Choosing the Essential Business Phone System

If your business is looking to purchase or upgrade your phone systems, one of the most important issues for your employees is to look at their needs and requirements. Depending on your specific needs as a business, there are many options available that differ in price, quality, and ease-of-use.

Before you start considering the immediate impact of selecting features (like video conferencing or digital voice mail) however, it may be more beneficial to decide on how many employees you plan on giving direct lines to and also how many employees you plan on having altogether.

Upgrading your business phone system after everything has been installed can be much more costly than starting a high-end system from the beginning. Try to figure out the call volume that your employees will be expected to make on a daily basis, as well as just home many lines you will need, before you start shopping.

Keep your budget in mind, as upgrading can be slightly more complicated than you would expect. Certain phone arrangements, like key systems, are great for up to 40 connections, but require extensive upgrades if you plan on expanding.

On the other hand, private branch exchange (PBX) systems can support hundreds of extensions from a single routing cabinet, but can cost significantly more than key systems or traditional landlines.

Smaller businesses (no more than 40 lines) generally get much more out of key systems and VoIP phones since they stay with the same number of extensions. A VoIP phone can be great for saving on long-distance and international charges because the entire system transfers calls over your business’ unlimited internet connection.

All of these options will still depend on your overall employee needs, however. VoIP systems require strong internet bandwidth since high call volumes can slow your internet browsing, and vice versa.

There are also hybrid options that can use both the internet as well as any established landlines, which can be a great idea if your geographical area is prone to power or service outages.

It is also helpful to keep in mind that your business phone needs do not end with your voice options. Fax machines, credit card terminals, and modems can all require individual extensions, so if every employee needs a fax number, your call volume could double from what you originally expected as well.

By evaluating your needs as a growing business, you can help to budget your actual phone system requirements, as well as increase productivity for everyone in your office.

David Liu is a writer and comedian based in San Diego, California. He writes extensively for Resource Nation, an online resource that provides expert advice on purchasing and outsourcing decisions for small business owners and entrepreneurs.