The 5 Best Office Phones for Smooth Workplace Communication

In today’s rapidly changing business environment, capable communication is necessary. Office phones perform various roles in managing smooth communication within an office. An expertly picked office phone can impressively upgrade the productivity of the office and help you connect with your colleagues.

In an era where instant messaging apps and Gmail are common, office phones might look old-fashioned. Although they persist, they are necessary for confidential and clear communication, making them an essential part of any office. High-quality office phones are the most essential appliances for office.

Why invest in high-quality office phones?

• It provides a stable and responsible means of communication, free from disturbance and deflection. Generally associated with mobile.
• Office phones are formulated for clear and crisp conversations and voice clarity.
• Unlike mobile devices, office phones are less susceptible to cyber threats, safeguarding the privacy of secret conversations.
• A high-standard phone system gives your business a professional image.

Considerations when selecting the best Office phones

Before we select office phones, it is necessary to recognize the factors to consider when choosing. These factors include:

• Figure out how much you are willing to commit to your office phone system.
• Recognize the features you offer, such as call forwarding, conferencing capabilities, and call forwarding.
• Confirm that the chosen office phone system integrates perfectly with your ongoing infrastructure.
• Evaluate the upcoming growth of your office and see if the phone system can scale with it.

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The top 5 office phones your office must have

Now we have discussed the top 5 office phones you must have:

Cisco IP Phone 8800 Series

Communication in office space has come a long way since the days of traditional landline phones and fax machines. In our computer age, businesses ask for more from their communication systems.

The Cisco IP Phone 8800 Series offers cutting-edge features that recognize how we connect and team up. It has transformed from simple voice calls to integrated platforms that merge voice, data, and video.

Key features and benefits:

• It is easy to use; even new employees can easily adapt to these phones.
• Clear audio quality confirms that every word is heard clearly and exactly, eradicating the irritations of poor call quality.
• This series consists of video-enabled phones, allowing face-to-face meetings and coordination with partners, clients, and colleagues.
• The IP Phone 8000 Series Associate has strong security features to secure your secret information.
• These phones can contribute to cost savings in the long run, making them a wise investment for any office.

Grandstream GXP Series

The Grandstream GXP Series is a VoIP network phone formulated for businesses. VoIP allows voice communication over the internet, providing a more reasonable and rich feature.

The GXP Series contains a comprehensive range of models to meet the needs of several businesses, from startups to large businesses. One of the strong qualities of Grandstream GXP Series phones is their user-friendly design. These phones are very easy to use and set up.

Key features and benefits:

• The Grandstream GXP Series has superior voice quality, which helps ensure effective communication, minimize misunderstandings, and enhance information transfer.
• It helps to increase productivity due to user-friendly features, and employees can make and receive calls without irritation.
• It helps with easy installation and maintenance, hassle-free set-up, eradicating downtime, and confirming continuous communication.

Panasonic KX-NT680 Series

In this technological era, office communication has improved. The Panasonic KX-NT680 Series phones are at the cutting edge of this transformation, offering effortless and user-friendly communication solutions. The Panasonic KX-NT680 Series has high-definition voice quality, large and intuitive color displays, and user-friendly-designed keypads.

Key features and benefits:

• Decrease the chance of error during calls.
• Improved overall productivity and efficiency.
• Speedy and simple to install, it saves time and resources.
• Strong build to establish sustained performance.

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Yealink T5 Series phones

In the matter of office appliances, user-friendliness is of major importance. Challenging and complex devices can cause frustration, costly errors, and decreased productivity.

Yealink received this, and thus they created the T5 Series phones with clarity and simplicity. Financing T5 Series phones is a genius financial move. They are cost-effective and help in terms of productivity.

Key features and benefits:

• Yealink T5 Series phones are created with a responsive user interface, making them simple for anyone to use.
• These phones provide clear voice quality, confirming that every conversation is clear and free from any distractions.
• Yealink provides excellent customer maintenance and support services to ensure your phones continue to perform flawlessly.
• Yealink T5 Series are simple to set up, and they come with accurate instructions, allowing you to get started within a few minutes.

Polycom VVX Series

The Polycom VVX Series offers a wide range of models to suit the needs of several types of offices. From the VXX 691 for larger businesses to the VVX 101 for small businesses, these phones are created to fit in any office environment. One of the strong features of Polycom VVX Series phones is their excellent voice quality. Due to the help of various features in Polycom VVX Series phones, productivity can significantly increase.

Key features and benefits:

• It offers a diverse range of models.
• It provides high-definition voice quality.
• It provides an intuitive user interface.
• It helps with enhanced productivity.
• It helps with adaptability to different office settings.
• It helps to improve collaboration and user satisfaction and makes them an ideal choice for the office.

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How to transfer calls on office phone?

While you are on the call with the caller you need to transfer, and observe these stages:

• Most office phones have a “Transfer” button. It is normally identified as such, but if it’s not, look for a button with an arrow pointing right.
• After pressing the “Transfer” button, you’ll usually hear a dial tone.
• Dial the name of the person to whom you want to transfer the call.
• Speak to the recipient to let them know about the call before finishing the transfer.
• Say something like, “I have a call for you from [caller’s name].”
• After announcing, press the “Transfer” button again to complete the transfer.
• The call will now be directed to the extension you dialed.
• Once the call has been successfully transferred, you can either terminate it or continue with your ongoing calls.

Optional: counseling pause (smooth transfer)

•   In this case, you can press the ” Transfer” button, dial the recipient’s extension, and wait for them to answer.
• After verifying with the recipient, you can press ” Transfer” again to complete the transfer.

It’s important to note that the steps for call transfer may vary depending on the specific make and model of your office phone. Remember to follow proper protocol when transferring calls.

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How to use an office phone?

Here are some universal steps, which are as follows:

Step 1: Most office phones need to be connected to an electrical socket to power up.

Step 2: Use an “LAN cable” to connect the phone to the network.

Step 3: Investigate the phone’s physical buttons and features. Read the user handbook, if available.

Step 4: Make a call

• To make an internal call within your office, dial the extension of the person you want to call.
• To make an external call, dial a number you wish to call, incorporating the country or area code.

Step 5: When the phone rings, press the “Answer” button to pick up the call.

Step 6: Press the “Hold” button if you need to put a call on hold.

Step 7: Press the “Transfer” button if you want to transfer a call to another co-worker.

Step 8: Press the “voicemail” button if you want to check the voicemail. Follow the prompts to listen and manage your voicemail messages.

Step 9: To set up a conference call, you would:

• Dial the first participants.
• Once connected, press the “Add Call” button.
• Dial the second participant.
• Press “conference” when the second person answers.

Step 10: To modify the call volume to your preference, use volume control buttons.

Step 11: Simply hang up the handset to end a call.

Step 12: To redial, use the “Redial” button.

Step 13: There may be additional features such as call forwarding, call waiting, and speed dial.

Step 14: Be aware of office phone protocol, such as not using speakerphones in public spaces and using suitable greetings when answering calls.

If you’re doubtful about how to use your particular office phone, consult the user guidebook or consult your office’s IT support for guidance.

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Frequently Asked Questions (FAQs)