PBX Phone Systems.

A PBX or Private Branch Exchange phone system is one of the leading types of phone systems used in business. PBX phone systems are large installations, able to handle many extensions. PBX systems are programmable and highly customizable, able to meet the needs of different businesses. A business with more than forty employees, or that is quickly expanding, generally needs a PBX phone system instead of one of the smaller installations such as a Key or KSU-less system. Modern PBX phone systems can also accommodate a smaller user bases, with cost effective solutions.

Selecting a Phone System

When selecting an office phone system, it is important to consider the needs of the business and the features each system offers.

Phone system size – There are two important things to consider when determining phone system size requirements. First is the number of extensions the business will require. Generally, the number of extensions is equal to the number of employees or workstations. However, a business may require additional phone extensions for fax machines or any other equipment that requires a phone connection. If a business is in a growth phase, it is important to plan ahead for additional extensions that may be required. Phone system size is also determined by the number of outside phone lines that are required. In other words, determine how many lines will be in use at any one time for calls into or out of the firm. Most PBX phone systems count both of these numbers and tally them into the number of “ports” that is required by the business.

Expansion – Ensure that the phone systems you consider have room for expansion. Most PBX systems can be expanded, but every phone system will have a maximum capacity. It is important that the maximum capacity will more than allow for proposed growth since replacing an entire phone system is costly and time-consuming.

Features – PBX phone systems offer a full array of features. Consider which features are requirements for your office as well as which would be nice to have. One of the most popular features in phone systems is voice mail. Voice mail allows the owner of each individual extension to record outgoing messages and to allow callers to leave messages when the employee is unavailable. An auto attendant feature allows callers to use an automated directory system to navigate the phone system. Directories vary dramatically and the most flexible ones allow callers to search for an extension by names (first and last), by department and by function. It can also control a general greeting, mailboxes with messages for general information and fax machines. Some other commonly requested features include: conference calling, call forwarding, hold functions, call transferring, hold music or messages and ringtone variations.

Installation and Maintenance

While most PBX phone systems require professional installation and maintenance, some small, modern systems can be user installed. Often, these PC based systems are most suitable for small to medium sized businesses, perhaps with a small information technology staff who can maintain the system. Ensure any phone installation service provider is experienced with the particular manufacturer and model you have selected. In addition to installation fees, it is important to discuss costs for maintenance or expansion service. Get references and ask about the firm's response times and quality of service. Remember that a phone installation and maintenance firm that deals with multiple system vendors is more likely to give objective advice on system selection.