Business Phone Systems

By Bethany Ramos

Telephones are the primary method by which most businesses communicate with their customers. Whether you sell to other companies or to consumers, telephones facilitate not only sales, but also networking, troubleshooting, and other types of essential interactions.

If you're wondering how much phone etiquette really matters in a business setting, consider this: NYU researchers confirmed that a critical first impression is made within the first seven seconds of communication. A potential customer could be turned off to your company for good if they can't get through, or if the phone rings incessantly without reaching voicemail.

Having a reliable phone system is critical for all communication. But what would a business phone be without proper installation? Phone system installation will ensure that your business phone is professionally connected so that you never miss a call from an important client again.

How phone system installation works

When you purchase a modern phone system for your business, installation can be a complicated process, but actual requirements will vary.

There are always three main components in phone installation:

1. Proper wiring must be installed inside the walls of your office.
2. Hardware (phones, switchboards, etc.) must be connected to those wires at the appropriate points.
3. Phone system must be programmed to best suit the needs of your business.

In some cases, running wires can be the most disruptive part of the installation process. However, if a previous phone system was installed in your office, reconnecting the appropriate wires isn't as difficult as in an office in which you must start anew. Nevertheless, it takes an experienced hand to ensure safety and reliability when running a cabling and wiring project.

Hiring someone to install your phones

Even if you're purchasing relatively simple equipment, the easiest method for installation is to hire a business that is experienced with the type of telephone systems you are using.

Installation options include:

1. Hiring a third-party service
2. Contracting installation through a phone dealer
3. Doing it yourself

The second option is the easiest and most common, because you know the dealer understands the technical aspects of that phone system and is familiar with the features that are important to you. However, it is sometimes more cost-effective to hire a third-party that might not charge as much as the dealer, and if you get a phone system second-hand, you'll have to go that route.

If you are a do-it-yourselfer or have a skilled IT staff, it is possible to purchase a separate kit for as little as $95 to install your phone yourself. It's important to consider this option carefully based on your skill level. If you are unfamiliar with phone connection, you may not have the necessary expertise to install a phone system properly. If you have to contact a vendor or third-party technician for help, you will have wasted time and money.

Comparing deals, prices, and experience

Before you hire someone to install your phone system, find out what exactly is included in the price:

• Will the installation company install rack mounts as part of the package (if applicable)?
• Will the installation company provide enclosure systems, routers and hubs, cabling, and testing?
• Is programming included, from imposing toll restrictions to programming numbers for automatic dialing?

And speaking of price, it's critical to receive a detailed quote on installation costs when purchasing any business phone package. Many businesses are surprised to find that installation fees can often cost as much as a brand-new phone system since PBX and key phone systems may require complicated installation by a professional technician. In some cases, additional surcharges may apply if your existing phone wiring has to be upgraded to support a new system.

Installing and programming a KSU-less phone could cost from $100-$250 per line; a key phone system may range from $300-$1000 per employee; a standard PBX phone system may cost $1000 per employee on average. VoIP phone installation prices will range greatly, from $2500-$15,000 for a small office with 25 employees. Much of this pricing will depend on call flow patterns, how many phone numbers are being transferred, and what voicemail/auto attendant greetings will be recorded.

Rather than choosing the first phone systems installer that pops up in your favorite search engine, talk to several potential installers and ask questions about their experience:

• Have they installed the same model/technology of phones you have purchased?
• Do they have experience with the type of wiring you require?
• Are they members of any professional telephone systems installation organizations?

The phone technology you buy makes a major difference in the installer you select. A phone system installer with experience in KSU-less, key, and PBX systems may not have the technical expertise needed to install a VoIP phone system with a router. For the integration of a more advanced VoIP business phone system, consulting with your VoIP vendor is recommended.

Asking questions like these will ensure your installation is completed as quickly and efficiently as possible once you choose an installer.