How to Buy a Small Business Phone System
Small business phone systems are specifically designed to offer valuable telecommunications intelligence through rich features, while staying affordable for small-to-medium sized businesses. These systems have more features than standard local phone company phones but less than enterprise-class systems (which are generally out of the price range of average-sized businesses). Small business phone systems are generally ideal for companies with 10 to 250 users.
The challenge when buying a phone system for a small business is to maximize the technology you receive through rich features while keeping the price affordable. When evaluating systems you need to look at the type of equipment offered from vendors, their services, features, maintenance and payment options.
Here is what to look for when courting different vendors:
Phone System Features
Each phone system will be slightly different in terms of the features they offer, but two standard features that should come with the system are IVR and voicemail. Interactive Voice Response (IVR), also known as auto-attendant, is the automated voice greeting and directory that you hear when you call companies. This is the backbone of any system and will allow you to better integrate the additional features like directory, multi-line capabilities, and voicemail. Voicemail is the other features that comes standard within business phone systems; each extension purchased usually comes with its own voicemail—a service that can be accessed from any line within the company or by calling in from an outside extension. Other features may include speed dial, predictive dialling, call hold, call park, call transfer, etc.
Price
Every vendor will have a different price for different capabilities. Whilst courting vendors you should receive quotes on their different systems, an outline of what is and isn't included, and the cost of installation and on-going service. While prices vary you can ballpark costs to be roughly $100-$250 per person for a KSU-less system, $300-$1,000 per person for a key system, and $800-$1,000+ per person for a PBX system.
Parts
The parts included in a small business phone system will differ depending on which type of system you invest in. A KSU-less system will generally include just the handsets, and will work with your current wiring. A key system will include handsets, a centralized unit, professional installation, and possibly re-wiring. A PBX system will include IP handsets, a PBX unit (centralized unit), professional installation, on-going service, and most likely re-wiring. A VoIP phone system will be similar to the above but with VoIP phones instead of simple IP phones.
Managed, Hosted or Outright Ownership?
Nowadays phone systems are being essentially 'outsourced' with companies renting you the equipment and taking care of all the maintenance, service and administration. Whether you go with a managed solution (you own part, they manage part), a hosted solution (they own and manage everything) or private ownership (you own and manage everything but may purchase service contracts), it is a choice you need to make. Your influencing factors should be whether you have someone on premise to maintain the system, how much your initial investment will be, and what your predicted growth is.
