Office Telephone System Types

One of the most widely used forms of telecommunication system today is the phone system. While most are aware of its use, few are familiar with its details, features and operations. This results in improper installation and therefore leads to ineffective use.

Telephone System, Equipments and Functions
Typical office phone system components includes the main distribution or switching equipments, software application, telephone station set and trunk lines. Advancement in IT (Information Technology) and telecommunication technology in the past decades has introduced modern equipments that added to the expansion of today’s modern telephone systems. Moreover, these latest innovations led to the significant development of quality communication.

Telephone System Types
Despite of these improvements, the major concept of the phone system not been altered. In fact, phone systems can be categorized in different types which include key systems and PBX.

• Key System – It was 60 years ago when this type of telephone system was introduced. With its root stemming to the technology of the electro-mechanical, its most obvious feature is the use of keys or buttons designed to allow a user to quickly connect to a phone line. Modern key systems are purely electronic in nature and make use of a microprocessor to further enhance its functions.
• PBX (Private Branch eXchange) – Early PBX systems are comprise of basic components namely common control, network/terminal interface, phone stations, switching matrix, and transmission media. Its evolution from human operated switchboard to computer-controlled circuits has made it a cost-effective solution for business communication. Unfortunately, some of its equipments are notably bulky which can also take up precious office space.
• Virtual PBX / Hosted PBX / IP-PBX – Continuous research and development have paved the way for a much better alternative to the aging PBX phone system. These modern systems are the fusion of computer, internet and mobile technology. Utilizing these systems does not require the purchase of expensive hardware since all the components are hosted on the provider’s premise.

Pros and Cons of Some Phone Systems

Planning to acquire a phone system is not a simple task. With too many providers in the market these days, comparing each of their system is already bewildering. Moreover, telephone systems come in different types so one could make a wise decision of choosing the right system for their business since each of them has their own pros and cons.

CentrEx (Central Exchange)
This phone system was developed in order to resolve the disadvantages brought about by a traditional PBX system. With a Centrex system, a company will no longer experience the hassle of maintaining the system since it is already located on the premise of the hosting provider. Unfortunately, this system also carries its own sets of disadvantages:

Pros
• There are no requirements to purchase expensive and bulky equipments.
• Features and functions can be customized according to the requirement of the business.
• It is easier to add more phone lines or extensions.
Cons
• The inability to choose the preferred hardware or equipment to use.
• The carrier or provider may charge more for the monthly maintenance and service.
• Additional features are not free.

Key Systems
It is a phone system that requires a metal, plastic or wooden telephone closet where all the wirings are fitted. Key systems are only suitable for home or small businesses use since they only offer basic telephony features like conference call or voicemail.

Pros
• Affordable and less expensive than PBX system, virtual PBX system or other phone system types.
• Easy to configure and set-up
• Requires less space.
Cons
• Limited in features and functionality
• Less modern phone system
• Not user-friendly to operate or configure

Pros and Cons of Some Phone Systems

Planning to acquire a phone system is not a simple task. With too many providers in the market, comparing each of their system is already bewildering. Moreover, telephone systems come in different types so one should make a wise decision of choosing the right one for the business since each of them have their own pros and cons.

CentrEx (Central Exchange)
This phone system was developed in order to resolve the disadvantages brought about by a traditional PBX system. With a Centrex system, a company will not have the hassle of maintaining the system since it is located on the premise of the hosting provider. Unfortunately, it still have its own sets of disadvantages:
Pros

• There are no requirements to purchase expensive and bulky equipments.
• Features and functions can be customized according to the requirement of the business.
• It is easier to add more phone lines or extensions.

Cons

• The inability to choose the preferred hardware or equipment to use.
• The carrier or provider may charge more for the monthly maintenance and service.
• Additional features are not free.

Key Systems
It is a phone system that requires a metal, plastic or wooden telephone closet where all the wirings are fitted. Key systems are only suitable for use with home or small businesses since they only offer basic telephony features like conference call or voicemail.
Pros

• Affordable and less expensive than PBX system, virtual PBX system or other phone system types.
• Easy to configure and set-up
• Requires less space.

Cons

• Limited in features and functionality
• Less modern phone system
• Not user-friendly to operate or configure

Developer Tools and Software for PBX Systems

Businesses and providers alike now have two options when choosing tools and software for their phone system. Just to note, different application and software developer tools now fall in two categories: Asterisk and Non-Asterisk.

Asterisk-Based:
Asterisk is considered as the best software for PBX systems because of its free nature and rich features. The following lists are few of the add-ons and tools that can be utilized together with Asterisk.

• Asterisk-Perl Modules – modules in the form of Perl scripts are widely supported on Asterisk and developed by the Open Source community.
• AstLinux – a Gentoo Linux flavored OS (Operating System) with pre-installed Asterisk.
• AstWind – a Windows version of Asterisk implemented only for evaluation.
• AMP (Asterisk Management Portal) – a PHP/Perl and web-based PBX phone system interface for Asterisk utilizing MySQL database.
• JAsterisk – is a Java-based phone system interface for Asterisk.
• LDAPGet (Lightweight Directory Access Protocol Get) – these are modules that can be customized and configured for multi-server setups, lookups, dial-plans, etc.
• TAFM (The Asterisk Fax Manager) – a fax add-on that making use of Python scripts.

Non-Asterisk Based:
These are add-ons and tools that can be used in other platforms like MacOS X, Solaris, etc.

• Bayonne – a GNU (GNU is Not Unix) telecommunication server.
• Envox – commercial tools using Intel’s telephony products.
• IDP (Intel Diagnostic Products) – are gateways and interface cards for telephony applications.
• Open H.323 – an open-source version of the protocols recommended by the ITU (International Telecommunication Union).
• SER (Session Initiation Protocol Express Router) – another open-source server from IPTel.
• VOCAL (Vovida Open Community Application Library) – are open-source modules use for building telephony frameworks for IP PBX, virtual PBX or VoIP (Voice Over Internet Protocol).
• VOCP (VoiceXML Open Core Protocol) – Perl-based modules for adding IVR (Interactive Voice Response), fax and messaging functions.

The Impact of Internet on Virtual Phone Systems

It was in 1960 when the introduction of IP (Internet Protocol) was made. This was also the period when advanced phone systems like the Centrex (Central Exchange) were developed as a cheaper replacement for traditional PBX (Private Branch eXchange) systems. Among the telecommunication companies that provided their own brand to market this revolutionary phone system were Qwest Communications (Centrex Prime), SBC Communications (Centron) and Verizon-Nynex (Intellipath).

The Centrex provided by these telecommunication companies, back then, were still using analog even if ISDN (Integrated Services Digital Network) technology was already utilized to provide connectivity with the subscribing company. Few providers offer true digital service of this phone system from the likes of BT (FeatureNet) and Telstra (CustomNet). But, still these companies link-up with their clients with the use of copper wires wherein multi-pair are required for multiple stations. One exemption, though, is the C&W (Cable & Wireless) Centrex Service in London, UK which made use of the more advanced fiber optic connections on their virtual PBX.

With the existence of the internet, the distinction between a PBX and a virtual PBX system like the Centrex is now evident. In a Centrex system the hosting provider’s premise houses the hardware used for call control and switching while in a regular PBX system both these components reside in the provider’s complex.

Regardless thought, IP telephony technology has made it possible for voice packets to travel from the users’ phone to the provider then to outside PSTN networks the same way data packets travel in a local area network. This setup ably prevents internal phone calls from traveling outside the company and being infiltrated.

Moreover, by using IP, the voice messages are not the only one transmitted between connected parties, but other data as well, such as images and videos. IP also made data transmission on virtual PBX phone systems to other links more reliable and secure.

Communication Extension with a Mobile PBX System

Mobile devices are small handheld or pocket-sized gadgets that are useful for a wide range of tasks that include; taking notes, web-surfing, personal information management, invoicing, barcode scanning, calling, and many more. These devices were designed to work reliably in different condition and environment.  Up to date, there are already an array of high tech gadgets like media players, PDAs, digital videos/cameras, gaming consoles, ultra mobile PCs, smart phones, calculators, tablet PCs and mobile phones.

These devices, like the mobile/smart phones, are also designed for numerous applications. As a matter of fact other services like the hosted PBX for instance, took advantage of these devices and extend its functionality to operate with them. This led to the emergence of the mobile PBX phone system. This new phone system does not only manage calls on a mobile or smart phone but can also be effective in forwarding data, managing configuration and running application to exploit other PBX system functionality. Moreover, connected devices to the mobile PBX can be easily reached by dialing the defined extension.

The mobile PBX can further enhance the communication effectiveness of the business because it can facilitate connectivity between internal and external teams. With cost management as well as the smart calling features, different teams can now communicate with each other easily and the cheaper way.

Some of its useful features include the call divert; split billing for personal and business calls; time/date based outgoing call blocking; creation of hunt group numbers; and a web-based account for management and configuration.

Although many have thought that these ubiquitous mobile phones serves as a threat to the PBX and virtual PBX system vendors. But with the advances in technology, it became an added enhancement to create yet another business phone solution.

Basic IP PBX Phone System Setup Information

The IP PBX (Internet Protocol Private Branch eXchange) is a type of phone system designed to utilize the internet in transmitting voice, video and other data. IP PBX can also be used in exchanging information with a PSTN (Public Switched Telephone Network). It can also be merged with the VoIP (Voice over Internet Protocol) to avail of cheaper call costs. This IP PBX phone system is available as software, hardware or a virtual variant.

The main components

• PBX software – open-source software from the likes of Asterisk, FreeSWITCH, OpenPBX, etc, can be installed and configured on a decent PC with a minimum specifications of 450MHz CPU, 128MB RAM, Ethernet and built-in sound.

• Phones – SIP phones from Avaya, Cisco, etc. can be purchased and used for this phone system. But sometimes it is easier to get started with the soft phone, such as XLite, that is installed on a PC. Older analog phones, with the use of special adapters, can be utilized as well.

• SIP gateway – allows the phone system to communicate with other PSTN phone networks. In order to obtain this,  a paid service subscription from providers such as OnSIP, MediaRing, VoiceJet, etc. is required.

• Network – a basic home networking behind a NAT firewall or gateway router is all that is needed. It is important to have a static IP address assigned to the IP PBX system.

Setting up the system

1. Sign-up with a SIP service provider. It is recommended to find a suitable provider that offers an affordable service. Subscribe by visiting and registering in the provider’s website.
2. Set-up the network by picking a static IP address.
3. Configure the phones to be used.
4. Install and configure the PBX software.

Reasons That Makes a Virtual PBX the Better Choice

Before the PBX (Private Branch eXchange) was introduced companies were having difficulties in looking for possibilities to connect with important departments and contacts the efficient way. These days, the PBX phone system has become a necessity as well as a useful communication tool that enable businesses to operate effectively.

A PBX system works its magic when phones, facsimile machines, modems, PCs and other communication devices are linked to the main number as extensions. Utilizing a traditional PBX phone system can also help in reducing the cost incurred on internal phone calls. As its popularity increases and more features being incorporated this phone system, it has become the choice for businesses in managing calls.

With the increasing demands for features and usability, phone companies and telecommunication providers have developed a new type of phone system that does not only incorporate all of the traditional PBX’s features and functionality but also turned it into a hosted service. This innovation is known as the virtual PBX phone system, which makes use of the internet as a central hub where communication devices can be attached as extensions.

Today, this virtual PBX is the top choice for businesses and organizations because of the following functions:

1. Eliminates the need to purchase expensive and bulky telecommunication hardware since it resides in the hosting provider’s premises.
2. A web-based account enables makes it easier to access, manage and configure.
3. Communication is made affordable since it uses the internet to broadcast calls.
4. Mobility enables the communication to be extended.

With an affordable price, flexible plan and advanced features, the virtual PBX system has revolutionized the way businesses communicate.

A Hosted PBX System Tour

In today’s telecommunication jargon, hosted PBX is perhaps the most widely used term. In short definition, a hosted system simply means a business telecommunication service that uses the web to deliver data, voice and other media. This is a true web communication service that uses no PBX hardware on the part of the subscriber. All the management, operation and hosting resides on the provider’s premise.

The internet/LAN network is the heart of this phone system. It is the link between hosting provider and the subscriber. It is also where all the business’ remote offices and branches will be interconnected in order to become a part of the subscriber’s phone system. Leveraging an existing connection to broadband will be advantageous for the part of the subscriber.

The facilities of the hosting system provider are where the actual PBX hardware, devices and equipments will be housed. The provider will be handling and managing all of the telephone connections. That is why it is possible to have no phone lines. All the subscribing company has to do is simply connect the telephones to the network just like any PC or printer.

Even though PSTN phone lines can be eliminated with this type of phone system, they can still be accommodated though by simply connecting them to the hosting provider. Fast growing company usually branches out and that is not a problem with the system. All the remote offices will only have to require an internet connection in order to link up with the main phone system of the company.

A hosted system is a complete and a cost-effective phone service for any business type and size.

Why a Virtual PBX is better than a Traditional PBX

To achieve the communication goal of connecting departments, employees and other important business contacts, the quickest and fastest way requires the use of a private branch exchange or PBX. Businesses have seen the importance of this phone system as an essential communication tool.

How this helpful PBX phone system works? It works by connecting various communication devices or equipments of a company such as telephones, fax machines and modems as a physical extension to the main business number. With the use of a single number, the cost of using too many phone lines can then be eliminated.

With growing demands and increasing popularity, it has become a comprehensive business communication solution for managing calls. As more features are being incorporated, and the technology of the internet and telecommunication being merged, the traditional PBX has evolved into a virtual PBX system. This phone system, also known as a hosted service, eliminates the use of physical lines and wires. It uses the internet, instead, to connect phones as extensions virtually.

Virtual phone systems can efficiently work with many businesses because it does not require the purchase of expensive and bulky communication hardware. Everything resides on the hosting provider’s premise. Meaning, all the business has to do is to plug-in the pre-configured IP phones supplied by the provider or other existing communication tools such as mobile phones, emails and office telephones.

This type of phone system provides the business with an affordable communication system because a call from the internet is cheaper than a call from the traditional phone line. Moreover, it is easier to manage since the system can be accessed via the online command center.

Interface Standards for PBX Systems

In order to extend a PBX system or to integrate it with other devices, such as a public network, requires the use of an interface standard. An interface standard is a physical method of integrating a phone system with another system for the purpose of expansion, data exchange and data collection.

The following standards are used to connect an extension to a phone system:

• DECT (Digital Enhanced Cordless Telecommunications) – is a wireless technology that was adopted for use on cordless phones.

• POTS (Plain Old Telephone Service) – has been around since the advent of the public telephone system. A basic connection service for residential and commercial users.

To interface two or more PBX phone systems requires the following standards:

• DPNSS (Digital Private Network Signaling System) – a network protocol defined by the British Telecom.

• PRI (Primary Rate Interface) – a standard based on the T-Carrier line that provides telecommunication services for businesses.

• QSIG – a protocol, developed by Ecma International, designed for corporate or enterprise integrated voice and services networks.

PBX and trunk lines can be connected by using:

• ISDN (Integrated Services Digital Network) – enables an ordinary phone the ability to have digital transmissions.

• RBS (Robbed-Bit Signaling) – developed by AT & T in transitioning from analog to digital trunks.

Standards for enabling data collection over a PBX system:

• File – the most simple standard wherein a PBX generate a file containing the data collected.

• Network Port – utilizes a port, application or buffer in order for the PBX to send an information.

• Serial Interface – enables data to be sent one bit a time over a communication channel. 

A Glossary of the Most Common Virtual PBX System Features

Planning to acquire a virtual PBX system is a nice decision to help the business provide better customer service and support. To help the subscriber better understand the PBX system jargon below is a list of the most common features that are most likely to be encountered:

Auto-Attendant – automatically redirect a caller to an extension without the intervention of a human operator.

Call Blocking – allows a user to block any phone number.

Call Forwarding – redirect a caller to another destination if the called party is unavailable or otherwise unattended.

Call Screening – a process for evaluating an incoming call before actually answering it.

Call Transfer – enables the relocation of an ongoing call to another number or extension.

Caller ID – provides caller information (name, number or location) to the called party's device display.

Click to Call – converts web traffic into phone calls by embedding the phone number to a web page link that a visitor can click.

Custom Greeting – a message or music that is used in a voicemail, on-hold message, etc.

Dial by Name  – a system that announces a menu of directory extensions to the caller. Often associated with an auto-attendant.

Fax on Demand – a computer-based voice and fax service that lets callers retrieve hardcopy of documents easily.

Internet Fax – a new method of sending and receiving a facsimile via the internet.

Message Alerts – provides alerts via SMS or e-mail whenever new messages arrives.

Music on Hold – a feature that plays a music or message to a caller while waiting on hold.

Online Management – a management system included with a hosted PBX system for easy online configuration.

Voice mail – a feature for recording messages on a centralized system for later retrieval.

The Online Business Plus – a Complete Hosted PBX System

With today's advanced phone and fax systems, a business can be readily equipped to have an intelligent telecommunication. With affordable pricing, a feature-packed hosted PBX system also eliminates the need to purchase additional telecommunication hardware or equipments.

This modern PBX system, also called an IP phone system, is a phone system that a business can lease or rent, from a hosting provider, on a contractual basis. In short all the necessary components resides on the hosting provider's premise. What the subscriber's needs to do is simply focus on its business operation.

A hosted PBX solution has more advantage than a hardware based PBX system. Being hosted means that every communication is routed to and from the subscriber and hosting provider. In terms of cost and benefits this system is cheaper to operate, easy to install and quick up time.

In addition to the cost and benefits, different hosted PBX providers even packed their system plans with far more features that will truly benefit a business. One plan that is worthy to mention is the Online Business Plus plan from a top caliber provider. At $24.99 per month a business can enjoy the included 500 minutes with ten extensions. Excess minutes are then charged at 5.99 cents each minute. A program included also acts as the control center for accessing all the telecommunication features via the computer thus making it a complete system suitable to any business.

Hosted systems maybe advantageous, flexible and cheaper to operate but as the numbers of users grows the cost advantages may disappear as well.