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Office Phone System

Office Phone System

About Office Phone Systems

Office phone systems are imperative to companies who rely on interdepartmental and public interaction to perform daily business routines. The types of phone systems used for these businesses may be determined by varying factors.

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Before deciding which system to install, business professionals must know the size of their establishment. Determining the size can be done easily if the owner is aware of the amount of lines and extensions that are needed. Extensions represent the connectivity of every communication device in the company such as fax machines, modems, and credit card processing terminals. Lines are used to specify the amount of outside phone lines used by the business.

When referring to key systems, the size of the system is usually indicated by the necessity of lines and extensions. For instance, a company that needs 14 lines and 28 extensions would ask for a 14 X 28 phone system. PBX systems use a different method and indicate size by ports (the number of connections made to the system). Ports are used by internal and external phone lines, automated attendants, and voice-mail features.

Knowing these key pieces of information will help business owners increase the likelihood of choosing the most effective phone system and enable them to negotiate with phone companies. It is important for growing companies to pick a phone system that can be easily modified to add more ports or lines and extensions. Business owners can be proactive in the planning process by inquiring about the cost to add additional extensions.

Here are four phone systems that offices tend to use:

PBX Systems – These systems work great for companies with more than 40 employees. PBX systems have the capability to manage calls and route them to the appropriate person. The various programming features may cost a little extra, but may incur fewer expenses than purchasing other equipment. The hardware is typically stored in a storage room or closet. Professional installation and maintenance is required.

Key Systems - Company sizes that do not exceed 40 employees may find this system to be most useful. Its name is derived from a control device called key system unit. This unit connects all phone lines and allows the user to dial extensions and ignore a line that is already in use. It requires professional installation and maintenance.

VoIP Phone Systems - VoIP systems use technology to allow companies to make and receive calls using a high speed internet connection. This frugal method can be done with an internal piece of hardware or hosted business phone system. VoIP hardware is installed on-location and works like a Key or PBX system. Hosted business phone systems exist within a central calling center and will route calls to other locations.

KSU-less Systems – Small companies with ten or fewer employees may benefit from installing a KSU-less phone system. These phones provide the most versatility because they can be moved to a new office or sold. Preexisting telephone wiring in the office can be used without investing in a complex phone system. A central cabinet is not required and phone service can be activated through any available provider.

The phone system that the company selects should also be able to support any features that are required. The most popular features incorporate conferencing, hold music, auto-attendants, and dial by name, extension, or directory. Advanced features such as automatic call forwarding allow business lines to be transferred to other locations.