Large Telephone Systems

There are lots of factors that need to be considered when choosing a new business telephone system. Below you will find a few of these factors.

Capacity

You will need the capacity to fulfil your current business needs but also assess potential future growth and select a phone system accordingly. Ensure compatibility with any current equipment like headsets, handsets, conferencing units, cabling etc. What features does your phone system need to incorporate?

Fulfilling the factors above and probably the many more you can think of can be a challenging business. The aim of this article is to help you understand what decisions need to be made in order to choose the right phone system for your business.

Types of system

There are two major types of phone system available, Key systems and Private Branch Exchange (PBX) systems. Which type of phone system you choose will mainly depend on the amount of lines and extensions you require and the features your telephone system requires to meet the business needs.

Private Branch Exchange or PBX systems

If your business requires more than 25 extensions or your needs dictate advanced functions from your phone system, then PBX systems are often the solution. PBX systems used to be very expensive and could only be afforded by large corporations. Though this is still the case for larger installations the development of technology has progressed to the point where a powerful, fully functional PBX phone system for a small business is able to fit on a desk top.

Nearly all compact PBX phone systems come with the features you might expect to be standard. You will pay a premium for the programmability and flexibility that a PBX offers. In most cases the price difference is not as much as you might think between a PBX system and that of a less flexible phone system.

Key Systems

This type of phone system uses a Central Control Unit called the CCU. The control unit provides features and functions not available using ordinary phones. An example of this is: key systems using a CCU allow one extension to call another internal extension, preventing other users from picking up a line already in use. Key systems usually come with most features any business would expect as standard but in some cases they are often less flexible than a PBX phone system.

PBX & Key Systems (hybrids)

Key and PBX systems have some different technical features, these differences have become blurred over the years. Many Key systems now offer features once only available on a PBX phone system. Some systems also operate internally as either a PBX or Key system depending on the software installed. Sometimes these systems are referred to as “Hybrid” phone systems.

Installation & maintenance of PBX and Key phone systems

PBX and Key phone systems require installation by trained and qualified telecoms engineers. All external lines and internal extensions must connect to the PBX or CCU cabinet. The installation and maintenance of these types of phone system can be just as expensive as the phone system itself. In many cases you will be able to utilise existing cabling available in your office if the handsets you have been using are relatively new, they may not be compatible with your new system, requiring you to purchase new handsets as well as the system itself.

The Right Size System

It is important when buying a new business telephone system that you know your requirements in advance. When buying a new telephone system for your business, there are two major factors that determine the size of the system you require:

Lines/Trunks

The number of lines a system is capable of handling equals the number of outside lines that can be used by your company.

Extensions

Most extensions will be made up of handsets, though all equipment that requires a phone line and is connected to the system is classed as an extension. This includes fax machines, modems and credit card equipment. It is important that you make a list of the extensions and lines you need for your phone system, not forgetting some users may need more than one line or extension.

With key systems, the size of a phone system is indicated as a combination of both lines and extensions, for example a system that has 10 lines and 30 extensions will be shown as 10 x 30.

With PBX systems size is defined as a combination of lines and extensions, called “Ports”. The number of “Ports” is the maximum number of connections to the phone system. The ports include outside lines and internal extensions, as well as any other telephone system accessories.

When planning for a new business phone system, you should take into account the future expansion of your company, by allowing for extra needs at an early stage. Even if your current telephone system is handling calls well, this may not be the case with any future expansion. A good business phone system should be able to handle expansion easily and cost effectively. All our recommended phone systems allow you to expand their capabilities, by adding new expansion cards, therefore increasing the number of ports available for use. Some systems can even be expanded by adding another cabinet, which is identical to the main cabinet and virtually doubles the capacity of your system. When planning it is important you enquire about the cost for expansion, and that it will come easily but also as affordable as possible.

To keep cost down consider a second user system. All our second user systems are fully refurbished, tested and come with the same quality most of our customers have grown accustomed to.

Checklist

Below is a checklist for selecting a new phone and voice mail system:

• Try to estimate the growth of your company 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.
• Arrange an appointment for a demonstration or ask to see a system recently installed.
• Make sure you decide on a rough budget for your new telephone and voice mail system.
• Ensure the system includes all of the technical and feature requirements your business needs now and in the future. These may include extras like Voice mail, additional handsets, call handling software, automated attendants etc.
• Once you have decided on one or two possible systems make your decision not only based on price.
• When and how will the system and cabling be installed?
• What range of Service Level Agreements are on offer?
• What about system training and what are the costs?
• Does the system have remote maintenance facilities, which can keep maintenance visits to a minimum?
• What guarantees and warranties come with the various types of systems?
• The purchase and installation of the right telephone system for your business needs is an important decision, it is imperative you get it right first time. Business functionality and prosperity heavily depend upon communications. Let us help you in making that right decision.
• To keep cost down consider a second user system. All our second user systems are fully refurbished, tested and come with the same quality most of our customers have grown accustomed to.

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