Types of Business Telephone System
Selecting or upgrading your business telephone system can be a challenge. There are many different systems on the market, each offering various features and functionalities to suit businesses of diverse sizes and budgets. It is likely that one type of system will suit the unique requirements of your business much better than the others. This article will compare the main business telephone systems, with regards to how they work and the types of business each is best suited to.
Key System Unit (KSU)
A key system is a multi-line telephone system that is supported by a central device for connectivity. They are called KSU systems because they use a central switching device known as a key system unit. They are one of the most basic systems available, with all the standard features required for your daily operations. The latest KSU systems also have advanced features; they are highly scalable because you can add features and extend the system as your business grows. They are, therefore, a good option for smaller businesses that require room for expansion. KSU systems are best suited to small and medium sized businesses with 5-40 users.
KSU – Less
KSU-less are the most basic telephone systems available. They offer most of the basic features you would expect from a business telephone system, but they don’t require the installation and costs of a central control unit or KSU to operate. Due to their simplicity, the cost of these systems tends to be much lower than most alternatives. A KSU-less system is perhaps not the best option if your business is likely to grow significantly in the near future since they don’t allow for expansion. However, because the technology is retained in the phones they are highly mobile; the 2-4 lines they support are not permanently wired into your infrastructure so you can benefit from easy portability. If you choose to opt for a KSU-less system, it is likely that you will need to deal with all of the sourcing, installing, programming and maintenance of the system yourself. KSU-less systems are best suited to very small companies with fewer than 10 users.
Private Branch Exchange (PBX)
PBX systems are more advanced, and generally better suited to medium to large businesses with more than 40 users. Powered by a central PBX cabinet, these systems offers the benefit of an uninterruptable power supply (UPS) capability for business continuity. PBX offers the benefit of easy integration with other technologies and can be programmed to connect with your current office configurations, saving on the cost of installation. Along with the basic features available with most telephone systems, PBX systems come with many advanced features as standard. With plenty of additional features to choose from, you can extend your system to suit the needs of your growing business. PBX systems are highly flexible and can support the complex requirements of larger businesses. The upfront costs of PBX telephone systems tend to be much higher than KSU systems, but the flexibility and advanced features could prove to be more economical over the long term.
Hosted PBX
A hosted PBX system differs from the standard PBX in that the switching devices are not installed in your premises. Instead, the telephone system is hosted by your provider who will assure your required PBX service. This offers the benefit of ongoing maintenance, which will be taken care of by your provider. This can potentially save you money on maintenance and support costs over the long term, as well as offer you peace of mind that your service is supported.
Voice over Internet Protocol (VoIP)
VoIP is the latest business communications technology, which allows voice calls to be made over the internet, eliminating the need for traditional telephone lines. With a VoIP system, all of the functionalities can be operated through the computer for ease of use and enhanced customer assistance. A VoIP system allows easy communication between multi-site users and remote workers as well as enabling calls to be made or received anywhere in the world using the same number. Long distance and international communications are enabled at a fraction of the cost because calls are sent over an IP-based network or the internet, rather than the traditional charge-per-minute phone lines. However, a phone service that can connect you to those using traditional systems will still be required. These systems can support any number of users, but prices will vary accordingly. Either you can own and manage the equipment yourself, or you can opt for a hosted VoIP solution.
Hosted VoIP
Similarly to Hosted PBX, Hosted VoIP is essentially the same as the standard VoIP system in its functionality. However, it differs with regards to installation and maintenance, which is taken care of by your service provider. With a Hosted VoIP system, you will typically pay a higher monthly fee for the additional service, but the upfront costs will be lower than a standard VoIP system.
In sum, the telephone system that is best for your business will ultimately depend on how many employees you have and the features that you need for your daily operations, as well as your budget. If you are a very small business that doesn’t depend heavily on your telephone system, then a KSU-less system may suffice for your needs. If you are a small to medium sized business with a small budget for your telephone system, then a KSU system is probably your best option. A larger business will need a PBX system or, perhaps, VoIP. A VoIP system is the best choice if your business operates on a global scale, as international calls will be far cheaper. A hosted VoIP or PBX system is a great choice if you have limited space, or are looking for peace of mind with full maintenance and support covered by your provider.