Opening the Lines.....

Deciding on which phone system to buy can be complex and involve a number of choices and options, and since there are so many different manufacturers, all of which build a variety of systems with various capabilities, the task can be daunting at best.  This process is always made easier with the help and support of a qualified organization like Verge Network Solutions.

By answering the following simple questions, hopefully you will find the perfect solution:

This is the first question that must be considered,  along with the future growth plans.  Most phone systems are designed with a specific capacity limit, such as (24) phones, (256) ports, or other limiting capacities.  The term "Port" implies a connection on the phone system which will include the telephone handsets and the outside lines.  It is important to consider a system larger enough or expandable enough to support the future growth of the business.

Since all phone systems are essentially connected to the outside world through the "Phone Company", the types and quantities of "Phone Lines" must be considered next.  There are essentially two types of service available today from most local providers of dial tone, "analog" and "digital".  The digital connection offers the highest quality but will require that the system support this type of connection.  This may include a more specialized protocol referred to as "Primary Rate Interface", or PRI.  Features like "Caller ID" and "Direct Inward Dialing" (DID) are provided with a PRI connection.  Also, the total numbers of outside lines must be determined as it impacts the overall size requirements of the system as most systems have a specific capacity limitation.

After considering the phone system capacity requirements, the specific features and applications must be taken into account.  Every phone system comes equipped with almost every modern feature that virtually any business will require, but certain features and applications require careful consideration and evaluation.  As an example, "Voice Mail" on the surface may seem to be an ordinary feature, but the first consideration is "How many Ports are required", or in other words, how big does it need to be?  These issues will include:

•  The Port Capacity, both initial and growth limitations;

•  Voice Message storage hours capacity and growth capacity;

•  Enhanced features like "Unified Messaging" which integrates Voice Mail and Email.

Of course, there are many other specific applications like Automatic Call Distribution (ACD), Remote TeleWorker, Conferencing, and more, all of which will require due diligence to understand the cost and implications on which phone system is right for your business.

One of the most important aspects deals with how the system is going to be deployed, i.e. in a single location, or in multiple locations.  This is an important question because a system that will serve a "Multi-site" environment will require "connectivity" between locations which most likely will require a phone system designed either fiber optic cable connectivity, or with Voice over IP (VoIP) capability.  Considering the connectivity between sites involves a determination as to the available "bandwidth" capacity, i.e. Frame Relay, Point-to-Point T-1, Direct cable (either fiber optic or copper), and of course the level of integration or connectivity required between sites.  Some systems simply fit better in a multi-site environment.

What is VoIP, do I need it, and what are the related issues?

Finally, one of the most talked about aspects of almost every phone system application is VoIP, the latest technology designed for "connectivity" between locations, and some business applications.  VoIP is clearly NOT for everyone and in order to determine if your business should consider VoIP, several issues must be considered, as follows:

•  Do you have multiple locations that need to be connected together?

•  Does your data network support Quality of Service (QoS) and Voice Priority?

•  Do you have a Category 5 or higher certified data network?

•  Do you have data network connections at every location where a phone is required?

•  Is there a specific application that you require that uses VoIP?

In most cases, VoIP systems will cost more than system that are deployed using traditional digital connectivity.  The costs that must be considered are frequently those associated with getting the data network in position to support "voice communications".

Most systems on the market today are either equipped at the core to support VoIP, or can be upgraded to support VoIP.  It is not necessary for the entire system to be VoIP, as an example, you may choose to use VoIP to connect a remote location or Remote TeleWorker, but use traditional digital telephones at the desktop.

Using VoIP does NOT mean "Free Phone Calls".  Many people have come to believe that VoIP = Free Long Distance, but the reality is that nothing is free and the VoIP users in a residential environment may pay a "fixed price" for broadband data access and a VoIP phone, that includes unrestricted long distance calling, but this is simply a residential application that isn't very applicable to most business.

Finally, even though a phone system may include "Voice over IP" that does not necessarily make it a better solution than one that does not.  It is important to separate the "Sales Hype" from the business drivers and determine the best overall value.