| Phone and voice mail systems can be pretty | | | | for small to mid sized companies of about |
| costly, even for companies with a low number | | | | fifty to a hundred employees, and offer many |
| of users. Before investing in any type of | | | | of the features much larger PBX systems |
| phone system or voice mail system, you need | | | | offer. |
| to estimate how much your company is likely | | | | |
| to expand over the next few years. Failure | | | | Below is a check list for when you are |
| to do this could cost you or your company a | | | | selecting a new phone and voice mail system |
| lot of money in upgrade and restructuring | | | | and supplier: |
| costs further down the road. It is better | | | | |
| and cheaper to plan and allow for expansion | | | | 1. Try to estimate how much your company will |
| at an early stage, than wait until it is too | | | | grow in the next three to five years. Look |
| late. | | | | at how many lines and extensions you have at |
| | | | the moment and decide how many your company |
| If you plan to remain under ten users then I | | | | may require in the future. |
| would recommend you invest in a KSU-less | | | | |
| system. Basically these look like normal | | | | 2. Contact potential suppliers, and arrange |
| phones that carry all the technology and | | | | an appointment with them for a full |
| software needed to run a small phone system | | | | demonstration. A number of these can be |
| of up to four lines and eight to twelve | | | | sourced off the internet or through your |
| extensions. These systems offer many of the | | | | local business pages. This will also give |
| features that a full PBX phone system offers. | | | | them a good opportunity to have a look at you |
| Be sure to check with your supplier what | | | | and evaluate your potential requirements. |
| features are available on these types of | | | | Remember to ask them about their experience |
| phone systems. | | | | and if necessary ask for referrals. You |
| | | | could even ask to see a system they have |
| These systems are relatively cheap compared | | | | recently installed. |
| to other types of phone systems. They are | | | | |
| also easy to install, so can be quickly | | | | 3. Make sure you decide on a rough budget for |
| re-located to another location. This type of | | | | your proposed new telephone and voice mail |
| phone system usually comes as a boxed product | | | | system. Ask around other businesses of |
| that is installed by you, and carries a | | | | similar size, what they have invested in |
| manufacturer's warranty. You will have to | | | | their systems. |
| make enquiries with your vendor as to the | | | | |
| level of after sales support that is | | | | 4. When potential suppliers provide you with |
| available. You may find it is much less than | | | | a quote for your new phone system, go through |
| if you had purchased a larger more expensive | | | | them carefully, ensuring they include all of |
| system. | | | | the requirements your business will need. |
| | | | These may include extras like; Voice mail, |
| One major disadvantage of KSU-less phone | | | | additional handsets, call handling software, |
| systems, is that they cannot integrate a | | | | automated attendants, service level |
| separate voice mail system. If you do choose | | | | agreements (SLA's) and any other additional |
| to purchase one of these KSU-less phone | | | | features. |
| systems, then you will have to use a voice | | | | |
| mail service that is offered by your | | | | 5. Once you have decided on one or two |
| telephone company. | | | | suppliers, it is time to get them back round. |
| | | | Remember, they want your business. Bearing |
| If you decide that you must have a fully | | | | in mind the budget you decided earlier, make |
| featured voice mail system, and can | | | | your decision based upon not only price, but |
| confidently predict your company will expand | | | | which supplier you think can provide your |
| beyond ten users within next few short years, | | | | company with the best service before, during |
| then you will be better off investing in a | | | | and after the installation of your new phone |
| proper fully featured KSU phone system. | | | | and voice mail system. Any good potential |
| These systems are typical in companies with | | | | supplier will be more than happy to answer |
| around forty users. Some suppliers may | | | | any questions you may have about the phone |
| recommend installing something called a | | | | system they intend to supply and install for |
| Hybrid phone system. These systems are ideal | | | | you. |