What Is A Teams Phone System And How Do You Choose The Right One

The internet has shifted the way we communicate. From webinars to Zoom meetings, people are more connected than ever. But there’s still a place for the telephone in business communication, especially for those that work on Microsoft Teams.

Even if you’re familiar with Teams phone systems, it can be challenging to know what features you need and which company to choose when implementing one. You may also be wondering: Why do I even need a phone system? Keep reading below as we explore what a VoIP phone system can do and how they help your business grow.

What Is Teams Phone System?

Teams phone system is a business phone system that allows users to create groups and assign them specific extensions. Users can use their own personal extension number as well, but the main benefit of this type of setup is that it allows for an organization with multiple branches or locations to have a single point of contact for all calls made by customers, clients, and more.

This is especially useful when each employee has their own mobile phone number, which may not be easily tracked by others within the company. In addition to these benefits, there are many other reasons why businesses should consider investing in team-based telephony solutions.

Factors To Consider When Choosing A Teams Phone System

When considering phone systems for small businesses, there are several factors to consider. One of the most important is what kind of features you’re looking for. What features do you need?

You should also consider the size of your company and how easy it will be to use. How many employees do you have? What kinds of businesses are they in?

Finally, another factor in choosing a Teams phone system is budgeting. This includes both money and staff time because some systems can be complicated. Be sure to consider all costs associated with implementing each type before making a purchase decision, so everyone benefits from having an effective solution at hand without wasting time doing extra training sessions later.

Calling Features That You Should Look For 

A business telephone system is a must-have because it lets you reduce costs and increase productivity. Here are some of the most essential calling features that you should look for:

Conference Calls

Many businesses use conference calls for meetings, events, and other team activities. With this feature, you can connect up to four people on one call so that everyone can speak with each other at once.

Call Forwarding

Suppose someone calls but doesn’t want to pick up immediately. In that case, they can forward their calls to another number or voicemail box instead, so they don’t have to miss important conversations while they’re busy doing something else.

Call Waiting

This feature allows users to receive incoming notifications when somebody else is trying to reach them on their phone line right now (or vice versa). When somebody gets a new call while engaged in an active conversation over their phone system lines, both parties will hear an alert tone that lets them know who’s calling before the device starts ringing again.

Caller ID

This feature displays information about incoming calls, such as caller name & number, so users know who’s contacting them before answering or ignoring certain individuals.

Caller ID Blocking 

Users can block specific numbers from appearing on Caller IDs when making outgoing calls using this service.

Caller ID Name And Number 

This feature displays both names & numbers simultaneously when receiving incoming calls from non contactable parties who do not provide such information themselves, like telemarketers.

What Kind Of Businesses Would Benefit Most From A Teams Phone System?

Small office phone systems can be an excellent addition to your team regardless of your business size. Organizations that benefit the most from this are sales companies, call centers, remote workers, and companies with multiple locations. 

For example, suppose you have various departments within your company, such as accounting or IT services. In that case, a team phone system will help keep everyone connected no matter where they are. With many different options available for this system, it’s essential to choose one that meets all of your needs and requirements.

What Are The Benefits Of Using A Teams Phone System?

Using this technology is a great way to keep in touch with your mates, no matter where they are or what time of day it is. Teams phone system allows you to make and receive calls from any number of people, so if you’re working with a remote team, you can still stay in touch. Below are the benefits of using this system which include:

Minimizes Costs

You don’t need to buy several phones for each team member. Instead, you can use one device for everyone on the team. This will save you money and make it easier for everyone in your office to communicate with each other.

Reduces Stress

Having access to an easy way to communicate with each other will reduce stress among team members because everyone will feel more connected and less isolated when working remotely.

Improves Productivity

A team phone system makes it easier for employees to communicate with each other to get work done more efficiently than before, which means better productivity overall.

Improves Customer Service

This system improves customer service by allowing customers to contact you directly from any location, at any time, using whatever device they want, such as text message, Facebook Messenger, WhatsApp, etc. This means there is no need for them to wait on hold when they listen to elevator music while waiting for someone who isn’t even working that day.

Improves Collaboration Within Teams

Because everyone can see what everyone else is doing and where exactly they have gone already. In that case, there’s no more need for meetings where people waste time figuring out whether everything was taken care of before moving on to another project together.


As you can see, there are many factors to consider as you evaluate your options. You should always start by getting a clear picture of how your business operates and what issues you’re trying to solve. Then, think about the features you want in a phone system and research which providers have that functionality. 

Once you have some top candidates, ensure they meet all of your needs, including pricing, customer support, and ease of use for both administrators and end-users. Finally, it’s important to remember that a phone system is just one part of Microsoft Teams. There’s much more to explore with chat, meetings, file sharing, etc.