Choosing The Right Phone and Voice Mail System

Phone and voice mail systems can be pretty costly, even forcompanies with a low number phones. Before investing in anytype of phone system or voice mail system, you need toestimate how much your company is likely to expand over thenext few years and if possible how many phones you mayrequire. Failure to do this could cost you or your companya lot of money in upgrade and restructuring costs furtherdown the road. It is better and cheaper to plan and allowfor expansion at an early stage, than wait until it is toolate.

If you plan to remain under ten phones then I wouldrecommend you invest in a KSU-less phone system. Basicallythese look like normal phones that carry all the technologyand software needed to run a small phone system of up tofour lines and eight to twelve extensions. These systemsincorporate many of the features that full PBX phone systemsoffer (though not voice mail). So be sure to check withyour supplier what features are available on these types ofphone systems. These systems are relatively cheap comparedto other types of phone systems. They are also easy toinstall, so can be quickly re-located to another office orbuilding. This type of phone systems usually arrive as aboxed product that is installed by you, and carries amanufacturer's warranty. You will have to make enquirieswith your vendor as to the level of after sales support thatis available. You may find it is much less than if you hadpurchased a larger more expensive phone and voice mailsystem. 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 phonesystems, then you will have to use a voice mail service thatis offered by your telephone company.

If you decide that you must have a fully featured voice mailsystem, and can confidently predict your company will expandbeyond ten phones within next few short years, then you willbe better off investing in one of the fully featured KSUphone systems on the market. These phone systems are typicalin companies with around ten to forty users. Some suppliersmay recommend installing something called a Hybrid phonesystem. These systems are ideal for small to mid sizedcompanies of about fifty to a hundred employees, and offermany of the features much larger PBX phone systems offer.

Below is a check list for when you are selecting a new phoneand voice mail system and supplier:

1. Try to estimate how much your company will grow in thenext three to five years. Look at how many lines andextensions you have at the moment and decide how many yourcompany may require in the future.

2. Contact potential phone systems suppliers, and arrange anappointment with them for a full demonstration. A number ofthese can be sourced off the internet or through your localbusiness pages. This will also give them a good opportunityto have a look at you and evaluate your potentialrequirements. Remember to ask them about their experienceand if necessary ask for referrals. You could even ask tosee a phone and voice mail system they have recentlyinstalled.

3. Make sure you decide on a rough budget for your proposednew telephone and voice mail system. Ask around otherbusinesses of similar size, what amount they have investedin their phone systems.

4. When potential suppliers provide you with a quote foryour new phone and voice mail system, go through themcarefully, ensuring they include all of the requirementsyour business will need. These may include extras like; Fullvoice mail capability, additional handsets, call handlingsoftware, automated attendants, service level agreements(SLA's) and any other additional features.

5. Once you have decided on one or two suppliers, it is timeto get them back round. Remember, they want your business.Bearing in mind the budget you decided earlier, make yourdecision based upon not only price, but which supplier youthink can provide your company with the best service before,during and after the installation of your new phone andvoice mail system. Any good potential supplier will be morethan happy to answer any questions you may have about thephone system they intend to supply and install for you.

Thanks for reading

Jason Morris is co-author, search engine optimization and marketing consultant of Business Phone Systems Direct. Specialists in the supply and installation of quality business phone systems and accessories from leading manufacturers. For a free quotation on one of our range of Panasonic phone systems and for free technical advice click Panasonic Phone Systems