5 Tips To Get Started On A Business Phone System Replacement In 2025!

Here’s what you need to know if you want a new business phone system in 2025!

VoIP business phone systems are helping remote working everywhere!

There’s no denying how an aging phone system can put a significant damper on your business operations, and the vast majority of today’s businesses with outdated phone systems experience all sorts of productivity issues.

Common business phone system issues include things like:

  • Dropped calls
  • Frequent hardware malfunctions
  • Unreliable connectivity
  • Poor sound quality
  • Frustrated clients/employees

And even if your older phone system seems to be working fine, the odds are that it’s lacking in terms of today’s tech-savvy features like call conferencing, call routine, CRM integration, and other communication efficiencies. Outdated phone systems are also increasingly more prone to high-maintenance costs and cybersecurity threats.

And as telecom technology only continues to advance in 2025, aging business phone systems will only experience an increasingly more amount of compatibility issues that make it difficult to adapt and scale your team’s operations.

All of us at Data Talk understand why countless businesses are considering phone system replacements this year, and our team is here to make these telecom transitions as easy and as affordable as possible.

Below we’ll be detailing 5 essential tips to help you get started on your business phone system replacement this year!

Step #1: Deciding Your Company’s Telecom Feature Requirements

Today’s modern phone systems offer a wide variety of incredible features that are specifically designed to boost your team’s communication strategies. This is why one of the first things that business leaders need to do before making these telecom transitions is distinguish which features are must-haves and which are nice-to-haves.

Some features like hot desking are great for remote work teams, and intra-office mobility solutions are great for team members who want to move around the office without losing any call quality.

There are also many other remote teleworking capabilities that are important for countless businesses, which are often powered by Cloud solutions and other mobile integrations. Some other essential telecom features include:

  • Auto attendant
  • Automatic call distribution
  • Directory services
  • Unified Communications
  • Find Me/Follow Me

Be sure to ask your team for feedback about your current phone system, as well as what features they’d like to utilize going forward. This type of input will undoubtedly go a long way in helping you determine what your unique business phone system needs are.

Step #2: Carry Out A Comprehensive Tech Audit

It’s also important for businesses to conduct a thorough technical audit prior to upgrading their phone system. The Data Talk experts can assist with these audits, which will entail comprehensive assessments of your personal computing components, servers, network hardware, and any existing service providers.

Although switching to a business phone system that’s operated by Data Talk will often entail a seamless overhaul and system upgrade, there could potentially be some bottlenecks or redundancies that could impact your new system’s performance.

This is why we’ll always examine your existing network infrastructure as we prepare your new VoIP services. And if your existing network isn’t too outdated, it’ll likely be ready for a VoIP transition.

By reviewing the general relevancy of your existing phone system, you can better understand how your new system will align with your company’s long-term goals.

Step #3: Balancing Long-Term Value & Telecom Budget

Your company’s telecom budget will also play a huge role while you’re initially selecting your new phone system. The odds are that your outlook toward telecom expenses is essentially operating costs or capital expenditures.

What’s great about today’s Cloud solutions is that they offer minimal upfront costs that come with predictable monthly fees. This gives businesses of all sizes a lot more flexibility with their telecom expenses.

And what really sets Data Talk’s hosted telecom solutions apart from other similar counterparts is that we’ll help you strike the perfect balance between your immediate affordability and long-term system value. This mean that you’ll maintain the affordability of your new system, while also prioritizing essential factors like your team’s productivity and customer satisfaction!

Step #4: Selecting Your Ideal System Infrastructure & Model

There are three primary business phone system models that you’ll have to choose between, including on-premises, Cloud-based and hybrid phone systems.

Here are some basic details about each popular option:

  • On-Premises Phone System: These systems are great for businesses that prefer to have full control over their infrastructure. It’s housed and maintained by your own IT staff, and on-premises systems are known for providing high security levels and being good options for call centers and other businesses with high outgoing call levels.
  • Cloud Phone System: This system utilizes the internet to deliver and receive calls, reduce telecom costs, and provide tech support needs. Cloud systems truly are the future of the industry due to their incredible flexibility and scalability, which is why they’re considered to be the perfect option for growing businesses with remote workers or multiple locations.
  • Hybrid Phone System: This type of business phone system provides the best of both telecom worlds, because it utilizes traditional lines for local calls and Cloud technology for international and long-distance calls. Hybrid systems provide an unparalleled amount of cost savings, control and scalability, which makes them a versatile option for countless businesses.

Step #5: Implement & Train Your Team For An Easy Transition

Once you’ve chosen your next business phone system, it’ll then be time to begin the transition process. The first thing that business leaders will need to do is notify their team about upcoming telecom changes, and let them know that they’ll receive expert support and training from the Data Talk experts.

Our specialists will then establish a test network that allows you to identify any lingering issues before your full rollout. As we allow you and your team some time to get used to your new system, we’ll also provide comprehensive training opportunities just in case extra help is needed.

Contact The Data Talk Team To Help You Select Your Next Business Phone System!

Finding the perfect phone system to match your company’s unique needs involves:

  • Understanding your team’s specific telecom needs
  • Carrying out a comprehensive tech audit
  • Balancing your team’s budget & long-term system value
  • Choosing your perfect infrastructure

And when you carefully plan and implement these types of telecom transitions, you’ll be able to unlock your company’s full potential and see tangible growth throughout 2025 and beyond!

Here at Data Talk, we understand how these investments are a lot easier said than done for most business teams. This is why our experienced industry specialists are here to answer your questions and work directly with you as you figure out which solutions match your company’s needs.

Reach out to us online or give us a call at 614-784-7100 to get in touch with our team today and learn more about how we can support your next phone system transition!