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Telephone Systems
Telephone systems are essential to the operation of a huge range of businesses, across a variety of industries and sectors. Knowing which option might be best for your business can be difficult - this page has been designed to ease the process.
As with any other form of office equipment or service, your business will want to get the best product for the best price; and like with other equipment, what is best for you may be different to what works for others. This guide is designed to inform your decision process so that you can choose the best service possible to ensure that your staff can work as effectively as possible.
If you want to find out more about telephone systems and the options available to you, simply continue reading. Otherwise, if you would like to compare quotes from UK suppliers today, just complete the form above.
Using Approved Index’s quote comparison is free, quick and easy, and it could save you money on your purchase and installation costs.
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What is a Telephone System?
What is a Telephone System?
Outside of the business world, people probably consider a telephone system to simply refer to the phone itself; generally, people will not consider the variety of phone available, or the diverse range of tools that can be used to improve the functionality of the system.
The most basic telephone system will include at least one phone - although it can include many more - and the wires to make it work. More complicated systems could also include extensions and other tools like switchboards and conference call extensions. Even small businesses will usually require added functionality, and for businesses that rely on a telephone system for revenue generation is it vital.
Business telephone systems are designed to streamline communications; they allow companies to create processes and systems that can upscale operations significantly. Indeed, for a lot of businesses, it would be incredibly difficult to operate as effectively as possible without this equipment being used.
Telephone System Forms
As mentioned above, telephone systems come in a variety of forms, and it is not only equipment that needs to be considered. The type of service you use also matters.
This section is designed to provide a little insight into the operating systems available. Follow the links attached to each for even more details.
VoIP
VoIP telephones are a popular option, with a number benefits that can improve functionality for a range of businesses.
This type of phone operates over the internet rather than using telephone lines. A VoIP phone system uses the same network as your computer system and can be managed with a software dashboard rather than using the physical switches typical of traditional options.
Because VoIP uses the internet to transfer data, it is important for businesses that they have a broadband supply capable of supporting telephones.
Some of the key benefits of VoIP include:
- Cost effective
- Expandable
- Professional
- Increased connectivity
- Less hardware
To find out about the suppliers that offer this form of communication, visit the UK VoIP providers page.
SIP Trunking
SIP trunking is a process that businesses can use to upscale their legacy equipment. Rather than having to completely replace older telephones, SIP trunking allows you to upgrade them to work with more modern operating systems. SIP trunking is especially useful for companies that originally spent a lot of money to purchase their telephone system and do not want to see the investment wasted.
SIP trunking was first introduced to overcome potential bandwidth and quality issues that may arise with older equipment. By employing a dedicated network - or trunk - for voice data, issues with call quality can be avoided.
SIP trunking is an excellent choice for businesses that do not want to buy a new phone system, and also for businesses that already own high-quality equipment that can be upgraded to operate alongside modern tools.
To compare telephone systems today, simply complete the form at the top of this page.
PBX
PBX phones are a direct evolution of older-style switchboard systems - they are, essentially, a box through which all of your phones are connected. The PBX is used to manage connections both internally and also to the public system.
When making a call, PBX locates an available line, and when receiving calls, it distributes to the appropriate internal user. With PBX, your telephone system is operated independently of any other hardware and every tool or piece of equipment - phones, fax machines, franking machines - will have a wire that runs directly to the exchange.
The main benefits of PBX include:
- Powerful customisable options
- Scalability
ISDN
ISDN phone systems allow your staff to transmit voice, video, data and other network services all at the same time using the traditional public switched telephone network.
An ISDN phone system essentially allows businesses to combine all of their various communications channels into one, without forcing them to invest in a number of analogue phone lines to handle extra transmissions. The main benefit of ISDN lies in the ability to facilitate a number of digital channels simultaneously, without sacrificing quality.
Multi-Line
Multi Line telephone systems are an incredibly popular option for businesses of all sizes. They provide you with everything your business will need, from key systems to PBX functionality.
The good news for multi line users is that it is possible to upscale, upgrade and change equipment if you want to move to other systems. Implementing VoIP or PBX, for example, is very possible and can be a good way to avoid losing functionality.
There are a number of multi line phone systems for businesses looking for new communications options. To find out which option would suit your business, you should complete the form at the top of this page.
Common Telephone System Features
Common Telephone System Features
Functionality is essential for any business, which is why telephone system features are an important factor when it comes to choosing the system most suitable to your business.
Certain businesses may require very specific features to function - for call centres and sales teams that rely on their communications systems this is especially likely to be the case. In these industries, it is essential that you consider very carefully which phones you will need to ensure that your staff can operate as well as possible.
For more detailed examples of what sort of functionality you will require, visit the page linked to above. Otherwise, the table below might give some insight into what kind of basic options are generally available to you.
| Feature | Benefit |
|---|---|
| Voicemail | Automatically take voice message recordings. Track missed calls and then return them using an online dashboard. |
| Dashboard | The online dashboard allows your business to operate quickly and effectively, without having to worry about manually altering operations. |
| Auto Attendant | Performs some of the functions traditionally covered by reception staff. Allows callers to perform automated tasks by typing numbers or speaking when prompted. |
| Call Recording | Whether for legal or training purposes, it is possible to record calls with a number of modern telephone systems. |
The table above is by no means complete; for more information, simply visit the linked page.
Unified Communications
Unified communications is a development of the ability afforded by VoIP phone systems, with email and other digital options all available to be merged into one channel.
As well as streamlined delivery of many of the services and features mentioned above, UC also provides some additional key features:
Presence. Presence allows users to see the real-time status and calendars of other users in the system. Any user can be called or Instant Messaged by simply clicking on their name, making office communication and collaboration seamless and efficient.
Social Media Integration. For managing your businesses broader customer and industry engagement, UC allows social media platforms from LinkedIn to Facebook to be fully integrated within their office communications framework. Marketer departments and customer relationship managers can streamline their outreach and engagement tools into a single dashboards: for example, view Twitter feeds, post tweets and follow hashtags all from within your phone systems dashboard interface; and Click To Connect for instant voice calls with other Twitter users.
As mentioned, unified communications essentially allow your business to operate through a variety of channels using only one dashboard. This functionality allows your staff to control all of their interactions - both internally and externally - through one portal.
Unified communications merges all of your communication channels into one, allowing you to streamline all processes.
Unified Communications Benefits
The clearest benefit of a unified communications system lies in the ability to streamline communications processes. Having every channel directed into one dashboard allows staff to respond as quickly as possible, without the potential delays that can often occur.
Other benefits of unified communications include:
- Only 1 mailbox
- Send a range of communication forms
- Customise your dashboard and systems
- Engage in cross-channel communication and marketing, without hassle
- Savings in time and overheads
Why Use A Unified Communication System?
Since the unified communication solution is no longer one-size-fits-all, you can have a phone and communications system designed to meet your specific workplace needs and workflows. The solution will be designed with specific solution profiles based on your business and communication needs.
For many companies up to 25% of their sales are generated in the field while even more companies host events that require intense logistics and communications in real-time. Having this system will minimize communication challenges and obstacles. It can reveal inefficiencies and bottlenecks in your operating systems.
Difference Between Unified Communication And Unified Messaging
Unified Messaging (UM) refers to an interface to access e-mail, voice mail, and fax messages. In some cases, UM also has speech engines so instead of reading, you’re listening.
With unified communications, you can also incorporate real-time and non-real-time communications. This means aside from being able to get messages and receive documents, you will also be able to call, receive and send SMS, do conference calls and videos, collaborate, and public broadcasts.
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Telephone System Costs & Prices
Telephone System Costs & Prices
Today, a typical business phone system is more likely to be a cloud service delivered over the Internet than it is a hardware installation physically located on your premises.
A large part of this is the cost saving associated with hosted VoIP phone systems, both in terms of bypassing the need for expensive equipment to be installed and maintained on site, and also because VoIP call costs are either vastly reduced or, in many cases, completely free.
So what can you expect to pay for the various parts of a typical business phone system solution?
- VoIP is paid monthly. RingCentral provides VoIP extensions that cost from £9.99/month per user, for up to 100 users with their Entry package. Standard (£16.99) and Premium (£24.99) plans up the number of users to 1,000 and 2,500 respectively, and incorporate additional features such as unlimited conference calling and HD video calls, and integration with other platforms in your business such as SalesForce and Zendesk.
- PBX hardware system with 6 lines and 64 extensions could cost more than £700, not including ongoing line rental fees and call charges.
- IP desk phones typically cost between £50-£100. More expensive models cost from £150 to £500, with top-of-the-range models with collaboration functions costing up to £1,000. 5 handsets for a small business would typically cost between £300-£1,000 in total, depending on the models and level of features required.
- Cordless phones with separate base units cost from £35, for example for the Siemens Gigaset C300, up to £88 for the Siemens Gigaset SL400.
- Headsets cost between £25-£160. The Blackwire C310 costs £25; the Jabra GN9120 DECT headset is a good wireless option at around £80; while the Plantronics CS540 wireless headset is at the higher end and aimed at individual business users for £160.
For more information on how much your equipment and service might cost, simply visit our business telephone prices page .
Choosing a Telephone System Supplier
The first step in gathering quotes and picking a system and supplier is working out exactly what you need. The number of phones in your system and the features that you can’t do without will largely determine which systems you have to choose from. Also, think of the future – if you anticipate growing as a company and taking on more employees then you’ll need a phone system that can grow with you.
Knowing also how many phone lines connect you to the public system or how many network points you have installed will help suppliers work out how much they need to do in terms of installation.
There are a range of factors to consider when comparing suppliers:
- Installation. Will the supplier provide a comprehensive installation package including testing of the system and training?
- Support. What level of technical support will be on offer? Will the supplier guarantee the functioning of the telephone system for a given period after installation? Is there a charge for support? Will upgrades to the system be included in the price or will there be an additional charge?
- Maintenance. Does the price include regular servicing and maintenance?
- Call packages. Does the telephone system supplier also offer call packages? If so, are they competitive and will taking them on as a telecoms supplier reduce the price of the system?
- Mobiles. Does the telephone systems supplier also provide mobile phones? If so, how do their rates compare with your current supplier? Can you get a better deal by rolling them into the same package?
- Reputation. Is the supplier established? Can they provide testimonials from previous clients? Are they solvent?
Some industries may require some specific features; if that is the case, you may want to consider getting more information about the systems on offer:
Telephone System Installation
Telephone System Installation
It may be tempting to try and save money and attempt to install your new telephone system yourself. However, unless you have an extremely simple system and know exactly what you are doing, this is a process that is best left to an experienced supplier or IT professional.
Many of the more modern systems will require some degree of special wiring and quite complicated setups so it is important that you get it done correctly. A poor installation will lead to extra downtime and you run the risk of developing further problems in the future. All of this means that you and your business will potentially be losing both time and money.
Most professional telephone systems suppliers will include installation, integration, training and ongoing support as part of your payment package. It is important to get all of this established so you can guarantee that your telephone system will be as faultless as possible.
Telephone System Installation For 50 Or More Users
For companies that have 50 users or more, or plan on having that amount in a short period of time, a PBX system is the best choice. PBX systems are modern systems that are much like the original switchboards with all the different holes and wires. PBX stands for private branch exchange. This type of switchboard has the most difficult telephone system installation, and a company will almost always want the system vendor to do the installation even though the cost can be high to be sure that it's done correctly.
One alternative today is the VOIP system, which stands for voice over Internet protocol. It's a better, money-saving choice for smaller businesses with effective broadband, since the phone calls use the Internet connection. This telephone system installation is easily done by anyone with a little computer knowledge.
Compare Telephone Systems
The information on this page should give you an insight into what kind of things you need to consider with your telephone systems. The best way to find out more is to speak to suppliers - Approved Index can help here.
Comparing quotes from top UK suppliers is the best way to find the most suitable products and services. Fill in the form at the top of this page to find the best options today. This service is free, quick and easy, and it could save you a considerable sum on your purchase and installation.
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