Phone and voice mail systems can be pretty costly, even for
companies with a low number phones. Before investing in any type
of phone system or voice mail system, you need to estimate how
much your company is likely to expand over the next few years
and if possible how many phones you may require. Failure to do
this could cost you or your company a lot of money in upgrade
and restructuring costs further down the road. It is better and
cheaper to plan and allow for expansion at an early stage, than
wait until it is too late.
If you plan to remain under ten phones then I would recommend
you invest in a KSU-less phone system. Basically these look like
normal phones that carry all the technology and software needed
to run a small phone system of up to four lines and eight to
twelve extensions. These systems incorporate many of the
features that full PBX phone systems offer (though not voice
mail). So be sure to check with your supplier what features are
available on these types of phone systems. These systems are
relatively cheap compared to other types of phone systems. They
are also easy to install, so can be quickly re-located to
another office or building. This type of phone systems usually
arrive as a boxed product that is installed by you, and carries
a manufacturer’s warranty. You will have to make enquiries with
your vendor as to the level of after sales support that is
available. You may find it is much less than if you had
purchased a larger more expensive phone and voice mail system.
One major disadvantage of KSU-less phone systems, is that they
cannot integrate separate voice mail systems. If you do choose
to purchase one of these KSU-less phone systems, then you will
have to use a voice mail service that is offered by your
telephone company.
If you decide that you must have a fully featured voice mail
system, and can confidently predict your company will expand
beyond ten phones within next few short years, then you will be
better off investing in one of the fully featured KSU phone
systems on the market. These phone systems are typical in
companies with around ten to forty users. Some suppliers may
recommend installing something called a Hybrid phone system.
These systems are ideal for small to mid sized companies of
about fifty to a hundred employees, and offer many of the
features much larger PBX phone systems offer.
Below is a check list for when you are selecting a new phone and
voice mail system and supplier:
1. Try to estimate how much your company will grow in the next
three to five years. Look at how many lines and extensions you
have at the moment and decide how many your company may require
in the future.
2. Contact potential phone systems suppliers, and arrange an
appointment with them for a full demonstration. A number of
these can be sourced off the internet or through your local
business pages. This will also give them a good opportunity to
have a look at you and evaluate your potential requirements.
Remember to ask them about their experience and if necessary ask
for referrals. You could even ask to see a phone and voice mail
system they have recently installed.
3. Make sure you decide on a rough budget for your proposed new
telephone and voice mail system. Ask around other businesses of
similar size, what amount they have invested in their phone
systems.
4. When potential suppliers provide you with a quote for your
new phone and voice mail system, go through them carefully,
ensuring they include all of the requirements your business will
need. These may include extras like; Full voice mail capability,
additional handsets, call handling software, automated
attendants, service level agreements (SLA’s) and any other
additional features.
5. Once you have decided on one or two suppliers, it is time to
get them back round. Remember, they want your business. Bearing
in mind the budget you decided earlier, make your decision based
upon not only price, but which supplier you think can provide
your company with the best service before, during and after the
installation of your new phone and voice mail system. Any good
potential supplier will be more than happy to answer any
questions you may have about the phone system they intend to
supply and install for you.
Thanks for reading
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