Business Telephone Systems Resources

What are business telephone systems?
The correct purchase of a business telephone system is important within business. The right business system can help a business to grow and expand its services, as well as building those essential closer links with clients. The wrong system can have the opposite effective and really affect a business’ success.
Why should an organisation use a business telephone system?

There are many elements for an organisation to think about when they wish to invest in a business telephone system for their organisation. Before any quotes are obtained from business telephone system providers, an organisation may want to consider these points:

How many staff or colleagues require internet and telephone connection?
How many external phone lines are needed and how many for external/internet email usage?
Will a company need a central receptionist who can receive all of the incoming calls?
If an organisation wants to use DDI will they require an ISDN line/s?
If the service is not performed in-house, how fast can a maintenance contractor react?
What is the growth rate expected to be in telecom usage and staff numbers over the next three years?
Are organisational staffs required to undertake training for the telecoms equipment that can be performed in-house, in case any future problems should arise?

How does a company assess their own telecom needs?

Firstly, a client needs to know exactly how many extensions and lines they will require. The number of extensions that a company requires determines exactly how many phones can be connected within the office. The number of lines indicates exactly how many colleagues can simultaneously make external calls. It is normal to have more extensions rather than lines within an organisation. For every four or five extensions there should be a line in place. Direct dial-in can be opted for in cases where customers can phone the individual extension directly. To install this service, a company needs the assistance of ISDN or integrated services digital network. There may also need to be a separate fax line in place as well as the capacity for internet connection. Most businesses that have ISDN connections or broadband can simultaneously use an internet connection and make voice calls over the same lines.

How does a company choose the right telephone system for their company?

It is important to choose the right telephone system relevant to an organisation:

Small businesses may use key system telecoms units that manage all incoming calls. With key systems, the calls arrive centrally and can then be transferred across the business by the receptionist.
Other options are PBX systems or private branch exchange. They offer a wide range of functions such as individual voice mail and call logging.
PBX systems allow for calls to be directly routed to individual extensions.
Direct dial in or DDI allows the customer to reach the person they’re calling more quickly. It is an important factor when considering the use of DDI within an organisation, to decide whether the organisation should incorporate digital or analogue phone lines. DDI within analogue phone lines is available but digital DDI use ISDN and has replaced the much older analogue service.
PBXs that operate VoIP or voice over internet protocol software do offer great extensibility and functionality. For example, it can be possible to send instant messages, extend networks across varied sites and make video calls.

A company may also have to think about the individual handset that will prove to be most beneficial toward the organisation:

Units that are hands free allow each colleague to write and type while on the phone.
Cordless units can let a colleague around a site and between various departments.
Some systems include speakers and microphones that can be used with conference calls.

How does a client choose a business telephone system supplier?

It is probably best to obtain at least three quotes from potential suppliers. It can be cheaper to purchase maintenance systems, installation and telecoms equipment from different suppliers, but if all three are purchased from one supplier, if any problems should arise, it can be easier to solve and can be more economical over the longer term. Most network providers, with the exception of BT, will not provide any equipment. Some questions to ask potential suppliers may be:

What kind of knowledge and expertise do engineers have within your business telephone environment? How have they been trained in the equipment?
How long has your company been maintaining and supplying this type of equipment?
How does your company deal with any post-sales issues?
What is the success rate with your present and existing customers and how do you meet their requirements?
What kind of post-installation training will be provided?
What quality standards do your company work to?
How reliable is the equipment?
What are the normal procedures for reporting any problems and how quickly are they responded to?

What is the typical cost of a business telephone system?

It can be difficult to give accurate figures for business telephone systems, mainly because the combination of data and voice networks vary so much. Suppliers should be able to give rough indications of the typical support and installation costs for the business telephone systems. A client needs to take into consider the full cost of ownership which includes the maintenance, installation and management service of the system.

What are the other services that a business telephone system provider can offer?

Each organisation who is considering this kind of investment, must consider whether they require the use of mobile data services. If they do, then the service provider will be able to help their client make that choice. VoIP or voice over internet protocol allows a person to make phone calls over computer networks and may suit a business that makes a high volume of overseas or long distance calls, and the company has the actual network connection in place that has a high data rate that can handle the volume of calls.