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Phone and voice mail systems can be pretty costly, even forcompanies with a low number phones. Before investing in any typeof phone system or voice mail system, you need to estimate howmuch your company is likely to expand over the next few yearsand if possible how many phones you may require. Failure to dothis could cost you or your company a lot of money in upgradeand restructuring costs further down the road. It is better andcheaper to plan and allow for expansion at an early stage, thanwait until it is too late. If you plan to remain under ten phones then I would recommendyou invest in a KSU-less phone system. Basically these look likenormal phones that carry all the technology and software neededto run a small phone system of up to four lines and eight totwelve extensions. These systems incorporate many of thefeatures that full PBX phone systems offer (though not voicemail). So be sure to check with your supplier what features areavailable on these types of phone systems. These systems arerelatively cheap compared to other types of phone systems. Theyare also easy to install, so can be quickly re-located toanother office or building. This type of phone systems usuallyarrive as a boxed product that is installed by you, and carriesa manufacturer's warranty. You will have to make enquiries withyour vendor as to the level of after sales support that isavailable. You may find it is much less than if you hadpurchased a larger more expensive phone and voice mail system.One major disadvantage of KSU-less phone systems, is that theycannot integrate separate voice mail systems. If you do chooseto purchase one of these KSU-less phone systems, then you willhave to use a voice mail service that is offered by yourtelephone 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 will bebetter off investing in one of the fully featured KSU phonesystems on the market. These phone systems are typical incompanies with around ten to forty users. Some suppliers mayrecommend installing something called a Hybrid phone system.These systems are ideal for small to mid sized companies ofabout fifty to a hundred employees, and offer many of thefeatures much larger PBX phone systems offer. Below is a check list for when you are selecting a new phone andvoice mail system and supplier: 1. Try to estimate how much your company will grow in the nextthree to five years. Look at how many lines and extensions youhave at the moment and decide how many your company may requirein 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 opportunity tohave a look at you and evaluate your potential requirements.Remember to ask them about their experience and if necessary askfor referrals. You could even ask to see a phone and voice mailsystem they have recently installed. 3. Make sure you decide on a rough budget for your proposed newtelephone and voice mail system. Ask around other businesses ofsimilar size, what amount they have invested in their phonesystems. 4. When potential suppliers provide you with a quote for yournew phone and voice mail system, go through them carefully,ensuring they include all of the requirements your business willneed. These may include extras like; Full voice mail capability,additional handsets, call handling software, automatedattendants, service level agreements (SLA's) and any otheradditional features. 5. Once you have decided on one or two suppliers, it is time toget them back round. Remember, they want your business. Bearingin mind the budget you decided earlier, make your decision basedupon not only price, but which supplier you think can provideyour company with the best service before, during and after theinstallation of your new phone and voice mail system. Any goodpotential supplier will be more than happy to answer anyquestions you may have about the phone system they intend tosupply and install for you. Thanks for reading |
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