Choosing the Best Telephone System for Your Business on August 14, 2013

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by admin

on August 14, 2013

in General Information

With so many types and technologies of telephone systems in the market to choose from, one can easily get overwhelmed or even confused as to what the best phone system for his or her business is. It is easy to just pick one and go. After all it’s just a phone system. But there lies the problem. If you pick a system with too much features, you might end up not using most of them. If you pick a simple one, it might be too basic for your needs. Here, we discuss how you can choose the best telephone system for your business.

Types of Telephone Systems

First, let’s discuss what’s out there. You need to have a good understanding of each system to be able to decide which one is best for you.

PBX

PBX stands for Private Branch Exchange. It is ideal for medium to large businesses but newer vendors provide services specifically designed for small businesses using VoIP technology. This is a good choice if you are small but need sophisticated features to make your company look big and professional. They include 4 types – Virtual, Hosted, Virtual Hosted and IP PBX.

This type of system includes onsite switching equipment to route calls between staff and to outside lines. A PBX that is focused towards small business functions can give you the professional platform you need.

Some features include voicemail transfer, auto attendant, extension dialling, transfer between extensions, conferencing and fax to email.

This type costs more than VoIP (which will be discussed later). The start-up cost may be too much for a small company since you will be buying switching equipment in addition to new phone units. But, they do offer the greatest set of functions and features. This type is overkill for a company with a small number of employees. Also, this kind is so complex that you need an engineer to install it for you.

Key

Key systems are popular with small organizations as they are less expensive. They can go up to 40 extensions with this. Features include call logging and barring, conferencing, paging and call recording. It is possible to get a hybrid of the PBX and Key without having to spend so much. You also need to have this installed by an engineer.

VoIP

If you haven’t heard of VoIP yet, you must be living under a rock. This is the most popular choice of any business size because of its benefits. It is affordable but it also has some of the features of a PBX.

The main reason why this is so popular is because you can make cheaper calls. Domestic calls are mostly free and international calls are bundled and heavily discounted. You also get cheaper operating costs. You only need a good broadband (to avoid call drops) and some equipment. Basically, the only expense is the Internet connection.

You can easily set up this platform. You don’t need an engineer.

KSU-Less

This is the cheapest option in the market as it will only provide you with the most basic features. This is commonly used by offices that need only up to 10 extensions max. You don’t need fancy installation and an engineer to install this type. It is also portable so you can bring it with you if you need to change workplaces. It also lacks support from the provider because it’s a DIY type.

Virtual PBX

This kind of platform adds a PBX with an auto attendant on top of your current land, mobile and VoIP phone lines. This is the perfect solution if you want a test unit before committing to a large one.

Some providers give you voicemail, call forwarding and a basic auto-attendant that may even include hold music. This kind of setup allows you to recruit part time or remote employees to answer your calls. You don’t need to give them new phone equipment.

This platform is very affordable and can save you tons of money monthly. If you want to use the equipment you already have and don’t want a permanent installation, then this is worth trying. It is inexpensive but packs a punch.

The Basics

Now that you know the types of telephone systems, it’s time to move on to the basics. At the least, you want a separate phone and extension for each employee. If you have regular guests, consider a conference room phone. Choose one that has the capability to dial in remotely. Now comes the important question. What kind of equipment and service should you get?

What are your basic needs?

If you have a tiny organization, a POTS (Plain Old Telephone System) will do. If you have a bigger organization, that’s the time to consider any of the above-mentioned platforms.

Do you need voicemail for each extension? Do you want a mobile solution for field employees? How many employees do you envision having in the next 3 years? Do you need call routing for staff in remote locations?

Small business packages usually include multiple extensions, call forwarding, remote voicemail pickup and route to fax capability. Some packages also include teleconferencing but you can easily buy that service separately.

Get an edge over the competition

The auto-attendant can really make you sound professional. Your clients will feel that they are dealing with a larger corporation because of your computerized system. You not only free up your staff from answering calls but you are sure to never miss a call. You can put customized messages such as business hours, the number for each department and other instructions. You can route calls to the right employees.

We mentioned that you can easily add teleconferencing but if you use this feature a lot, you should consider getting your own to be more cost-effective.

The Call Hunt feature is very useful if an employee does not answer the phone. It will automatically forward the call to another person instead of taking it directly to voicemail.

Home office? No problem!

Just because you are running your business in a small room in your house does not mean you can’t afford a professional platform. A good basic platform can let you schedule auto-attendant features when you are on vacation or out of the house. You can forward calls to your smartphone or route incoming fax. This is a good option for independent contractors who need to be available 24/7 or for those who are on call. You should also consider a device that automatically routes calls coming in on a POTS line to different devices such as an answering machine, a phone, fax machine or computer.

Growth

The reason why you are in business is because you see growth and expansion in your future. Choose a platform that will allow you to expand without needing another sizeable cash investment. You don’t want to establish a good system now just to remove it later on because it’s not working for you anymore. Many providers now design platforms that are expandable. You can even find one in your budget range.

Decide on the type of service and provider

Now that you have a good understanding of the different business telephone systems, you can make an informed decision. Make a list of your requirements and what you want in your system. Include features that you will need in the future so that you can ask if you will be able to incorporate them in your existing platform. Compare providers and ask about special packages and service support. You want a provider that can give you support 24/7 especially if your company is time-sensitive.

The Best System for Your Business

Finally, the best telephone system for your business is one that has everything you need at a price you can afford. It should help you grow your business and allow for expansion. It should be easy to use and boosts your employees’ productivity. It should include the latest technology but still be simple enough for your clients to use and appreciate.

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