3. Adequate memory. Most voice mail systems have an adequate amount of memory, usually more than you will ever need. When selecting an appropriate voice mail system it is important that you enquire about systems memory capacity, because some suppliers now provide relatively inexpensive voice mail systems that do not have a hard disk for message storage. All messages and greetings are stored on chips, which seriously affects amount of memory available. These small inexpensive voice mail systems are only really suitable to companies or offices with only two or three phone extensions and not recommended for a growing company requiring a fully featured voice mail system.

4. Expansion and how much it will cost. When choosing a voice mail system, you need to make sure that any quotes gathered from systems suppliers include a cost for expansion. If you decide upon a voice mail system that is only sufficient for your current requirements, then consider what will happen if and when your office/company expands, and need for more voice mail capacity outstrips that of your current system. You will also need to ask any prospective supplier how long they will honour their quotation for expansion of your voice mail system.

5. Remote maintenance costs. Before purchasing a suitable voice mail system from any supplier, you need to find out what their costs are for remote maintenance. All voice mail systems will at some time require a little care and feeding, which more often than not can only be provided by system supplier.

6. Voice mail system training. It is important that all users attend training sessions of any new voice mail system. Though voice mail systems are not usually difficult to use, some staff may require one to one or even extra tuition. When evaluating training cost section of any proposed voice mail system suppliers quotation, it is important to ascertain that a low price does not mean a low standard of system training.

7. Additional training. It is advisable that you acquire a cost for any future additional training sessions that may be required from time to time, as staff come and go and for re-training of existing staff.

8. Should I purchase a larger voice mail system? There are two main questions you need to ask yourself in order to determine whether or not you should purchase a larger voice mail system.

Thanks for reading my article

Jason

The Right Size System

It is important that when buying a new business telephone system, that you know your requirements in advance. Knowing what features need to be included with your new telephone system will stand you in good stead when it comes to negotiating with potential suppliers. When considering buying a new telephone system for your business, there are two major factors that determine size of system you require:

Lines. These are sometimes called trunks. The number of lines a system has denotes number of outside lines being used by a company.

Extensions. Most extensions will be made up of handsets. Though any equipment that requires a phone line is classed as an extension. This includes fax machines, modems, and credit card equipment etc.

It is important that you make a list of all extensions and lines you may need for your new phone system. Not forgetting some users may need more than one line and multiple extensions.

With key systems, size of a phone system is indicated as a combination of both lines and extensions. For example a system that has 10 lines and 30 extensions will be shown as a 10 x 30 system.

With PBX phone systems, size is defined as a combination of lines and extensions, called “Ports”. The number of “Ports” is maximum number of connections that can be made to phone system. These include outside lines and inside extensions, as well as any other telephone system accessories.

When planning for a new business phone system, you should take into account future expansion of your company, by foreseeing any extra needs at an early stage. Even if your current telephone system is handling calls well for time being, this may not be case when any future expansion or improvements are fully implemented. A good business phone system should be able to handle expansion easily and in a cost effective manor. PBX phone systems allow you to expand their capabilities, by adding new expansion cards, thus increasing number of ports available for use. A few key systems can be expanded by addition of another cabinet that is identical to first.

When planning your new system it is important that you enquire about potential cost for addition of more extensions or ports. It is important that when choosing a new business phone system, you ensure expansion will come not only easily but as affordable as possible for your company.

Telephone System Dealers and Installers

Finding a good reliable dealer is most important part of buying a new business phone system. A good reputable dealer will not only be able to sell you system you require, but will offer excellent, guaranteed installation and service as well as always be on hand to answer any questions you have when problems arise. To put it simply they will be there to hold your hand and guide you through process, from planning and selection of a suitable system, to implementation of you new system and training of staff. Any potential supplier will be more than happy to talk to you about any aspect of a new business phone system, and offer testimonials as to quality of their systems and installation service.

It is not uncommon for buyers to require a demonstration of potential new phone systems. Any reputable dealer will be more than happy to offer a full demonstration of any phone system they supply. It is better for dealer to visit your site, that way they can get a proper view of your existing system and evaluate your future communication requirements and cabling needs.

Service Level Agreements (SLA’s) specify how quickly a dealer responds to a problem with your phone system. A good dealer will offer a range of SLA’s to cater for most business needs and budgets. Expect to pay more if your business requires 24/7 support or response times shorter than normal.

Below are some questions that you could ask a dealer when looking for a supplier of a business phone system:

1. Can I have a system demonstration?

2. Who will install system and cabling?

3. What range of Service Level Agreements (SLA’s) do they offer?

4. Who will provide system training and what are costs?

5. Can dealer provide remote maintenance facilities?

6. What guarantees and warranties do they offer?

Check List

1. Decide which type of phone system best suits your businesses needs.

2. Plan size of your new system by evaluating amount of lines and extensions you require. Don’t forget to plan for any future expansion.

3. Decide what extra features you might require from you new business phone system (voicemail, door phones, etc).

4. Contact a few reputable dealers.

5. Arrange for a demonstration of suitable phone systems.

6. Work with your chosen dealer to select and purchase correct system for your business.

7. Don’t forget to sort suitable training and an adequate service level agreement.

Final

The purchase and installation of correct telephone system for your business is a very important decision. It is imperative that you get it right first time, as functionality and prosperity of you business could heavily depend upon it. Remember to follow few simple guide lines outlined in this report, and you will be more prepared than most.

Thanks for reading my article

Jason Morris