Phone systems within the organization are a critical tool used to drive business. Without the right phone system for the business, it is possible that the organization is spending too much to meet their communication needs, failing to have those needs met fully or the company is missing out on technological advances that could increase productivity and streamline communications altogether.

 

There are basically four major types of office phone systems and it is important that the company understands each type of system before making a determination as to which system is the right fit for the organization. The four major systems to consider include Private Branch Exchange (PBX (News - Alert)) Business Phone System, Key System Unit (KSU), Key-Less or KSU-Less System, and VoIP System.

 

The oldest of the four, a PBX is also the most widely used still today by companies with 50 or more employees. Traditional PBX systems could easily fill an entire room, while more modern versions can usually fit under a desk. These systems are typically fully programmable and generally come standard with at least one hundred features. PBXs can be expensive to purchase and maintain, making a hosted PBX often the more attractive option.

For smaller companies who are seeking functionality similar to a PBX, a KSU system may make sense. Such a system generally uses a centrally located control unit to manage calls and offers features and the ability to perform tasks not available on typical phone systems. The KSU system is not as customizable as a PBX and therefore does not offer as many features.

 

When considering a PBX or KSU system, it is important for the organization to know that both of these phone systems require installation, support and maintenance by specialized service providers. These systems can also be expensive to maintain. In addition, all outside phone lines and individual lines must be wired to the main control units.

Companies operating with less than 10 employees can benefit from the Key-Less or KSU-Less System as they can provide many of the desirable phone features without centralized management. Each phone is a 2 or 4 line phone and can be easily moved from office to office. While the system is flexible, it is not easily expandable and many of the phones can be incompatible with other devices.

 

Certainly the newest phone system available is the VoIP System. This system uses Voice over Internet Protocol (VoIP) technology to route phone calls over data networks. Such systems can provide significant cost savings and other benefits. Size can greatly vary from as large as a traditional PBX to as small as a VoIP phone connected to a router or PC.

 

The challenge for businesses competing today is that technology is continually advancing, making it more difficult to assess current and future needs. In addition, price differences between systems are coming closer together, making it more difficult to differentiate between their value. At the end of the day, the company can gain considerable insight and direction when turning to experienced vendors and service providers.