Window Shopping for Phone Systems The Easy Way

Phone systems should be considered one of the most important investments for a company. Depending on your needs, most companies generally have a set number of extensions (depending on a set number of employees), and a routing cabinet that handles all of the calls. Here are some things to remember if you are phone shopping for your business.

As with any large purchase, try out any equipment before you think about buying it. Any new device will need some getting used to, and this can be difficult if your entire staff needs to learn everything quickly. Most reputable phone system vendors will let customers “demo” their products, so pay attention if you get the chance to try something out.

If you can pick up on the functions of a new phone, then chances are everyone in your office can learn just as quickly. Special options like video conferencing or digital voicemail may require a little extra time, however, so ask your vendors if they offer training.

Do not be afraid to ask your vendor any questions, especially if you are upgrading any services. Take note of how long updates can take, and if the vendors offer full-installation as well as maintenance after everything is finished. Keeping your vendor on retainer for emergencies (or even for simple updates) can ensure that everything runs smoothly when you need them to.

Also, remember to shop around. Shopping for phone systems can be like shopping for PDAs or other high-tech devices, where features can vary as much as their prices. Sometimes, purchasing the handsets separate from the cabinets can save money, while other vendors may offer huge discounts if your purchase from them in bulk.

Treating telephone systems like investments also requires a good amount of planning ahead – if you plan on expanding and adding employees, your needs may skyrocket. Calculating your budget before you meet with your vendors can be a great way to figure out what options you do or do not need.

Ask your vendors about discounts for longer contracts, and also about how much support they offer for upgrading in the future. An increase from a regular phone line to a key system can offer you up to 40 extensions for a reasonable price. However, if your business grows past 40 employees, upgrading can cost significantly more for a brand new system that can support more lines.

PBX phone systems can support hundreds of extensions, but also require more expensive handsets that should be purchased early if there are plans for the upgrade. By considering all of your upgrading options, as well as your plans for budgeting and expanding your company, you can turn a simple investment into something that will last your company for as long as you need.

David Liu is a writer and comedian based in San Diego, California. He writes extensively for Resource Nation, an online resource that provides expert advice on purchasing and outsourcing decisions for small business owners and entrepreneurs.

Resource Nation provides free tools, tips, and purchasing advice for business owners and entrepreneurs in over 100 business categories ranging from phone systems to credit card processing. Whether it's connecting businesses with local and national pre-screened vendors, or offering easy service comparisons on a VoIP service, Resource Nation empowers business decision makers by providing the information they need to make smart choices.