Useful Phone System Features

Choosing the right office phone system can be difficult. Not only are there lots of phone system providers but, there are also lots of systems with various features to choose from. A company may choose one over the other due to certain features missing from another system. That feature can be something simple like allowing a user to send an announcement over a speakerphone or rather it can be complex like a customizable answering rule that can redirect calls using the an ACD (Auto-Call Distributor). Whichever features are required what is important is that it can provide the business with an efficient and reliable communication.

Below is a list of some phone system features a sales representative would be using:

• Answering Rules – provides enhancements to the call forwarding feature.
• Automated Attendant – eliminates the need to hire a human operator since it can handle and manage inbound calls.
• Call Blocking or Screening – identify and filters unwanted telephone numbers from calling.
• Call Forwarding – redirect a call to another number or extension.
• Call Logs – detailed communication logs.
• Call Transfer – provides a way for the user to transfer an ongoing call to another number.
• Click to Call – a website feature that allows users to freely connect to the business by phone.
• Custom Greetings – allows playing of specific greetings for every caller.
• Dial by Name Directory – a menu system that enables callers to easily reach the appropriate contact.
• Extensions – extra lines that can be added to a phone system.
• Fax On-Demand – a system that can allow customer or callers to retrieve a copy of a document using a fax machine.
• Internet Fax – a green and cheap alternative to a fax machine.
• Local Number – ordinary number based on location or area. A provider may offer either this number or a toll free number with their phone system.
• Message Alerts – a notification that is sent via SMS or e-mail whenever new voicemail messages or faxes are received.
• Message On-Hold – plays messages or announcements to a caller that is put on hold.
• Music On-Hold – plays background music when a caller is put on hold.
• Real Time Call Controller – a desktop application for managing calls.
• Toll Free Number – a special phone number that allow callers to contact the business free of charge.
• Unlimited Calling – some providers may offer either unlimited calls for inbound, outbound or both.
• Voicemail – provide callers with a way to leave a message when their call is unattended.
• VoIP Phones – are phone units that may be included along with the telephone system.

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 Visual Voicemail System Benefits

One of the most profitable value added service that telecommunication providers has introduced is perhaps the telephony feature of the voicemail system. Unfortunately, its popularity has blurred since its introduction 30 years ago. However, despite of decrease in usage, it remains as one of the most essential element in telecommunication since the human voice is a potent conveyor of information than written words.

Office phone systems today are adapting major improvements over the traditional TUI (Telephonic User Interface) that is used on their business voicemail system. Most providers are now setting-up visual voicemails and client-based systems as replacement for older voicemail systems and its technology is still being further improved. Some notable aspects as to why a visual interface is more suitable are:

•    Easy to use and simplicity of the user interface
•    Intuitive and quicker response
•    Seamless integration with other applications
•    Comprehensive overview of messages
•    Better privacy and security
•    Mobility
•    Synchronization of accounts
•    Message prioritization

Adopting this type of voice mail system can benefit both the service providers and its subscribers since it can cater to the compatibility and integration issues with newer handheld devices like the release of the new iPhone model. While service providers can easily add clients they can also assure them that compatibility issues are not a problem when they switch to their services. Moreover, service modifications, message retrievals and end-user services are tackled painlessly with visual systems.

Service providers are encouraged to switch to this new voice mail system in order to expand and take advantage of different platforms. Leveraging to this new system will eliminate their gradating revenues and provide their clients with an uninterrupted service.

VoIP for Business and Residential Users

Broadband and other internet connections can now make and receive phone calls with the use of VoIP (Voice over Internet Protocol). Different VoIP business phone service providers often dub this service as a broadband phone, digital voice or internet phone service which cab be used as a marketing technique in order to entice more subscribers.

The VoIP phone service offers businesses and residential users with many benefits over a regular phone service. Among the other advantages, the service offers the lowest phone call cost. With VoIP, all phone calls are covered with a low monthly payment. Taxes and other fees of the regular phone rates are no longer included with the VoIP service which makes it a cheaper alternative. International and long distance calls can now be made regularly since there will be cheaper calling rates.

The VoIP for business or residential services offer vast features that can create a reliable and quality communication system. The Service includes the following:

•    Redirection of phone calls to voice mail
•    Forwarding of voice mail as attachment to emails
•    Call conference with up to 3 or more people
•    Caller ID
•    Call waiting
•    911 or 411 service
•    Internet fax
•    Last number redialing
•    Call blocking
•    Call forwarding
•    Portability

These are just the basic features that are common in most of the VoIP providers. Since this technology is fast growing, other providers are now equipping their service with office phone system advanced features like: toll free numbers, call transfer, DND, distinctive ring, virtual numbers and many more.

Cloud-Based Phone System for the Business

Cloud-based computing, an internet metaphor based on the telephone network drawings, share resources (software, data and other information) to computers and other devices in the same manner as the electricity grid delivers electricity to consumers. Cloud computing describes a new delivery method and supplement for providing scalable and virtualized resources as internet-based services. Providers typically deliver their services, stored on their servers, via the internet, which subscribers can access with the use of software or web applications.

Telecommunication providers have taken advantage of this new delivery method by applying it to their business phone system.  In the past, traditional PBX phone system costs a lot to setup and maintain. With cloud-based computing, the requirement to purchase expensive communication hardware, perform tedious installation, and providing technical expertise, have been eliminated. Aside from this, enables the provider to lower down the monthly fees incurred on their subscribers. This in turn allows subscribers to acquire a cost-effective system and still get the flexibility of a phone system to easily connect with their customers.

A cloud-based phone system includes four components:

1. A complete hosted phone and fax system that offers multiple extensions, voicemail, call forwarding, call controller, internet fax, toll free number, call management and many more.
2. Unlimited long distance calling and toll free services.
3. Ready to use pre-configured IP phones.
4. All inclusive, low, flat and fixed simple monthly pricing models.

With cloud computing, businesses can readily have a telecommunication system that can be instantly activated, easily set up and a self-service solution which was previously unaffordable. With the buying complexities removed, small businesses can now use a world class phone system.