If your team is growing, your old phone setup probably isn’t keeping up. Maybe you’re juggling remote workers, or your support line rings off the hook after hours. You want something reliable, flexible, not outrageously expensive, and easy enough for anyone on your team to use—without needing an IT degree. That’s where cloud-based business phone systems come in.
But picking the right system? That’s another story. There are dozens of options, all promising the moon. Let’s cut through the noise and walk step-by-step through how to choose a system that actually fits a growing team, using Krispcall as a practical example.
1. Get Clear On What Your Team Actually Needs
Before you start comparing feature lists, get a handle on what’s actually broken with your current setup.
Ask yourself: - Do you need to support remote or hybrid workers? - Are missed calls or voicemails a real problem? - Does your team need to text (SMS), or just call? - How often does your team make international calls? - Does anyone need desk phones, or is everyone glued to their laptop and phone?
Pro tip:
Don’t let a vendor’s demo convince you that you need every bell and whistle. Most teams use 10% of the features they’re paying for.
2. Decide: All-in-One or Piecemeal?
Some cloud phone systems try to do everything: chat, video, file sharing, the works. Others, like Krispcall, focus on nailing business calling and texting—nothing more, nothing less.
What to consider: - If your team already uses Slack, Teams, or Zoom, do you really want another “all-in-one” tool? Or just a solid phone system that plays nice with what you have? - The more “all-in-one” promises, the more you risk paying for stuff you’ll never use.
Honest take:
Most growing teams need reliable calling, texting, call recording, and maybe some simple integrations. That’s it. Don’t overcomplicate.
3. Check How Easy It Is To Set Up and Use
If it takes three days and a consultant to get rolling, you’ll regret it.
Look for: - Web-based management (so you can add numbers/users without a support ticket) - Mobile and desktop apps that actually work (not just in theory) - A clear, no-nonsense dashboard
With Krispcall:
You sign up online, pick your numbers, and invite teammates. No hardware, no installation, no chasing a sales rep. That’s how it should be.
What to skip:
Don’t fall for “custom onboarding” unless you have hundreds of employees. For most teams, it’s a waste of time and money.
4. Figure Out What Features Matter (and Which Don’t)
Here’s what actually matters for most growing teams:
- Call Quality: If calls drop or sound like a bad walkie-talkie, nothing else matters.
- Call Routing: Forward calls to the right person, set business hours, create simple menus.
- Voicemail-to-Email: Get voicemails as emails or texts—saves time.
- Call Recording: Useful for training or fixing “he said/she said” moments.
- SMS & MMS: Customers want to text, not just call.
- Shared Numbers/Team Inbox: Let multiple people handle the same line.
Krispcall basics:
Krispcall covers the essentials—voice, SMS, call routing, recordings, and a shared team inbox. That’s plenty for 90% of growing teams.
Ignore: - AI “assistant” features (nice in demos, rarely used in real life) - Gamification or “leaderboards” (unless you run a call center and love charts) - Ancient desk phone support (most people just want mobile/desktop apps now)
5. Check How It Handles Team Growth
Today you’re 10 people. By next year, maybe 30. You don’t want to start over every time you hire.
Questions to ask: - Is it simple to add/remove users? - Can you assign or reassign numbers without fuss? - Are there role-based permissions so you can control who does what? - Any limits on how many calls or texts your team can make?
With Krispcall:
Adding users and numbers is simple and self-serve. Pricing is transparent, so you won’t get ambushed by “growth” fees.
Watch out for:
Per-user minimums, long-term contracts, or expensive “enterprise” tiers just to get basic admin controls.
6. Make Sure Support Isn’t a Black Hole
No system is perfect. When things break, can you get help from a real human?
Check for: - 24/7 support (email or chat, at a minimum) - Decent documentation (not just marketing fluff) - A real status page (so you know if there’s an outage)
Krispcall’s approach:
They offer live chat and email support, and their help docs are straightforward—not buried in jargon.
Red flags:
If you have to open a “ticket” and wait three days, or if support is only for top-tier plans, move on.
7. Compare Real-World Costs (Not Just Sticker Price)
Cloud phone pricing can be sneaky. Look beyond the headline number.
Look out for: - Per-user fees (can add up fast) - Extra charges for numbers, call recording, or integrations - Fees for “premium” support or features
Krispcall’s model:
Monthly plans are clear, with no surprise fees for basics like recording or team inboxes. International numbers and calling are pay-as-you-go.
Don’t get caught by:
Annual contracts you can’t escape, or “introductory” pricing that suddenly jumps.
8. Test Drive Before Committing
You wouldn’t buy a car without driving it. Same goes here.
Do this: - Grab a free trial. Set up a few numbers, test calls from different devices. - Add a teammate. Try out the features your team will actually use. - Call your own support line. See if it’s easy to manage when you’re busy.
Krispcall offers:
A free trial with real features. No credit card required. That’s a good sign.
Skip:
Any provider that won’t let you test-drive, or that buries the trial behind a “book a demo” form.
9. Think About Integrations (But Don’t Overthink It)
It’s tempting to dream about connecting your phone system to every other tool you use. But integrations sound better on paper than in daily life.
Ask: - Do you really need your phone system talking to your CRM, or is copy-paste fine? - Is there a Zapier or API option for the one or two things you do need?
Krispcall’s take:
They offer basic integrations and an open API, but don’t pitch it as a magic bullet. For most teams, that’s enough.
10. Stay Flexible—Don’t Lock Yourself In
Your needs will change. Pick a system that’s easy to leave (just in case).
Look for: - Month-to-month plans - Port-out options for your numbers - No hardware to return or uninstall
With Krispcall:
You’re not locked into long contracts, and porting out is supported.
Avoid:
Vendors who make it a pain to leave or hold your numbers hostage.
Summary: Don’t Overthink It
Most growing teams just need a phone system that works, is easy to set up, and doesn’t nickel-and-dime you as you grow. Don’t get distracted by features you’ll never use or sales pitches about “digital transformation.” Start simple, test with your actual team, and don’t be afraid to switch if it’s not a fit. The basics—reliable calls, easy team management, and clear pricing—are what matter. Iterate as you go. The rest is just noise.