Purchasing the right telephone system for your company involves some important decisions as that telephone system will be used to forge the close links between your business and your clients. Should you make a poor decision and purchase the wrong phone system, it could harm your business by impeding your communications with your clients. To purchase the right system you need to spend a little time understanding what it is you need in a telephone to find the one that best suits your needs. Here are some points to consider before buying:

– What kind of call volume does your telephone system support now and are you expecting call volume to increase in the future?

– Do you need to purchase a phone system that is compatible with equipment and client management software that you currently use?

– Are there any special functions that you would like your new telephone system to perform?

You will also need to think about how many trunks and extensions you will need. Extensions are individual telephone lines for handsets, modems and fax machines and trunks are your company’s outside lines. There will always be a greater number of extensions than trunks. As employees place or take calls, the telephone system assigns those calls to specific trunks. You never want to have so many extensions that trunks are overloaded and callers must wait for a line to become free. If that happens your lines will always be busy and frustrated callers will stop calling back.

You may very well be uncertain as to what system you need and that means that you should speak with a representative from a telephone company that supplies services to businesses. The number of suppliers has grown dramatically since the liberalization of the market, making the number of telephone system suppliers very large. There are things to remember before you make the call to your chosen supplier…

– What are credentials of the company and do they have reputation of providing a good service?

– What does this supplier provide? Will you get a complete package that includes all cabling and hardware?

– What support and maintenance costs are involved?

– Can your new supplier provide training? If so, what is the cost for such training?

Do not be afraid to speak to a number of suppliers. It is quite common for telephone service companies to offer demonstrations of their systems and features that the systems offer as well as offering to negotiate on the costs. You will get a better idea of the level of support the company offers if you take the time to sit down and talk with them and they, in turn, will be able to suggest options and features that you may not even be aware that you need.

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