Guide to purchase a new biased phone system explained for beginners

Although there are a bunch of phone systems offering businesses a diverse range of mobile tools, collaboration, and video calling tools, the decision still lies with you.

The questions you need to ask before picking out a business phone system are as follows:

• What type of system do you prefer?
• Is it going to be virtual, VoIP or landline?
• Where do you want the equipment to be hosted?
• Is it in the cloud or on-premises?

This blog will walk you (Business owners) through a step-by-step process and serve as a guide to purchasing a new phone system.

It’s 2021, and if you want to stay relevant in the business phone system market, below are the questions you need to ask and get the right solution.

1. If you have VoIP in your mind for NBN migration, do you like to have service providers host it for you, i.e cloud-based?

Or do you prefer to go on-premises, i.e house the system at your business?

1. Do you seek a full-fledged phone system consisting of physical desk telephones? Or a virtual phone service relying on mobile devices?
2. If you have already made up your mind about a desk telephone, what type of service do you want?

Will a Voice over Internet Protocol (VoIP) system running over the internet work for you, or do you like to have conventional landline telephone service offered by regional or local phone companies?

If you can grab enough clarity after answering the above questions, you can head over to our website, and our experts will help you out.

If you are still stuck in a dilemma, then we will help you weigh the pros and cons of a diverse range of phone systems.

How to Buy a New House Phone System: A Beginner’s Guide

When it comes to choosing the right phone system for your business, the options can feel a little overwhelming. From mobile tools and video calling to full-scale collaboration features, there’s a lot on offer, but the decision is ultimately yours.

To help simplify things, here are the key questions you need to ask before committing to a system:

• What kind of phone system do you prefer, virtual, VoIP or traditional landline?
  
• Do you want the equipment hosted in the cloud or on-premises?
  
• Will your team be using desk phones or mobile devices?
  

This beginner-friendly guide will walk you through the decision-making process and help you confidently purchase a new house phone system that fits your business.

Stay Relevant in 2025 and Beyond

As businesses transition to NBN and cloud-based services, selecting the right system becomes even more critical.

• Are you leaning towards a VoIP system for your NBN migration?
• Would you prefer your provider to host it in the cloud, or are you more comfortable with an on-premises setup?
• Have you already decided on using physical desk phones? 

If so, will a Voice over Internet Protocol (VoIP) solution be right for you, or do you prefer a traditional landline offered by a local provider?

Once you’ve answered these questions, feel free to contact our team at Telco ICT; we’re here to help. If you’re still unsure, don’t worry. We’ll guide you through the pros and cons of each type of new house phone setup available in today’s market.

1. Landline Systems (PSTN/Analogue)

Landlines, also known as Public Switched Telephone Networks (PSTN), rely on copper wiring and require on-premise hardware like a PABX. This setup creates multiple extensions and offers features like call transfers and directories.

Pros:

• Reliable and easy to use.
  

Cons:

• Becoming outdated due to NBN migration.
  
• Limited support from modern providers.
  
• Lacks future-ready features and updates.
  

Best for:

Businesses without access to high-speed internet.

2. On-Premises VoIP Systems

With an on-premises system, you host all the necessary hardware yourself. While this involves upfront costs, it gives you complete control.

Advantages:

• Fully customisable and maintained by your IT team.
  
• Rich features: call reporting, recording, etc.
  
• Own the system outright—no recurring subscription.
  
• Potential tax benefits from asset depreciation.
  

Disadvantages:

• High initial investment.
  
• Requires in-house technical expertise.
  

Best for:

Businesses with regulatory requirements, a strong IT team, and a preference for internal control.

3. Virtual Phone Systems

Ideal for solo business owners or remote teams, virtual systems route calls from a main business number to mobile or home phones.

Features include:

• Voicemail
  
• Call screening
  
• Online faxing
  
• Automated receptionists
  
• Toll-free numbers
  

Advantages:

• Remote access to professional features.
  
• Maintains a business image, even from home.
  

Disadvantages:

• Not a full-featured system.
  
• Calls may consume mobile/home phone minutes.
  

Best for:

Sole traders or businesses with remote employees.

4. Cloud-Based VoIP Systems

With cloud-based VoIP, you don’t worry about hardware maintenance. Your provider manages the PBX remotely, allowing quick setup and easy scalability.

Advantages:

• No hardware or dial-tone service needed.
  
• Fast access to new features.
  
• Simple setup from your computer.
  

Disadvantages:

• Limited control.
  
• Must rely on the provider for uptime and issue resolution.
  

Best for:

Growing businesses on a budget without an IT team. Great for multiple offices or flexible work setups.

 5. VoIP Phone Systems

VoIP systems use the internet rather than copper wires, offering high-end features once only available to large enterprises.

Advantages:

• Affordable.
  
• Easy to set up and configure.
  
• Includes call queues, voicemail-to-email, and softphone options.
  

Disadvantages:

• Not ideal if you have a slow or unstable internet connection.
  

Best for:

Small businesses and remote teams are seeking advanced features without the price tag of legacy systems.

Still Unsure Which Phone System Is Right for You?

Let’s go through a few FAQs to help you make the final decision.

• Do I need a new phone system to switch to the NBN?

You can use an IAD (Integrated Access Device) or an adaptor with your current phone system. But it’s best installed by a certified technician. At Telco ICT, our experts specialise in NBN-compatible setups, including 3CX, Avaya, Microsoft Teams, and Ericsson-LG.

• Can’t my employees just use mobiles?

Sure, but using mobiles without a virtual system compromises professionalism. Mobile lines lack features like call forwarding, hold music, voicemail to email, and screening. A phone system bridges that gap while maintaining your brand image.

• Is a phone system even necessary for my small business?

Yes. It adds credibility and streamlines communication, especially when customers are greeted by an automated receptionist. Even a simple virtual system can create a solid first impression.

• We’ve always used a landline. Can we keep using it?

While still functional, landlines are phasing out. They don’t offer software updates or new features, and often require difficult-to-access repairs. Transitioning now ensures you stay connected and compliant.

• How do I choose the best provider?

It depends on your needs, consider your internet speed, IT resources, and business size. Look for providers who offer robust features, responsive support, and strong uptime guarantees.

• I’m leaning towards the cloud. What should I keep in mind?

Uptime is critical. Choose a provider with multiple data centres and a guaranteed SLA (Service Level Agreement). Ask for their uptime stats before signing.

• Is VoIP as good as a landline?

Provided your internet connection is strong. Prioritise voice traffic on your network to ensure crystal-clear call quality.

Conclusion

Choosing the right phone system comes down to your goals, resources, and how you want your business to be perceived. Whether you’re upgrading for the NBN, working remotely, or just ready for a new house phone system, make sure you consider all the options before committing.

At Telco ICT, we’re here to guide you through the entire process. Reach out today, and let’s find the right solution for your business.