Upgrading Your Office Phone System: Does it (Really) Save You Money?

Upgrading Your Office Phone System Does it Really Save You Money

Did you know that when you upgrade to a VoIP phone system you’ll have 60% fewer security incidents compared to those stored on traditional servers? When it comes time to upgrade your office phone system, there are a lot of factors to consider.

How much money will the new system save you in the long run? Will it be more efficient and productive for your employees? And most importantly, is the new system actually worth the investment?

We’re going to take a look at some of the benefits of upgrading your office phone system and help you determine whether or not it’s the right decision for your business. Still interested in learning more? Keep reading.

Upgrading Your Office Phone System Does it Really Save You Money

What Exactly Makes a VoIP Cheaper?

The answer is a variety of factors. To start, the technology is vastly cheaper to maintain and operate than traditional phone systems. For businesses, this usually means a reduction in overhead costs each month.

VoIP providers usually offer contracts as well. Contracts that last longer will equal lower monthly rates. This is one of the things that make the service so affordable.

Additionally, many VoIP packages offer unlimited calling plans that can save your business money in the long run.

In short, upgrading your office phone system can save you money, improve efficiency, and increase productivity. The thing is, when comparing a VoIP system to other, more traditional systems, the VoIP option is cheaper and has more features.

If you’re considering making the switch, be sure to work with an experienced provider like MetroData Systems to ensure a smooth transition.

The Types of Systems

The business phone system market is more competitive than ever. With so many different system options, multiple features, and complete differences from more traditional models, it can be difficult to determine how much of an investment you’ll see.

The thing is, when making a decision about your communications tools, you have to think about the long-term benefits. The return on your investment will show the most in your long-term usage. There are different drivers to the savings that you can expect to see.

One factor to keep in mind is the type of system you decide to migrate over to. You also need to consider what type of phone you decide to go with. So, let’s compare systems to get a better understanding of what’s often found on the market and how much you are likely to save.

There are four main types of business phone systems:

  • Traditional PBX
  • Hosted PBX
  • VoIP
  • Unified Communications

Each system has its own set of pros and cons. The thing is though, a VoIP system will often save you the most money in the long run. It will also often give you the most flexibility with your business.

The right VoIP system for your business will depend on a variety of factors including size, budget, and needs. Let’s take a closer look at each type of business phone system to see the differences:

Traditional PBX

A traditional PBX system is an on-premises phone system that is installed in your office. This system requires a dedicated server and can be expensive to set up and maintain. However, traditional PBX systems are very reliable.

However, they do offer room for improvement for those that need more flexibility.

Hosted PBX

A hosted PBX system is a cloud-based phone system that is hosted by a third-party provider. This system is easy to set up and manage, and it doesn’t require any hardware or software installation. Hosted PBX Systems are also very affordable, and they offer multiple features.


VoIP stands for Voice over Internet Protocol, and it is a type of phone system that uses the internet to transmit calls. VoIP systems are very affordable as well.

The great thing about this option is its versatility. They are one of the most popular options among professionals as well.

You can adapt its usage to almost any application. Additionally, you can expand your work team, and integrate your systems from just about anywhere.

Unified Communications

Unified Communications (UC) is a type of phone system that combines voice, video, and data communications into a single platform. UC systems offer a wide range of features, and they are perfect for businesses that need to manage multiple communications channels.

The Initial Cost of Upgrading to a New Phone System

The upfront cost of upgrading to a new phone system is usually cheaper than the cost of maintaining an older system. Additionally, many business phone systems offer free or discounted installation rates. Oftentimes a typical cost could be around $100-$200 per phone.

Monthly Operating and Maintenance Costs

Older business phone systems require expensive monthly operating and maintenance costs. In contrast, newer business phone systems have lower monthly operating and maintenance costs.

Unlimited Calling Plans

With a VoIP system, your business can take advantage of unlimited calling plans that can save you money in the long run.

Phone System Features

Many business phone systems come with features that might not be available with older systems, such as conference calling, voice mail, and caller ID. These features can save your business time and money. This is especially true when working with different phones that are suited for different things.

Having tailored systems can be beneficial for businesses in that they are getting the most from their investment, by having the capabilities their business requires them to have.

How Does Upgrading Work?

The process for upgrading your office phone system is quite easy. For example, if you use a company like Metro Data Systems, you have multiple options that you can upgrade to.

Most of their models are dedicated to different forms of business. For example, their best-selling model is the Polycom VVX 601 VOIP, Which is a premium option for a business media phone.

This particular option delivers the best-in-class desktop productivity of any corporate executive or manager. Additionally, they have other options as well. They have an option that is best suited for entry-level business employees which is great for cubicle-style settings.

Overall, this option is a great example of models specifically made for certain functions. It essentially helps to improve communication within a workplace. They also have a model that is specifically catered to powering executive users’ options.

This particular option has pristine functionality and is meant for high-level business needs. This is a great option for an executive the switches between single calls, conference calls, and sends voice messages. If that wasn’t enough, they also offer a model that is ideal for professionals that consistently multitask.

That particular model is meant for groups of administrators or receptionists who might require having multi-call management resources. These are all great examples to show how an upgrade can benefit a company.
With specific solutions dedicated to certain workflows and departments, you can customize any communications package.

How Does A VoIP Phone System Work?

A VoIP phone system works by transmitting voice data over the internet. This means that you can use your computer, phone, or tablet to make calls, regardless of your location.

In addition, VoIP phone systems offer a number of features that aren’t available with traditional phone systems, such as conference calling and voice mail.

What Is the Difference Between A Hosted And Premise-Based VoIP system?

A hosted VoIP system is a cloud-based system that’s hosted by a provider. This means that your business doesn’t need to purchase any equipment or software.

A premise-based VoIP system is a system that’s installed on your business’s premises. This means that you will need to purchase the equipment and software necessary to run the system.

What Will Your Return On Your Investment Look Like?

Overall, VoIP has the ability to route calls through SIP trunks. This means that they drive to savings through the actual cost of your phone line. Additionally, many companies will see significant savings in different areas.

Those savings could be the telephone line cost themselves as we mentioned or being able to accommodate remote workers. Doing this will allow your business to expand its ability to offer its services across different areas. Being able to accommodate remote employees is another huge benefit as well.

Companies will be able to do even more than expand their hiring options. They will also be able to broaden their scope of work and build their teams. The simple solutions that a VoIP upgrade can offer can often change the ways companies do business right after the migration.

This is a good thing for businesses that look to evolve with technology and save money. You have to also think about how you will have the benefit of using voicemail to email. That particular feature sends voicemail messages to an email inbox.

This gives companies a lot of room when it comes to communications because email is one of the most used ways of communication within companies.

Additional Benefits That You’ll Notice

Conference bridging is another benefit that will show within a significant ROI as well. Many VoIP systems offer large conference bridges. Oftentimes this comes with packages that companies offer.

The good thing about this is, it could eliminate conference fee costs that companies could incur. Additionally, you could receive enhanced service options. The same goes for accessibility for any webinars or conferences you want to host.

The thing is, you will have more functionality within one device and all at lower prices, with simple integration solutions. VoIP systems give you the option to send text messages from the system we well.

Due to features like this, many companies will immediately see a reduction in maintenance costs. As we mentioned, the transition from a traditional system to a cloud-based system will be different, but it will be rewarding.

As technology continues to advance, phone systems will only become more streamlined, modern, and smart. As we move with new phases of technology, companies can see an immediate return in investment, a reduction in not only initial cost compared to traditional options, but maintenance costs, and the prolonged price will be lower as well.

Benefits That Make It Worth It

Let’s take a look at some of the benefits of upgrading to a new system:

Saves Money

The most obvious benefit of upgrading your office phone system is that it can save you money. By switching to a cloud-based system, or even by upgrading your traditional PBX system, you can see a significant reduction in your phone bill.

In addition, many business phone systems offer features that can help you save money, such as call forwarding and caller ID.

Improves Efficiency

Another benefit of upgrading your office phone system is that it can improve the efficiency of your business. These systems can provide features that make it easier for employees to stay connected, such as conference calling and voicemail.

A new business phone system can help you keep track of customer calls and manage your contact list in a more effective way.

Increases Productivity

A business phone system can also increase the productivity of your employees by giving them the tools they need to work in more efficient ways.

For example, a UC system can allow employees to access their voicemails, faxes, and email from a single platform. An office phone system can provide employees with the ability to make calls from their computer or mobile device.

Upgrade Your Tele-Communications and See A Change

Are you ready to get more out of your phone system by upgrading? Reach out to our experts at MetroData Systems and we can help you make the most of your investment.

Upgrading your office phone system can save you a lot of money in the long run, and our team is here to help make that process as smooth as possible.
We build bridges for companies to make the transition to the cloud, which not only saves your company money but also boosts productivity rates and increases efficiency across the board.

Contact us today and let us show you how upgrading your office phone system can benefit your business!