Telephones may not be the raciest of purchases, but are surely among the most critical when it comes to optimizing business operations. A company can survive without a host of avant-garde technologies, but practically none can survive without a well-functioning telephone system.
Phone systems are surprisingly complex products with what may feel like a bewildering array of features - and price points - to compare. The following are some key factors to keep in mind while doing due diligence.

The first factor to consider is what kind of phone system your business needs. The most typical phone system for small to mid-sized companies is called a key system.

Typically used for offices with fewer than 60 or so phones, a key system has a central control unit (called a key system unit, or KSU) that gives the phone network more sophisticated options - such as transferring calls or dialing an extension directly - than standard phones used in the home. Professional installation and maintenance is required, and all outside lines and internal extensions must be routed through the central control system.

For those small businesses with fewer than 10 employees, a KSU-less system may be the way to go. More sophisticated than multi-line phones, these decentralized systems provides multiple functions of a phone system via special circuitry rather than a central unit, and are not wired into an office - thus letting you move phones as needed. There may be some per-phone cost-savings to be realized in comparison to key systems, but the real savings come from not having to buy a central control unit. KSU-less systems must be compatible with the existing wiring in the office, as well as any existing modems and answering machines.

Another option for is a server-based phone system, also called PC-based or unPBX. These systems entail a standard PC loaded with telephony software and a card that mimics a traditional phone system to receive and route calls. The major upside of a server-based system is that the bells and whistles of unified messaging, call-forwarding and the like are often standard features at no extra cost. Administration and maintenance can be easier than the other types of phone systems, and there can also be some great synergy for those using contact management software or voice-over IP functionality. The major downside: Like most computer servers, the system can crash, taking out your entire phone system until it is back up and running.

Once you have decided on a type of system, size is the next consideration. Specs include both outside lines and extension, the number of phones used within the business. Consider not only current incoming and outgoing call volume, but also expected future phone traffic. The ideal system is one that can grow with your needs without breaking the bank or rendering your previous purchase choice obsolete.

This brings us to the question of features. Voice mail is practically a given. But what about tabletop conferencing equipment? Customized hold options? Toll fraud protection? A good rule of thumb is to pick what you need, focusing on what features will expedite your business and your employees' efficiency. Try to avoid bogging down incoming callers with too many options or overly convoluted menus. Lastly, select a phone system that is easy to learn how to use. No one appreciates a high-tech option if they can't remember how to make it work.

Beyond functionality, the other key factor is price. Of the three systems discussed, a KSU-less system usually costs the least, while a PC-based system usually costs the most. In addition to the hardware, services are part of the total cost. Systems need to be programmed, and training on how to use the system needs to be provided. Installing wiring can be a significant cost. Also, consider buying used components to keep the total price down. mitra IT's can also help you find what you need.

The bottom line is to consult with a reliable expert to find the best economical options. (If mitra IT cannot provide the needed information, they can help you find the resource you need.) Also, make sure to test your desired system out before making a purchase. Kicking the tires is the best way to avoid buyer's remorse.