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Signs It's Time to Replace Your Business Phone System

Dropped calls, no mobile option, a PBX nobody can service. The signs, and what to look for next.

It is time to replace your business phone system when it drops calls, cannot follow people out of the office, costs a technician visit to change, is out of support, or punishes growth with per-line pricing. Most businesses wait a year or two longer than they should.

The signs

  • Calls drop or sound bad and the answer is always "reboot the system."
  • The PBX is out of support. The vendor is gone, parts are scarce, or the maintenance contract keeps rising.
  • Remote and hybrid staff cannot use it. Calls to the office number go to voicemail while the person is working from home.
  • Every change is a service call. Adding a user, changing the greeting, moving a desk.
  • No mobile app, no voicemail-to-email, no reporting. Features that are standard on cloud systems.
  • Copper lines are being retired by the carrier, or the bill for them keeps climbing.
  • A new location is coming and the current system cannot extend to it.
  • It is not compliant with E911 rules for direct 911 dialing, on-site notification and dispatchable location.

What to look for in a replacement

  • Platform fit. Microsoft Teams Phone if you are Microsoft-first with simple call flows; RingCentral for call-heavy or multi-site businesses. See RingCentral vs Microsoft Teams Phone.
  • A provider who checks your network first. Call quality problems are network problems.
  • Local support. Someone in Dallas-Fort Worth who can be on site, integrated with the team that already supports your IT.
  • Number porting handled for you, with the old service kept alive until the port completes. See how to port a business phone number.
  • Total cost including fees, handsets and any network work.
  • Failover. Mobile apps and cellular fallback for internet outages.

What replacing it looks like

A network review, a design of call flows and users, a parallel build of the new system, porting scheduled for a quiet window, and a short training session. Most businesses are live within a few weeks of ordering, with porting timelines being the long pole. The comparison of old and new is in VoIP vs landline.

Mentis Group provides VoIP support and consulting and deploys RingCentral and Microsoft Teams Phone for businesses across Dallas-Fort Worth.

Have a question about your own environment? Schedule a consultation with Mentis Group or call (866) 901-7808.