Step Three: Phone system issues

In respect of choosing the most suitable phone system you should consider price, availability, warranty, aesthetics, brand reputation, etc. Additionally, there are further considerations that are very relevant when purchasing a phone system.

The maximum scalability of your phone system in terms of lines and extensions is a crucial factor in your decision. To determine the optimum solution, you will need a clear understanding of your present and future needs.

A basic office might need one phone per person plus a spare, with just two lines – one for voice, one for fax and data. However, another office may need several lines, with each user able to take calls concurrently (or in parallel).

There are no precise rules for the phones-to-lines ratio, apart from common sense. But it's clear that:

  • Some people use the phone more than others;
  • Some occupations require use the phone more than others (e.g. recruitment);
  • The more people are on the phone, the more lines required; and
  • The more your business relies on fax or data, the more you'll need to separate those lines from voice calls.

If feasible, it is often best to buy a phone system that can start small off small but that can expand as your business requirements increase.

Ideally, you will choose a system that suits your business requirements today but that will also still be suitable in 3 years time. Around 3 years should be the ideal timeline of your phone system. Technology is changing so rapidly that it is impossible to commit to a phone system that might be suitable in 5–10 years time.

When first deciding between different phone systems, consider the initial capacity (e.g. the number of lines and phones that can be connected to the CCU (Central Control Unit). Then check out the system's expandability, the maximum number of lines and phones that can be connected, by installing additional circuit boards, cards or modules in the control unit.

Most modern digital phone systems have actually lost the distinction between lines and extension, instead defining size in terms of 'ports' – e.g. connections that can be made to the system, including outside lines and inside extensions as well as voice mail and auto attendants.

For a phone system quotation please complete the following form to outline your requirements.