Tips on Choosing The Right Telephone Systems For Your Business

1
Tips on Choosing The Right Telephone Systems For
Your Business
2
Synopsis

1. Understanding the Basics of PBX, IP PBX, VOIP
   Phone
2. Top 10 Benefits of PBX Phone System
3. Benefits of a Hosted PBX Solution
4. Hosted PBX vs. On-Premise PBX
5. Voice over IP (VoIP)
6. How Voice over IP (VoIP) Works
7. PBX vs. VoIP
8. Reasons VoIP Phones Make Sense for Small
   Businesses
9. Available Samsung PBX/PABX Telephone Systems
10. Samsung Phone Systems for Small-Medium Sized
    Business

3
Understanding the Basics of PBX, IP PBX, VOIP
Phone

• PBX
• PBX stands for Private Branch Exchange. PBX
  describes the system within an organisation or
  company that is used to forward calls to the
  correct person or department.
• In the past, PBX was done manually by staff
  physically connecting two phones with a cable
  (referred to as switching). An operator would
  answer, ask the caller who they needed to speak
  to, and then connect the call.
• IP PBX
• With the invention of the Internet, IP (Internet
  Protocol) PBX became possible. This involves
  using a computer on the Internet to transmit
  calls and using a serial connected (usually USB)
  phone or headset to listen and talk. The signal
  is converted from analogue to digital in order to
  transmit over the IP network and then converted
  back to be played as audio on the other end.
• VoIP
• VoIP (Voice over IP) is very similar to IP PBX in
  that it uses networked devices with IP addresses.
  However, VoIP systems are usually cloud-based as
  opposed to having a locally hosted server. While
  this provides greater mobility at lower cost, it
  requires very fast, reliable Internet. In the
  event of a power outage or loss of Internet, no
  communication is possible.

4
Top 10 Benefits of PBX Phone System

• Automated Answering
• With PBX you can set recorded audio to answer
  calls, and provide a menu for callers to select
  where they would like to be routed. Frequent
  callers also have the option to skip the
  recording by entering the extension of the person
  they are trying to reach.
• Central Control
• A PBX system can receive a large number of calls
  on one single number and route them to the
  relevant person or department. You don't need to
  provide a list of different departmental numbers
  to the telephone directory, instead just having
  one single number for the entire company.
• Call Routing
• PBX phones can be programmed to reroute calls in
  the event that you can't answer or are away from
  your desk. With this method, you can ensure a
  call never goes unanswered, as it is forwarded to
  a number of phones until somebody is available to
  take the call. A specific message can also be
  recorded for the customer to hear while awaiting
  an answer.

5
Top 10 Benefits of PBX Phone System

• Improve Company Image
• A PBX system allows you to give the impression of
  a large, professional organization - even if you
  are just a small business. With automated call
  answering and forwarding, customers will always
  feel they are getting the best possible service
  from the correct member of staff.
• Call Monitoring
• Usage reports allow you to see exactly which
  numbers are making and receiving the most calls.
  You can see exactly how much each number is
  costing the company, and also which phone numbers
  have too many calls waiting. This way you can
  make the system cost effective and ensure
  customers get the best possible service.
• Variable Access
• PBX allows you to restrict certain access from
  specific phones within the company. For example,
  phones can be restricted from making
  international calls or from calling externally.
  This gives you greater control over how your
  staff use the phone system.

6
Top 10 Benefits of PBX Phone System

• Internet Integration
• Using Voice Over IP (VoIP) technology, you can
  further reduce costs by hosting your entire
  system in the cloud. This removes the need to
  host systems locally and have costly on-site
  staff to maintain it. VoIP also offers advanced
  interconnectivity with computer applications and
  software, allowing you to further improve your
  interactions with customers.
• Maintenance Free
• Hosting your services in the cloud further
  reduces the need for physical equipment on-site.
  With virtual phone software, you can provide a
  system that mimics a full private telephone
  exchange with almost no initial expense.
• Hosted PBX Features
• Hosted PBX Features or 'Cloud Services' provide a
  long list of additional services. Calls can be
  received by staff on their private phones through
  a company number, without the customer on the end
  knowing the difference. This gives staff the
  ability to work remotely without needing an
  additional company phone and without infringing
  on their privacy by giving out their own number.

7
Benefits of a Hosted PBX Solution

• Cost Efficiency
• Without the need for expensive on-site telephony
  equipment, hosted PBX removes a large amount of
  the initial installation cost. Furthermore, with
  all technical maintenance and upgrades managed by
  the external provider, costs are reduced even
  more. A good hosted PBX solution will also
  experience little-to-no downtime, which can be
  costly to a company. Since calls can be made
  over the Internet, you no longer need to worry
  about expensive international call costs.
• Customer Experience
• International customers from anywhere in the
  world can be supported outside of normal office
  hours. Calls can be rerouted to a 24-hour
  Support Centre or to a staff members mobile
  device, without any interruption to the customer.
  Furthermore, staff can contact customers via
  their personal mobiles with the appearance of the
  call coming from within the office.

8
Benefits of a Hosted PBX Solution

• Scalability
• Hosted systems provide virtual phone numbers,
  meaning there is no physical limitation to the
  number of extensions provided. Extra extensions
  and additional services, such as voicemail and
  call forwarding, can be added with very little
  effort as your business expands.
• Outsourced Maintenance
• As maintenance is managed by the third-party
  provider, there is no need to hire technical
  staff at an additional cost to look after the
  system. Uptime is also improved as no onsite
  repairs are required that may bring the system
  down.
• Call Logging
• Hosted PBX provides a wealth of information in
  the form of call logging and cost allocation.
  Real-time fraud detection, misused asset
  analysis, trend reporting and performance
  indicators are all available in detailed monthly
  reports. Mobile spend management and data
  provided in multiple different currencies are
  also additional features that are often
  available.

9
Benefits of a Hosted PBX Solution

• Reliability
• With modern advancements in VoIP, hosted PBX
  systems are now often more reliable and of a
  higher quality than traditional PBX systems.
  Calls can be trusted to connect without drops or
  delays.
• Disaster Recovery
• In the event of power outages or loss of comms at
  your local office, the hosted PBX system can
  continue to receive calls. Calls can be recorded
  to voicemail or forwarded to mobile phones or
  other sites. For certain industries such as
  healthcare or financial trading, the redundancy
  provided by Hosted PBX is vital to business
  continuity.
• Advanced Features
• The full unified communications packages provided
  by a Hosted PBX often include features which are
  considered critical to modern-day business.
  Email transcriptions, voicemail to email, video
  calls, auto attendants and remote call management
  are just some of the advanced features a Hosted
  PBX solution can provide.

10
Hosted PBX vs. On-Premise PBX

• Hosted PBX
• Pros
• Greater mobility - the phone system can easily be
  moved to new premises.
• In the event of power or Internet outage at the
  office, calls can be rerouted to mobile phones.
• Patches and upgrades are handled by the external
  provider.
• It's easy to add or remove phone numbers, as they
  are only virtual on the system.
• Installation of new features is handled by the
  external provider.
• Cons
• Call quality can be affected by a slow or bad
  Internet connection.
• Loss of Internet connection will bring down the
  phone system.
• Flexibility is limited to the constraints of the
  external provider.
• New features are reliant on the external
  provider.
• Fees are mandated by the external provider and
  can be increased unexpectedly.

11
Hosted PBX vs. On-Premise PBX

• On-Premise PBX
• Pros
• Provides a greater element of control over the
  entire system.
• New features can be added without incurring
  additional licence fees.
• The system can be implemented with your current
  communications carrier.
• While initial costs are more, server ownership
  will reduce costs over time.
• All hardware will be installed and configured by
  the provider.
• The provider will give your staff all the
  training that is required.
• Cons
• Expansions can involve complicated projects that
  affect the running of the business.
• Technicians need to be called in to do upgrades
  and patches.
• Server failure can result in a loss of
  communications.
• Requires a reliable provider for long-term
  management of the bespoke equipment.

12
Voice over IP (VoIP)

• ATA
• The most common form of VoIP is ATA, which stands
  for Analogue Telephone Adaptor. This involves
  connecting a standard telephone to the computer
  via a small piece of equipment. Once connected,
  you make calls in the normal way but the Internet
  connection is used to transmit the call. A
  service provider supplies the ATA box which
  converts the signal from analogue to digital.
  You simply plug the telephone into the box, as
  you would into the wall socket, and then plug the
  box into the PC. In some implementations,
  software is also supplied to add advanced
  features.
• An IP Phone
• An IP Phone is like a normal telephone but with
  the addition of an Ethernet (RJ45) plug instead
  of the usual RJ11 plugs found on a normal phone.
  Using an RJ45 plug, an IP phone can be connected
  directly to the Internet as you would a PC. IP
  Phones have network cards built into them and can
  be configured with IP addresses in the same way
  computers are. Many new IP phones come with wifi
  capabilities and can connect to any wireless
  network in the same way as a laptop or mobile
  phone.
• Computer-to-computer
• Computer-to-computer connections dont require
  any additional hardware. In this scenario, one
  would simply use the microphone and speaker on
  their PC or laptop and make phone calls that way.
  In fact, these days any networked device can
  make and receive VoIP calls in this way via a
  number of different apps. The most commonly-used
  is the popular video calling software Skype.

13
How Voice over IP (VoIP) Works

• Voice over IP, or VoIP for short, is a new
  technology that enables the transmission of voice
  calls over the Internet. It doesnt use the
  traditional telephone cables that have been in
  place for decades, but rather makes use of the
  various types of modern Internet infrastructure.
• VoIP technology converts the audio into small,
  separate packets and sends each one individually.
  Think of them like envelopes, with small parts
  of the message inside each one. Once reaching
  the destination, these individual packets are put
  back together and played in sequence to recreate
  the audio. This happens so fast that the
  listener doesnt notice any gap in the sound, and
  hears the other persons voice just as if they
  were talking normally. Live video calls are sent
  in the same way but require a much larger amount
  of bandwidth.

14
PBX vs. VoIP

• Cost
• VoIP can be entirely hosted in the cloud,
  requiring none of the expensive, physical
  hardware of PBX. VoIP also doesn't require the
  ongoing maintenance costs of PBX and the monthly
  costs of a leased-line. However, VoIP does
  require a pre-installed LAN network and computer
  infrastructure.
• Reliability
• PBX is often more reliable than VoIP as it
  doesn't require a permanent, fast Internet
  connection. In the event of a power outage, PBX
  can continue operation, whereas a VoIP system
  will entirely lose connectivity. A VoIP system
  will, however, forward calls to a message centre
  and store voicemails until the system comes back
  up. Most companies using VoIP will also have at
  least one backup PBX line so they can continue
  some business in the event of an outage.
  Traditional PBX lines are also useful in the
  event of an emergency as they more readily
  support emergency numbers like 911.
• Quality
• PBX systems can offer a higher and more
  consistent voice quality, as opposed to VoIP call
  quality which can suffer from low internet speed.
  To have a truly functional, quality VoIP system
  you would usually need to be in a city with a
  relatively fast, advanced Internet service.
  Companies in small, rural areas might find VoIP
  struggles to maintain quality audio over a slow
  connection.

15
PBX vs. VoIP

• Flexibility
• With a traditional PBX system, the number of
  lines you receive depends on the size of the
  package you purchase. To expand your operation
  you would need to buy more connections or upgrade
  your package. With VoIP, the number of phone
  numbers you have is only limited by your
  bandwidth (Internet speed).
• Functionality
• An IP PBX system can provide some VoIP functions
  while maintaining the advantages of a standard
  landline. However, a pure VoIP system has a
  large number of additional services not available
  on PBX. With VoIP, specific phone numbers can be
  programmed to reroute to voicemail or to the
  private cell phones of staff members. While PBX
  calls can be programmed to some extent, they are
  still restricted to operating within the
  limitations of the standard telephone network.
  VoIP calls can also be transcribed into an email
  and integrated into a CRM system which can then
  be used by customer service assistants to keep
  track of customer issues.

16
Reasons VoIP Phones Make Sense for Small
Businesses

• No Physical Phone Switches Required On-site
• In the past, companies would need to dedicate
  entire rooms to their phone switching equipment,
  with large cabinets covering walls and cables
  running everywhere. Multiple staff members were
  required to ensure everything ran effectively.
  Even in these modern times, automated phone
  switches are relatively complex systems and
  involve messy cabling and expensive hardware.
• Improved Customer Support
• New technology means the service providers have
  young, recently-qualified staff with a fresh
  perspective on the technology and the customers
  needs. Old phone companies have slow, antiquated
  hardware to support that takes a long time to fix
  and change. With new VoIP technology, upgrades
  and patches can be implemented quickly and
  efficiently, with no downtime or loss of service.
• Better User Experience
• VoIP systems provide online interfaces that are
  familiar to web users, providing quick and easy
  ways to manage and automate their telephony
  services. Features like voicemail, call
  forwarding and contact management can be quickly
  and easily configured through an online portal.

17
Available Samsung PBX/PABX Telephone Systems

• Samsung DCS 408 Digital PBX System
• Samsungs DCS 408 is ideal for small to medium
  businesses. It delivers features similar to that
  of a large telephone system but at a far lower
  cost.
• Samsung OfficeServ 7030 PBX System
• Ideal for small businesses that require up to to
  20 extensions, the 7030 offers a broad range of
  features and flexibility at a low cost. It can be
  configured with a full range of analogue and
  digital trunks and extensions, including IP and
  wireless devices.
• Samsung OfficeServ 7070 PBX System
• Optimized for small and medium businesses with up
  to 50 employees. The OfficeServ 7070 supports
  both VoIP and existing communication
  infrastructures.

18
Available Samsung PBX/PABX Telephone Systems

• Its very easy to install and includes all the
  call functions of the existing PBX. Its fully
  compatible with the OfficeServ 7000 series using
  identical S/W and terminals.
• Samsung OfficeServ 7200 PBX System
• The OfficeServ 7200 provides wired and wireless
  communications and supports both traditional
  voice communication, voice over IP (VoIP) and
  wireless LAN. It comes with WAN and LAN modules
  pre-installed, so no extra equipment is required
  for data transfer over 10/100 base ethernet.
• Samsung OfficeServ 7400 PBX System
• The OfficeServ 7400 is an upgrade of the 7200
  system. It has twice as many interfaces and
  includes all the features of the 7200 system with
  some additions.

19
Samsung Phone Systems for Small-Medium Sized
Business

• Samsung SMT-i6010 IP Phone
• The SMT-i6010 is a functional and user-friendly
  entry-level IP phone for small and medium-size
  offices.
• Samsung SMT-i6020 IP Phone
• The SMT-i6020 desk phone offers an upgrade of the
  i6010, with twice as many progammable buttons, HD
  voice quality.
• Samsung SMT-i6021 IP Phone
• The SMT-i6021 come with crystal clear voice
  quality and new features including Call sharing
  via Bluetooth. It is designed to connect with
  executive smartphones.
• Samsung SMT-i5343 IP Phone
• The Samsung SMT-i5343 takes IP connectivity to
  the next level. It includes a wealth of
  additional features including Near Field
  Communication, seamless mobile phone
  connectivity, advanced wireless capabilities and
  a 4.3" colour display.

20
The End

• For more details, please visit
• http//www.dcstelecom.ca/business-phone-systems/