Choosing a Phone and Voice Mail System

Written by Jason Morris

Phone and voice mail systems can be pretty costly, even for companies with a low number of users. Before investing in any type of phone system or voice mail system, you need to estimate how much your company is likely to expand overrepparttar next few years. Failure to do this could cost you or your company a lot of money in upgrade and restructuring costs further downrepparttar 147324 road. It is better and cheaper to plan and allow for expansion at an early stage, than wait until it is too late.

If you plan to remain under ten users then I would recommend you invest in a KSU-less system. Basically these look like normal phones that carry allrepparttar 147325 technology and software needed to run a small phone system of up to four lines and eight to twelve extensions. These systems offer many ofrepparttar 147326 features that a full PBX phone system offers. Be sure to check with your supplier what features are available on these types of phone systems.

These systems are relatively cheap compared to other types of phone systems. They are also easy to install, so can be quickly re-located to another location. This type of phone system usually comes as a boxed product that is installed by you, and carries a manufacturer’s warranty. You will have to make enquiries with your vendor as torepparttar 147327 level of after sales support that is available. You may find it is much less than if you had purchased a larger more expensive system.

One major disadvantage of KSU-less phone systems, is that they cannot integrate a separate voice mail system. If you do choose to purchase one of these KSU-less phone systems, then you will have to use a voice mail service that is offered by your telephone company.

If you decide that you must have a fully featured voice mail system, and can confidently predict your company will expand beyond ten users within next few short years, then you will be better off investing in a proper fully featured KSU phone system. These systems are typical in companies with around forty users. Some suppliers may recommend installing something called a Hybrid phone system. These systems are ideal for small to mid sized companies of about fifty to a hundred employees, and offer many ofrepparttar 147328 features much larger PBX systems offer.

Choosing a Voice Mail System

Written by Jason Morris

Voice Mail put simply In its simplest form a voice mail system is essentially just another phone answering system. They store their messages on a computer disk. Each user is assigned a mailbox where they only have access to his or her messages. They are also password protected so onlyrepparttar assigned user can accessrepparttar 147323 messages in their mailbox. Voice mail systems also allow each user to create their own greeting message. This enablesrepparttar 147324 user to pass on instructions or important messages without takingrepparttar 147325 call.

Voice mail systems can allow companies to redirect callers to other company employees. A voice mail system can answer calls rather than a member of staff; provide them with a common greeting, then guiderepparttar 147326 caller to an appropriate department through a selection process. This is more commonly known asrepparttar 147327 voice mail systems Auto Attendant feature.

Voice mail systems can merge fax, e-mail and voice messages into just one screen of a users PC. Some voice mail systems even offer voice recognition technology. A caller’s voice is recognised byrepparttar 147328 voice mail system andrepparttar 147329 system acts accordingly to pre-defined instructions. This is known as Interactive Voice Response.

What to look for in a voice mail system Voice mails systems are usually additional features of existing in house phone systems. When deciding which voice mail system to purchase you need to look at two key aspects of each one:repparttar 147330 number of user ports andrepparttar 147331 hours of memory that is allocated to messages.

A good voice mail system will have enough ports to handle incoming calls without delay. If allrepparttar 147332 ports are full, then any new callers will be delayed inrepparttar 147333 system until a port becomes available. If a voice mail system has too many ports then its capacity is wasted. The trick is to balancerepparttar 147334 number of ports withrepparttar 147335 estimated number of potential customers.

The capacity of a voice mail system depends onrepparttar 147336 hours of memory it has available. A system with a large number of ports and traffic may need a large number of hours, where as a system with low traffic will need fewer hours. The term hours of memory refers to capacity of a voice mail system to store any messages.

Selecting a voice mail system, check list

1. How do you use your voice mail? This depends on how heavily your staff will be usingrepparttar 147337 voice mail system. A port is in use wheneverrepparttar 147338 voice mail system picks up a call, someone leaves, someone is transferred, or whenever a message is picked up by a user. All these factors need to be taken into account when looking at suitable voice mail systems.

2. Many older phone systems may not support a modern voice mail system. Unfortunately many business phone systems that are above five years old will not be able to fully support a fully featured voice mail system. The only solution would be to replace your phone system with a more modern one.

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