Desk Phone vs. Softphone: What’s Best For Your Business?

Your old phone system is on the fritz. You’ve been limping it along by finding replacement parts and handsets on eBay, but it will fail any day. So, you’ve started shopping for a replacement.

After weighing the pros and cons of premises-based versus cloud-based options, you decide on a hosted voice-over IP (VoIP) phone system. But now you’re wondering whether to replace the physical desk phones or switch to software-based phones (softphones) that operate on your employees’ cell phones and other mobile devices, like their laptops.

It’s an attractive option, mainly since it saves you an initial equipment cost. But, there are a few factors to consider before switching to 100 percent softphones. 

Call Quality and Reliability:

Physical business phones are specifically designed for voice communication and often offer superior call quality compared to softphones. They have built-in noise cancellation and echo reduction hardware, ensuring clearer audio. Physical phones also rely less on computer resources and network stability, providing a more reliable communication experience.

Ergonomics and User Experience:

Physical VoIP phones have tactile buttons, comfortable handsets, and adjustable stands, making them more comfortable to use during long calls. They also often have dedicated buttons for common functions like hold, transfer, and volume control, allowing for intuitive and efficient call handling.

Employee Preference and Familiarity:

Some employees may prefer the physical interaction and feel of traditional phones. They may find handling calls on a physical device more comfortable rather than relying solely on software-based interfaces.

Dedicated Business Device:

Having desk phones for your internet-based phone system clearly distinguishes between personal and business communication. It helps maintain professionalism and work-life balance, as employees can separate work-related calls from personal calls on their personal devices.

Power and Connectivity Redundancy:

Physical phones can have redundant power and connectivity options to ensure uninterrupted communication. 

Compliance and Security:

In certain industries, businesses are subject to specific compliance regulations regarding call recording, data 

security, and privacy. Physical phones often provide robust security features, including encryption and secure provisioning, to meet these compliance requirements.

Ultimately, the choice between physical phones and softphones depends on your business and employees’ specific needs, preferences, and priorities. You can also avoid choosing just one or the other. VoIP providers often provide a combination of physical phones and softphones to cater to different use cases and user preferences.

Your Business Phone System Provider – Lafayette, Indiana

If you need help deciding whether physical desk phones, softphones, or a combination is the best for your company, contact UpLync Communications, a business phone service provider in Lafayette, IN. We offer options to support every work environment.