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:

1. How many phone extensions do you need?
2. Is the office phone system extensible to accomodate business growth?
3. What are the features a office phone system must have to improve business efficiency?
4. Can your business afford time-offs for extensive trainings or any other disruption in daily operations?
5. Can the office phone system be integrated with other business solutions such as CRM?
6. 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.

Irrespective of industry, unified communications are a must for every business – not just for a handful of people but for all employees. Multitasking has become an essential part of work culture and your people need to communicate with peers, customers, and people outside the company for maximum productivity.

Small business phone systems have become the defacto standard for unified communications that satisfy the primary need of dedicated extensions for all the workers and work centers (printer and fax rooms) within the office. There are many phone systems to choose from – KSU-less systems, key systems, PBX (Private Brach Exchange), virtual PBX, VOIP (Voice over Internet Protocol), and hybrid PBX.

KSU-less phone systems are typically meant for offices that need less than ten extensions. Though a cheap alternative, it may not have the features that even a very small business may need to optimize services. Key systems can accommodate 5-40 extensions managed via a central box. It works well but does not have the same flexibility as PBX systems.

PBX systems are a suitable choice for businesses that need more than 40 extensions. Prices of traditional PBX systems have gone down due to cheaper hardware and technology costs. It offers many useful features such as auto attendant, auto dialing, call forwarding, conference call, custom greetings, voice mail, interactive voice response, and much more.

In virtual PBX systems, businesses do not bear the cost of purchasing, hosting, and maintaining the PBX at their premises. The PBX is hosted and combined with VoIP technology. Virtual PBX system users can enjoy the same benefits of traditional PBX phone systems.

VOIP Phones for small business are probably the most economical phone systems in the market today. As phone calls use existing data networks, administrative costs are reduced. Phone bills are lower as calls are measured in bytes rather than time and geographical distance. VOIP companies offer all the features as PBX systems, but at much lower costs. However, complete reliance on internet connectivity can lead to VoIP service breakdowns.

Hybrid PBX combines PBX and VOIP phone systems. Businesses cut down costs by primarily using VoIP systems but can fall back on a PBX system in case of network outage.

Business phone system comes with many features and functions that make it a powerful unified communication tool and marketing device for ever business. Ensure that the phone system companies provide manuals and trainings so that you take advantage of all the features of the phone system.