I didn’t set out to become “a person with opinions about phone systems.” That just… happened. Somewhere between remote work becoming normal and my team accidentally forwarding calls to a toaster (long story).
The first time I realized we had a problem?
A client emailed me saying, “Hey, I tried calling three times. Got voicemail. Then a dog barked?”
That dog was not ours.
Or maybe it was.
Honestly, that’s part of the problem.
So yeah. If you’re building or managing a remote team, finding the top rated business phone system for remote teams isn’t optional anymore. It’s survival.
Remote Teams Changed Phones (And Not Gently)
Back in the day — and by “back in the day” I mean like 2018 — you had:
- One office
- One phone number
- One grumpy desk phone with dust on it
Now?
Now your designer is in Austin, your sales lead is in Toronto, your assistant is in Brooklyn, and you’re answering calls from a bodega near Astoria because it has good Wi-Fi.
Traditional phone systems just… collapsed under that reality.
Enter cloud phone systems. VoIP. Virtual numbers. All that stuff that sounds boring until it actually works.
What I Actually Need From a Business Phone System (Real Talk)
Before we get into brands, features, and buzzwords, here’s my brutally honest checklist:
- It rings everywhere (phone, laptop, tablet — I don’t care)
- Easy call forwarding (because people go missing)
- Voicemail transcription (I hate listening to voicemails)
- Decent call quality (no underwater robot voices)
- Doesn’t cost a fortune
- Doesn’t make me want to scream
That’s it. That’s the dream.
1. RingCentral — The “Adult in the Room” Option
RingCentral was the first real business phone system I used where I thought,
“Oh. This is… professional.”
Not flashy. Not cute. Just solid.
Why RingCentral Gets So Much Love
- Calls, texts, video meetings — all in one place
- Works beautifully for remote teams
- Call routing that actually makes sense
- Scales well when your team grows (or shrinks… no judgment)
It’s one of the top rated business phone systems for remote teams for a reason. Big companies use it. Small teams use it. People with spreadsheets use it.
The Downsides (Because Nothing Is Perfect)
- Pricing can climb
- Interface feels a bit corporate
- Setup takes a minute
But once it’s running? Smooth. Predictable. Like the subway on a good day (rare, but beautiful).
2. Zoom Phone — “Wait, Zoom Does Phones Now?”
Yes. Yes, it does.
And if your team already lives on Zoom (which… let’s be honest), Zoom Phone feels weirdly natural.
Why Zoom Phone Works So Well
- Seamless integration with Zoom meetings
- Clean interface
- Easy for non-techy teammates
- Solid call quality
I added Zoom Phone for a small project team once and nobody complained.
Nobody complaining is huge.
Where It Can Get Weird
- Not as many advanced call center features
- Tied closely to Zoom’s ecosystem
- Some features feel “still evolving”
Still, for remote teams already using Zoom, this is one of the easiest transitions you’ll make all year.
3. Nextiva — The Overachiever
Nextiva feels like that kid in school who did the extra credit for fun.
It has… a lot.
Why People Swear By Nextiva
- Excellent call analytics
- Strong customer support (actual humans)
- Omnichannel communication (calls, chat, SMS)
- Reliable as hell
For distributed teams that want data, insights, and control, Nextiva earns its spot among the top rated business phone systems for remote teams.
The Tradeoff
- Interface can feel busy
- More features than some teams need
- Pricing reflects that
If you’re growing fast or managing sales-heavy teams, this one makes sense.
4. Grasshopper — Simple, Lightweight, No Drama
Grasshopper is for people who don’t want a system.
They want a phone number that works.
Why Grasshopper Exists (And Is Loved)
- Virtual phone numbers
- Calls forward to personal phones
- Easy voicemail
- No hardware, no nonsense
I used Grasshopper during a scrappy phase when “team” meant “me and one other person who might be asleep.”
It was perfect.
The Limits
- Not ideal for large teams
- Fewer advanced features
- No video or deep integrations
But if you’re solo or small? Grasshopper is chill. And sometimes chill is all you need.
5. Dialpad — Smart, Fast, Slightly Futuristic
Dialpad feels like it’s from the future. Or at least from 2030.
It uses AI. (I know, I know — but stay with me.)
Why Dialpad Is Interesting
- Real-time call transcription
- Smart call summaries
- Clean, modern design
- Great mobile experience
It’s one of those tools that makes you feel slightly cooler just for using it.
Where It Might Not Fit
- AI features aren’t for everyone
- Learning curve for older teammates
- Some people find it too modern
Still, for tech-forward remote teams, Dialpad is absolutely one of the top rated business phone systems for remote teams right now.
The Stuff Nobody Tells You About Remote Phone Systems
Let me save you some pain.
- Test call routing before going live
- Make sure time zones are set correctly (trust me)
- Teach your team how to mute themselves
- Voicemail greetings matter more than you think
I once recorded a greeting while tired and sick.
It sounded like a hostage situation.
Random Side Note (Because My Brain Works Like This)
If you’ve never watched The Office episode where Michael forgets his phone system password, go watch it. It’s therapeutic.
Also, this blog on remote work chaos cracked me up:
👉 Wait But Why (still painfully accurate)
So… Which One Should You Actually Pick?
Here’s my messy, real-world take:
- Small remote team: Grasshopper or Zoom Phone
- Growing team: RingCentral or Nextiva
- Tech-forward startup: Dialpad
- Already on Zoom: Zoom Phone (obviously)
There’s no perfect answer. Just the one that causes the least friction.
And friction is the enemy.
Final Thoughts (Not a Conclusion, Relax)
Phones aren’t exciting.
Until they don’t work.
Then they’re very exciting, in a bad way.
Finding the top rated business phone system for remote teams is about making sure calls land where they should, clients feel heard, and your team doesn’t panic every time something rings.
I’ve messed this up before.
I’ve learned.
You don’t have to.
Now if you’ll excuse me — my phone is ringing.
And this time, I actually know where.
