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Business Phone System Setup in Australia
It may be easy to think that installing a phone system is just a simple task, but if you decide on the wrong one, it could bring you headaches all the way down the line. Issues such as poor call quality, dropped calls, lack of features, or unscalable systems can only irritate you and cost you more than you expect. This is why it is so important to organize the business phone system setup properly right from the beginning.
Quite a number of Australian businesses still make decisions about the phone system in a hurry, which affects them negatively in the long run. Some even continue to use old systems which are not capable of supporting remote staff or modern workflows. At present, VoIP and cloud-based systems are considered to be the best solutions for companies that require flexibility, reliability, and lower costs.
This guide is your partner in the journey of understanding what factors to consider before getting a new phone system, the steps involved in the setup process, and the reasons why cloud-based solutions are usually the most appropriate option.
If you’re comparing connection types and want a clearer picture of what suits your business, The Complete Guide to Choosing the Right NBN and Internet Provider for Your Business in Australia explains the key options in simple terms.
Business Internet Provider in Adelaide | Broadconnect
Office: Level 30, 91 King William Street, SA 5000
Call: 1300 880 330
Email: help@broadconnect.com.au
Types of Business Phone Systems Available Today
It is beneficial to know the different types of business phone system installation before you set up a plan of your business phone system.
Traditional Landline Systems
They are the systems that operate on copper phone lines and simple desk phones. These systems provide few features, are more difficult to enlarge, and are getting less viable as the networks that are moving away from copper.
On-Premise PBX Systems
The systems that are installed on the hardware at your office are these. Although they give more control compared to landlines, these require upfront hardware costs, continuous maintenance, and are not the best choice for remote teams.
Cloud and VoIP Phone Systems
A VoIP phone system for business is a device that connects to the Internet and makes the calls over the internet. Calls are handled in the cloud rather than by on-site hardware.
Cloud systems are the most attractive option for the majority of businesses nowadays as they are adaptable, can be easily expanded, and are less troublesome to manage. A modern cloud phone system also makes it possible for remote work, mobile apps, and advanced call features without any complications.
For businesses wanting to understand how VoIP phone systems in Australia are regulated and supported, the Australian Communications and Media Authority provides clear guidance.
What to Consider Before Setting Up a Business Phone System
This is the most important part of planning a successful business phone system setup.
Business Phone System Setup Checklist
| Setup Area | What to Check Before Installation |
|---|---|
| User requirements | Number of staff, call volume, peak usage times |
| Call features | IVR, call routing, voicemail to email, call recording |
| Remote work needs | Mobile apps, softphones, multi-location support |
| Internet readiness | Bandwidth, reliability, QoS configuration |
| Hardware | Desk phones, headsets, routers |
| Security | Encryption, access controls, fraud prevention |
| Scalability | Ability to add users or sites easily |
| Support | Local setup assistance and ongoing support |
Number of Users and Call Volume
How many staff members will be accessing the system on a daily basis? How many calls do you manage during the busiest hours? These questions matter when it comes to determining the layout and the capacity of the system.
Remote or Hybrid Staff
Where a team is working from home or at different locations, the system has to be compatible with mobile apps, softphones, and offer flexible call routing to be able to use it.
Internet Reliability and Bandwidth
VoIP is an internet-dependent service which requires stable internet. Bad connection results in call dropouts and delays, so it has to be checked from the very beginning.
Call Features You Need
Common features include:
- Auto attendants (IVR)
- Call routing and hunt groups
- Voicemail to email
- Call recording
- Call queues
Not every business needs everything, but planning ahead avoids upgrades later.
Scalability for Growth
Your office phone system setup should grow with your business. Adding users or new locations should be simple, not disruptive.
Security Considerations
Business phone systems should be equipped with encryption, access controls, and fraud prevention features, especially when the customer-facing team is using them.
The Australian Cyber Security Centre also highlights best practices for business communication security, including protecting voice and network systems from cyber threats.
Internet Requirements for a Business Phone System
A successful VoIP phone setup depends on your network.
Key requirements include:
• Stable internet connection
• Enough bandwidth for call volume
• Quality of Service (QoS) to prioritise voice traffic
• Reliable router and firewall
• Backup internet for failover
Business-grade NBN or fibre connections are usually recommended for VoIP. Many businesses also use a 4G or 5G backup to maintain calls during outages.
The NBN Co website explains the differences between residential and business-grade NBN services, which is important when planning a reliable VoIP phone system.
This is where Broadconnect’s connectivity services play an important role, ensuring your phone system performs reliably from day one.
Business Phone System Setup Process
A suitable business phone system setup is in line with a neat outlined plan. This prevents any kind of downtime and also makes sure that your team will be able to use the system without any hesitation.
Step 1: Business Needs Assessment
Knowing call flow, team structure, and future growth.
Step 2: System Design and Number Provisioning
Planning call routing, extensions, and giving phone numbers.
Step 3: Hardware Setup
Installing desk phones, headsets, or softphones where necessary.
Step 4: Configuration
Creating IVRs, voicemail rules, call queues, and user permissions.
Step 5: Testing and Staff Training
Checking call quality and making sure staff are familiar with the system.
Step 6: Go-Live and Ongoing Support
Starting the system with monitoring and local support available.
This well-organized plan is the main factor that distinguishes dependable systems from hurried installations.
Common Mistakes to Avoid
Many issues during business phone system installation come from avoidable mistakes.
Common problems include:
• Choosing price over reliability
• Not planning for business growth
• Ignoring call quality testing
• Skipping staff training
• No ongoing support or monitoring
A phone system should support your operations, not become another problem to manage.
Cost of Business Phone System Setup in Australia
The visual below shows how costs typically compare over time between traditional phone systems and cloud-based VoIP solutions.
While exact pricing depends on your business needs, cloud phone systems usually offer more predictable and lower long-term costs compared to traditional setups.
The business phone system cost in Australia depends on several factors.
Key cost influences include:
- Number of users
- Features required
- Hardware needs
- Internet connection quality
- Support and management level
Traditionally, Cloud and VoIP systems are known to be less expensive in terms of initial investments when compared to conventional systems. The costs that are involved in the operation of the systems are foreseeable and increase only by the extent of your business development. In the long run, VoIP is likely to be a more economical solution than a traditional telephone system.
By merely looking for the lowest price, companies would miss out on the greater benefits that come with selecting a system that lowers the risk of the service interruption, enhances call quality, and facilitates business expansion.
Why Choose a Cloud Phone System
A cloud-based business phone system Australia businesses rely on offers clear advantages.
Key benefits include:
- Easy scaling as teams grow
- Supports remote and hybrid work
- Lower upfront hardware costs
- Built-in redundancy and continuity
- Centralised management
- Australian-based support
If you are thinking about business phone system setup, Broadconnect is able to come up with a plan, carry out the installation, and manage a solution that fits your business requirements anywhere in Australia.
Frequently Asked Questions
1. What should businesses prepare before a business phone system setup?
Before starting a business phone system setup, businesses should review their internet reliability, number of users, call volume, and required features such as call routing and voicemail. Proper planning helps ensure the system works smoothly and avoids costly changes later.
2. How long does a business phone system setup usually take in Australia?
The time needed for a business phone system setup depends on the size of the business and the system type. Most cloud or VoIP systems can be installed within days, while more complex setups with multiple locations may take longer.
Get Started with Broadconnect
We would love to help you find the right business internet and phone solutions. Follow us on Facebook, LinkedIn, and Instagram or reach us at hello@broadconnect.com.au | Call: 1300 880 330