anyspacedirect news

Guide to setting up an office phone system

15th September 2011
Choosing a telephone system for your business is a difficult task with so many options to consider. As a business owner it is up to you to make the important decisions regarding the setup of your office phone system for the benefit of your business.

It is important to avoid picking a service that is damaging to your business’ productivity and eventual financial bottom line. Office phone systems are a critical component of a business, big or small, as they are an essential way of communicating externally and internally amongst clients and colleagues alike.

In order to get the best deal and setup possible for your business be sure to consider and evaluate the following:
  • The number of staff who require telephone connections at their desk;
  • Whether your office will have a central receptionist to receive all incoming calls or direct dialing inward (DDI) numbers are required for each workstation;
  • How you envisage your telecoms usage to grow in the coming years;
  • The number of external lines required for phone/internet usage.

The four primary phone systems for your business

KSU-less systems
Ideal for small businesses of ten employees or less, KSU-less systems offer programmable and portable features in the same vein as Key and PBX setups. KSU-less systems are the most inexpensive setup as its routing software is fully contained within the telephones themselves.

Key systems
Recommended for businesses with ten to 40 employees, Key telephone systems are available for small businesses working to smaller budgets. Key systems are not as easy to upgrade and therefore you should consider the future expansion of your business first and foremost as PBX phone systems are much more flexible and offer better long-term value when upgrading.

PBX systems
Businesses with more than 40 employees should consider installing a PBX phone system as they offer a greater array of features than Key systems. Adding extensions and new lines to a PBX system is simple, meaning businesses can upgrade their office phone system quickly and cheaply.

VoIP (Voice over Internet Protocol)
A sophisticated phone system that uses the internet to send and receive telecommunications as opposed to traditional phone lines. VoIP phone systems are considerably cheaper than traditional telephone systems. Some businesses choose to install specialised VoIP telephones that connect to your broadband connection, while you may prefer to simply fit a router that converts the internet signal for use with conventional office phones.

Don’t be afraid of discussing your needs with other small business owners. Get their feedback and take their recommendations on board before shopping around. When you do decide to shop around for office phone systems don’t rely on one quote, liaise with multiple vendors and suppliers and make the right investment for your short and long term requirements.

More Business Setup Advice

Five ways to improve profit margins in 2011
Controlling your business' stock
Top four core business skills

The importance of branding
Back to listing