office phone system

How to Set up a Startup Office Phone System

office phone systemYou’re getting ready to open for business. Is everything in place? Let’s see…

Small business loan acquired? Check.

Business plan created? Check.

Employees hired? Check.

There’s just one more thing you need to do — set up a reliable office phone system. You may have been able to count on your mobile phone for communication in the past, but you’ve got a real, professional business now, and it’s time for an upgrade.

How do you quickly set up an office phone system that’s going to streamline communication? Read on to find out what you need to consider.

How many employees do you have?

The first thing to consider is how many employees you have, and how many of them will be on the phone regularly.

Most phone systems factor usage into their price, so determining who will be on the phone, and how often, will help you figure out what phone system to use.

You may also want to keep in mind whether you’re planning to scale your business and increase your staff in the future. If so, consider selecting a phone system that can grow with you.

What type of office phone system works best for your business?

When it comes down to it, the number of your employees who will be on the phone regularly will determine which office phone system you select. Let’s break it down.

Key System Unit

Key System Units (KSU) tend to be the best option for businesses with 50 employees or less.

A KSU is a multi-line system that offers basic calling features, such as speakerphone, hold, paging, intercom and long-distance restrictions. It also allows you to call internal extensions.

KSU phones have multiple buttons representing individual lines. To make a call, simply pick up the receiver and press a button to access an external phone line.

KSU-Less System

A variation of the traditional KSU system is the KSU-less system. It provides similar functionality but lacks some of the specialized technology, which makes it less expensive and easier to set up.

KSU-less systems are best for companies with 10 employees or less.

Private Branch Exchange

Private Branch Exchange (PBX) systems can support hundreds of phone lines and therefore work well for larger companies with more employees.

It’s especially great for companies that plan to grow since PBX can be easily reconfigured to scale with your business needs.

PBX offers the same functionalities as the KSU, plus much more, and can be customized. PBX can even connect to fax machines and other communication devices.

What phone should you choose?

After you’ve figured out what kind of office phone system to use, it’s time to select a phone.

You’ll want to research what’s out there, and then compare features and prices. Customer reviews will tell you a lot about a product, so be sure to read those carefully to get a good sense of how the phone you’re considering has worked for other similar businesses.

You’ll also want to determine whether you need a conference phone. If you’re a very small company with just a few employees, the speakerphone option on a traditional phone might work perfectly for you.

But it’s also important to consider sound quality, microphone range, and other key features. Even if you only have a few employees, it might be worth investing in a quality conference phone, such as Polycom Conference Phones.

Definitely, do your research and compare different phones until you’ve found what suits you and your company’s needs.

Want to learn more?

Now that your phone system is in place, you can run your company with one less thing to worry about.

If you’re interested in learning more about starting your own business, check out all the online courses that we offer.