Choosing The Right Phone and Voice Mail System

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







About The Author:



Jason Morris is co-author, search engine optimization and marketing consultant of Business Phone Systems Direct. Specialists in the supply and installation of business phone systems and accessories. Visit our site now and get a free quotation on a quality Business Phone System.