lots of top phone system providers offer either option, though some more reliably and cost-effectively than others.
Sometimes, face-to-face calls offer better outcomes. Regardless of who the stakeholders are, if you manage a high volume of video conference calls, the last thing you want is a dropped connection in the middle of a high stakes exchange.
Some phone calling solutions will offer conference calling options capped by the number of users. For example, Nextiva’s Professional plan offers unlimited conference calls for up to 40 people and unlimited video conferencing calls for up to a whopping 250 participants.
If a conference calling solution is a must-have, you’ll want to pay close attention to the amount of calls you’ll be allowed to make or what the participant limits are. With any limits you come up against, calling solutions will usually let you increase the limit for a fee.
If you think that’ll be the case for you, it’s worth checking out what fees are for limit increases. It might turn out that you’re better off with a lower-priced tier and you can simply rely on paying a fee for the occasional limit increase.
It also won’t hurt to check if the provider you’re considering offers conference calling hardware that’s already compatible with its systems. Having plenty of conference calling leeway in case you need it is a nice way to stay prepared and have a bit more peace of mind.
If you’ve made it this far, you know you have plenty of office phone system options. Now, the best office phone system for most businesses? Our recommendation is Nextiva, because of how feature-rich and affordable it is.
Now, you’ll still want to do your due diligence in comparing and contrasting your options once you whittle them down to your top two to three choices.
Remember, one of the best ways to truly get a feel for what using any tool will be like is to take advantage of free trials, free plans, or demos. We hope this guide was useful in helping you determine the most viable option for your business.