As IP phone technology has become both more powerful and more affordable, many organizations are upgrading and/or overhauling their small business phone systems. This can be a very daunting task for whoever is responsible for selecting and procuring the necessary equipment for their phone systems. Where do you even start?
How to Navigate Through all of the Small Business Phone Systems
Well, to begin with, you need to, as specifically as possible, determine what the needs of your organization are in regards to small business phone systems. How many lines do you need, and how many individual phones (and do all of them need to have access to all the lines)? What kind
of advanced functionality are you looking for (i.e. voicemail, call forwarding, etc.)?
Once you've determined your overall needs, there are four ways to go about your search that will help bring things into perspective and lead you to selecting the optimal phone system for your organizations.
Method 1: Choose a brand and stick with it - Many manufacturers offer comprehensive systems that will take care of a wide range of applications, and more or less offer something close to "right out of the box" operation. An example of this is the new Meraki Communications system, which provides fully-featured PBX functionality.
Oftentimes, bundle packages will be available with such systems that will include the core system and a specified number of IP phones. These deals can offer great savings potential, as well as peace of mind to rest assured that everything will work together. In addition, installation and configuration are often simpler overall by using such preset packages.
Method 2: Design it "a la Carte" - For the brave and ambitious, a more customized solution can be sought by designing phone systems one piece at a time. In this method, you determine exactly what functionality and capacity you require, and proceed to put the system together, choosing each individual component based on what best fits the requirements of the piece of the system.
This can lead to a system that is more inherently in line with the needs of your organization, but the mixing and matching of brands and product lines can sometime lead to installation and configuration challenges.
Method 3: Bang for the Buck - This method is appropriate when there are a lot of variables in how the phone system will be used and what specific capacity will be needed long term. In this instance, it is often practical to determine what kind of budget your organization is seeking to devote to phone systems and seek the most value for that particular budget level.
In this method, it is also helpful to see guidance, as the experts will be more likely to know what products offer the best value, as well as being able to offer advice to set up a system that will best be able to grow with your organization.
Method 4: Copy What Works - Seek out an organization with similar needs and budget (or look to another branch or division within your own organization, as the case may be), and see how their phone systems are set-up. This can give you a framework to start from, and can really save time in putting together the right system for your organization.
It is important, when using this method, to be open to modifying the system with new and/or updated equipment that may have been released in the interim since the example you are emulating was installed.
No matter which method you end up deploying in your search for the perfect phone system, if you take the time to do your homework and consult with knowledgeable experts, your organization will reap the reward of a phone system that provides the features and capacity to keep the workflow humming.
If you're in the market for new small business phone systems, contact us, our experts will be glad to help you select the best sytem for your office. If you have any tips on small buiness phone systems, which ones work, how to select one or any thought please share them below!
