But what do you do when you need to install a new small phone system or replace an existing phone system? Do you know the choices available to you and what every option means? Small business phone systems can seem confusing, but knowing the basics can help you buy the phone system that's just right for your business.
The first thing to remember is that there are four basic types of commercial phone systems to choose from. The first, Private Branch Exchange (also known as PBX) systems, are known to most of us as the huge and confusing cabinets with dedicated operators. Luckily, there are smaller-scale PBX systems for your small business. Since many office workers are familiar with PBX systems, which are becoming more affordable every year, this is often the best choice for small businesses.
Another very popular option for small to mid-size businesses is the key system. This type of phone system consists of a key system unit that controls all of the other phones in the business. The KSU controls the features and functions of each phone, such as voicemail, and ensures that one line is never in use by more than one user at a time.
The key system allows in-system phones to dial each other directly via extension and lets the operator of the KSU supervise the operation of the entire system to ensure that all users' needs are met. The key system is also very expandable with new software.
These two types of phone systems have become very similar as technology has progressed. Features that were once available only on PBX systems are now readily available on systems that are referred to as key systems. Phone systems that share features of PBX and key systems are often called hybrids and offer the most features with the most expandability.
For very small businesses of two to 10 employees, a KSU-less system may be the most appropriate choice. A KSU-less system features phones that each contain the KSU-type technology so that they can provide the functions and features that key systems provide, but without the central unit.
One of the largest benefits to the KSU-less system is that it is not permanently wired into the building like other types of phone systems. Since the technology is contained in the phones, there is no complicated equipment to move when your business moves to a new building.
A newer technology in the small business phone system realm is voice over internet protocol, or VoIP. VoIP phone systems send voice calls over a broadband connection rather than phone lines. VoIP technology can facilitate your small business phone needs for a much lower cost and higher quality than traditional phone systems.
The type of phone system that you choose for your small business depends on your needs and expectations. The easiest way to see if a small business phone system is appropriate for you is to try it out. Just picking up the phones and pressing buttons can give you a feel for how the system operates. Make sure that features are easy to access and understand.
Any time you purchase a new system for your small business phone needs, remember to think of how your business will grow in the future. Ask the installer to give you much more wiring than you need currently to avoid having to pay for pricey future rewiring.
Keep your staff in mind. If you have a large staff, a KSU-less system probably will not be adequate for your needs; you will need to invest in a PBX or hybrid. Luckily, the prices of these sophisticated phone systems are coming down every year. If you time your purchase to coincide with the end of the quarter (when sales reps are hungry for sales), you may be able to get a new small business phone system for much less than you expect. Having the right phone system for your small business can make a huge difference in the way that you and your staff interact with each other and with your customers.
Selecting the appropriate small business phone system can significantly increase a company's productivity as well as reduce the cost of doing business. It's important to have a solid understanding of small business phone systems in order to avoid paying too much or selecting a system that does not have the capacity to grow with your business. This article will review the options that are available and the issues you need to consider.
Though it may seem like a simple decision, choosing the right small business phone system can help or hinder your business's productivity and professional appearance. When deciding on a PBX phone system, there are several things you'll want to consider.
- How many employees require a separate extension and will the employees benefit from having voicemail?
- Will employees need to utilize a mobile system during the times when they are out of the office?
- Will the company be adding employees? Selecting a modular system for a growing company is vital. A low price, simple small business phone system won't be able to expand with the company.
- Do employees work in remote locations? A telephone system with a call routing feature is ideal for companies that have employees working outside of the office.
Some of the basic features included with a small business phone system include:
Small business phone systems that offer additional features can greatly increase the productivity of an office. Not only are these cutting edge features designed to improve efficiency and professionalism, but they work to ensure that calls don't fall through the cracks. It only takes one missed call to lose out a large order or miss a profitable lead. Some of the additional features available in today's small business phone systems include:
- A call recording feature that saves phone conversations to a hard drive. - An audio recording function emails the recording as an attachment. - Voice to E-mail allows employees to be notified by email of new voice mail messages. - Auto-fax detection automatically transfers faxes, thus eliminating the need for a separate fax line.
Types of Small Business Phone Systems
Today's small businesses have many different options in terms of small business phone systems and how they will handle their calls:
PBX (Private Branch Exchange)
PBX systems have the capacity to route calls between co-workers as well as to outside lines. This makes it preferable to a standard VOIP system. Some PBX systems utilize VOIP technology meaning reduced costs on long distance charges.
VOIP (Voice over Internet Protocol)
VOIP has fast become a favorite choice among business owners since long distance charges are eliminated as the call is routed via high speed internet, bypassing the telephone company's copper wires. The trouble with purely VOIP phone systems is that if the internet goes down, then so does your phone system.
Hybrid PBX Systems
Hybrid PBX systems utilize both the telephone company's copper wires to connect calls and VOIP - whichever is cheaper and available. The greatest asset of hybrid PBX systems is that if for any reason VOIP capabilities are unavailable, the phone system can still make and take calls via copper wire.
Virtual PBX
A Virtual PBX can be an effective for small, single offices that don't make or take many calls. They essentially combine an auto-attendant PBX system with VOIP telephone lines. The greatest downside to the virtual PBX is that you end up paying much more over the long-run for the service than if you would have purchased an in-house small business phone system. Virtual PBX companies will charge per minute for the VOIP connection whereas if the phone system was in-house, you would pay little to nothing for calls.
When selecting a small business phone system, look for versatility and a system filled with options that can save time and increase productivity. Price is important, but ask vendors if essential services such as installation, customizing the small business phone system, technical support and training are included with the purchase. These small business phone systems can be complicated to set up without expertise and you won't want to pay extra for these necessary services.
Both Chris Monato & Christine Okelly are contributors for EditorialToday. The above articles have been edited for relevancy and timeliness. All write-ups, reviews, tips and guides published by EditorialToday.com and its partners or affiliates are for informational purposes only. They should not be used for any legal or any other type of advice. We do not endorse any author, contributor, writer or article posted by our team.
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