Office phone systems are an integral part of business operations. No business – large or small – can work smoothly without an effective business telephone system. Office phone systems are not just a medium of reliable communication but also serve as multipurpose comunications device that enhances the productivity of any business.
Before embarking on the hunt for the perfect business phone system, assess your business needs, limitations and budget. Some questions you need to ask yourself are:
- How many phone extensions do you need?
- Is the office phone system extensible to accomodate business growth?
- What are the features a office phone system must have to improve business efficiency?
- Can your business afford time-offs for extensive trainings or any other disruption in daily operations?
- Can the office phone system be integrated with other business solutions such as CRM?
- What network systems and internal computer systems does the business have?
The most commonly implemented traditional office phones are keyless or KSU-less phone systems (ideal for businesses with 10 employees or less), key systems (for businesses with 50 employees or less) and PBX systems (can accommodate thousands of extensions). Another office phone system gaining rapid popularity is the VOIP system and the hybrid PBX system that combines VOIP and PBX. Though VOIP phone systems are most economical, they totally rely on internet connectivity, making them less reliable than traditional phone systems.
Phone systems for business come with a multitude of features that may be savvy but not necessary. Supporting software applications increase the efficiency of phone systems by enhancing capabilities and enabling phone system access to remote or mobile users. Some features that should be part of a regular business’ phone system are call routing, caller ID, hold/conference/transfer call, voicemail, call forwarding, automated attendants, and call recording. Call center personnel, receptionists, and mobile workers benefit from specific features such as wireless handsets, one number access, managing emails over phone, call handling via a web-based interface, and more.
Apart from assessing the features of the business phone system, you should also verify the phone service providers policies and charges. Startup charges, equipment fees, installation cost, early termination charges and daily hidden costs are some numbers you should know beforehand. Purchase of extras and prerequisites should all be worked out before signing the contract. Around-the-clock customer support services are vital, as you will need them at one time or the other.
Purchasing a business telephone system is not a trivial decision. However, if you take time to evaluate the office phone system and the voip service providers, you will save yourself from later worries. An effective business phone system will be your constant partner as your business grows and expands its operations.
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Extensions will be the determining factors since they will influence the price of the system you are going to acquire. But usually, phone system packages includes ample number of extensions which are suffice for small to mid sized businesses.
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