Your business’s telephone system is key to managing your incoming and outgoing calls. The right system will suit your budget, meet your employees’ and clients’ needs, and keep information secure. If your old phone system isn’t up to this challenge, it may be time to investigate phone systems like key system units, Private Branch Exchanges, and Voice over Internet Protocol (VoIP). 

What Is a Business Phone System? 

A business phone system is a multiline telephone system developed for the business environment. It may also offer extra features like: 

  • auto-attendants 
  • conference calling 
  • call handling and transfers 
  • private vs. shared voice message boxes 
  • voicemail by email 
  • dedicated backup power 
  • and more 

These systems range in size from a few telephones in a small office to a complex branch used by a very large company. 

Key System Units and Centrex 

Key system units operate in a similar way to traditional telephone services. They’re circuit-switched, with a dedicated line for each call, and offer high audio quality and reliable service. Centrex is the grown-up sibling of key system units. Here, the local telephone company simulates the functioning of a PBX on a smaller scale. Traditionally, small businesses would opt for key system units. Midsize companies might choose Centrex. 

PBX 

A Private Branch Exchange, or PBX, works like an automated telephone switchboard. It builds a network of connections between the business’s company phone lines. This network is connected to outside phones via a public switched telephone network. Large companies have their PBX installed on the premises. However, these robust and feature-rich devices are pricey to purchase, install, and maintain. Smaller businesses may find a PBX more accessible through a virtual or hosted PBX. These services are usually accessed by VoIP, so they’re a better choice for companies with access to fast, reliable internet. 

VoIP 

Voice over Internet Protocol is considered a packet-switched phone service. This means that the audio signal is broken down into small packets of information at the speaker’s end. These packets are sent over broadband internet and reassembled at their destination. The internet is a fast and convenient messenger, but it’s not completely reliable. If a few of these packets get lost along the way, it can affect call quality. 

 

Steps to Consider When Choosing a Business Phone System 

To make sure you choose the right system and transition to it smoothly, come up with a step-by-step plan. 

Step One: Create a staffing plan. Look at your business plan and expected growth. Four years from now, how many staff members will require a phone? 

Step Two: Choose your features. Which ones are critical for today’s business operations? Which ones do you expect to need a year from now? 

Step Three: Look at your company location. Do you have just one building, multiple locations (such as a main office and a warehouse), or company branches in different cities? Each of these may need a different phone solution. 

Step Four: Choose your business phone system. In steps one through three, you may want to consult a specialist to find the system that meets your needs. 

Step Five: Take the system for a test drive. Is everything functioning as promised? Is it straightforward to use? 

 

How Often Should You Upgrade? 

Mobile phone systems are evolving at a pace with the rest of tech. That means: very fast. An up-to-date phone system is generally more convenient to use, more feature-rich, more affordable, and more secure than the previous generation. 

How do you know if your current phone solution has fallen behind the times? A rough rule of thumb for company mobile phones is to upgrade every two years. Stretch it out much longer than that, and you may have out-of-date systems, escalating maintenance problems, and software that’s no longer supported by the latest security patches. However, you may want to assess your phone system more frequently, like on an annual basis. During the assessment, ask yourself a few questions: 

Is your business phone system fully functional? Are you noticing recurrent issues in any area, such as customers complaining about audio quality and dropped calls? A one-off problem is one thing, but consistent issues are ones not getting fixed. 

Has a new feature come out that could really improve your business’s operations? Is this feature exciting because it will solve a problem that’s plagued your company for a long time? The resulting boost to productivity or increased security may more than pay for investing in a new system. 

Is your current system getting pricey? Have you noticed costs creeping up for maintenance, repairs, or the monthly contract? Even if you’re happy with your current type of phone system, you may be able to find a more budget-friendly provider. 

Did your current business phone system critically fail you? For instance, was there a security breach in your phone system? Did you think the service provider’s response was sufficient? It’s a buyer’s market, and you have other options. Look around until you find the right fit for your company. 

Is it just a good time for an upgrade? Has your company recently grown, and you’re ready for a feature-rich setup? Are you moving offices or opening another branch and need a new system anyway? It may be worthwhile to see what options have popped up since the last time you evaluated your business phone system. 

The right business phone system provides excellent call quality, business-critical functionality like call handling and works for companies of various sizes. It’s vital to get a phone system that offers up-to-date tech and security features and fits your office. 

Have you evaluated your current system and need an upgrade to key system units, PBX, or VoIP? You’ll want to create a staffing plan, narrow down the features your business uses, and find a system that’s a match for your Horsham company´s needs and budget. Contact KDI Office Technology today to learn more about the right phone system for your business.