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Office Telephone Systems

Office Telephone systems are a fundamental necessity to your company's productivity. As hot as the Internet is, the telephone is often the easiest way to reach

your customers, clients, and partners. It should also be the easiest way for them to reach you. You don't want anyone calling your business only to have calls

routed incorrectly, to get disconnected, or to be faced with a bewildering array of automated options.

There are many factors to consider when buying a telephone system. For example, you'll want to coordinate your purchase with other equipment that you already

own or may need to purchase, such as a voice mail or messaging on-hold system, phone headsets, toll fraud equipment, or tabletop conferencing

equipment. Or if you're a very small firm, you may not need a full-blown phone system, but still require something more sophisticated than single or multi-line

phones.

Types of Office Phone Systems

There are a few different major types of office phone systems on the market: Key systems (KSU), Private Branch Exchange (PBX), andKSU-less. The type of

system you choose will depend primarily on how many stations (working phones) you require.

Key systems are typically used for offices of less than sixty (60) stations. Prices begin around $200.00 per station. These types of phones use a central control

unit, called the Key System Unit (KSU), to provide features that are not available with ordinary phones. For example, a central unit typically allows users to make

calls to another in-office extension, and prevents other users from accidentally picking up a line that is being used. Key systems require professional installation

and maintenance. All outside telephone lines must connect to the KSU, as well as all inside extensions. Unfortunately, configuring and wiring these phone

systems can be nearly as costly as the phones themselves. For a company of more than sixty employees there are PBX systems. The configuration of a PBX

system is totally programmable, so PBX systems can support the most complex features. But watch out - prices start at around $500 per station.

More recently, the distinctions between the key and PBX systems have become relatively blurred. Many key systems include features that were once available

only on PBXs, and some systems operate internally as either a key or a PBX depending on the software that is installed. The term "hybrid" is often used to

describe systems that resemble both key and PBX systems. And for the smallest firms (ten or less employees) there's KSU-less, which generally cost around

$130.00 to $225.00 per phone. KSU-less phone systems are designed to provide the features of a small phone system in a decentralized manner. These

phones contain proprietary circuitry that allows them to communicate without requiring a central cabinet.

KSU-less systems are not permanently wired into your office. These phones can easily be unplugged and moved to a new location, or sold. This flexibility allows

you to treat a KSU-less system much like any other business machine, rather than as a permanent investment in your premises. Make sure any KSU-less

system you are considering is compatible with the type of telephone wiring used in your office. The system should also be able to work with telephone

accessories such as answering machines and modems.



Sizing an Office Phone System

When buying a system, a primary concern is to make sure that the system is the right size for your office. This means understanding the size constraints of the

system. In the case of key systems, system size is usually indicated as a combination of "lines" and "extensions." Lines indicate the total number of outside lines

used by the company, while extensions refer to every phone within the company. For example, a system might accommodate up to 12 lines and 36 extensions.

In contrast, most PBXs define size in terms of "ports." Ports indicate the maximum number of connections that can be made to the system. This includes outside

lines and inside extensions, as well as accessories such as voice mail or automated attendants. Even if a system can handle your current phone traffic, you also

need to check that it will be able to handle your future expansion needs. The ideal system should be able to handle such expansions in a very cost-effective

manner. Check which items will need to be purchased or replaced as your needs grow in order to get a good sense for your future costs.

Digital vs. Analog office phone systems

Most newer and more expensive phone systems communicate via digital technology. This means that sound is transmitted as bits of data rather than audio

waves. Theoretically, digital transmission has many advantages over analog transmission. Digital signals are less affected by interference and line degradation,

meaning that digital lines have virtually no static or hiss.

Most businesses, however, make outgoing calls over regular analog lines. This means that even a digital phone system must convert signals back to analog

waves whenever a call leaves the office. Because very little sound degradation occurs within the smaller confines of an office, analog systems actually sound

about the same as their digital counterparts. The main reason for buying a digital system is that these systems tend to be better equipped to connect with

accessories such as voice mail or caller ID.

Features

1. Office telephone Systems can be equipped with literally hundreds of features for switching calls and directing traffic. However, dealers

estimate that 95% of system features are never used within a company.

2. Instead of comparing features on a one-to-one basis, you should examine how a phone system is used. Limit your feature search only to those

features that will improve the work flow in the office. This will allow you to focus on the real differences between systems for your office

environment.

3. Although having the right features is important, even more important is making sure the features are easy to access. Because most employees

devote very little time to learning how to use a phone system, it is very important that the most common functions be extremely simple and

intuitive to use.

Dealers

Virtually all office phone systems require the assistance of a dealer for programming and installation. As a result, finding a good dealer can be the most

important part of the purchase, since any phone system you choose needs to be properly installed for optimal performance.

The most important consideration in choosing a dealer is the number of installations completed with your system. A dealer who has installed many of the same

systems will be much more familiar with the problems that can occur.

Ideally, the brand you are considering should be the best selling brand sold by the dealer. Knowing that the dealer is committed to the line, you can be assured

of a long-term source for service.

You should inquire about the dealer's specific installation experience. Ask about the size of the companies involved, and what options or features were added.

Also make sure to obtain a list of references, including several completed in the past year, so you can ask about their experiences in detail.

Price

KSU-less office systems generally cost between $130.00 and $225.00 per phone. Comparable key systems generally start at $250.00 per phone, including

installation. The savings from buying KSU-less phones can quickly exceed $1,000.00 on a typical eight-phone system. But keep in mind that this option is really

only best for firms of 10 or fewer people. While the smallest systems may cost a few thousand dollars to install, the price tag for more complex models can



quickly climb to tens of thousands of dollars. Phone system prices vary based on four main factors:

1. The Central Cabinet

The central cabinet is what controls and oversees the entire phone system. This price differs between systems, and rises as cards and

accessories are added to a system.

A small central cabinet can cost as little as $3,000.00, with the price increasing considerably for larger systems.

2. The Actual Phones

Most systems can be equipped with several different types of phones. The least expensive sets may cost less than $100, but can make

accessing features very difficult.

On the other end, some "executive phones" sell for many times the standard price. These phones can make using the system slightly easier,

but are more often just a significant source of profit for the dealer.

3. Wiring and Installation

It can be very inexpensive to install wires in an unfinished building.

However, installing wiring through already finished walls can quickly add up.

4. Everything Else

This includes training, programming, service, and future modifications. Pricing is usually based on the time these tasks will require, and can often be the most

flexible portion of a bid. Sometimes, it is best to compare the hours that will be spent completing training/ programming/ service tasks with the price tag for the

service.

Buying Tips

Consider used phone equipment for your office. One good way to save money is to buy used components such as phones or cards.

Check voice mail compatibility. If you expect to use voice mail with your phone system, make sure that any phone system you are considering is capable of

working with a wide range of third-party voice mail systems. By keeping your options open, you will minimize the chance of getting stuck with an inferior or

overpriced product.

Get extra wiring installed. To avoid rewiring down the road, you should request that plenty of wiring be installed when the system is first purchased. A good

benchmark is to ask for at least double the wiring you currently need. While this will add to the cost of installation, it will really only be a fraction of the cost you will

face if wires need to be added later.

When to Shop and Buy

Shop for a dealer's advice at the beginning of the business quarter when sales targets have just been set, and make your purchase at the end of the quarter

when you can get a much lower price.

Look into phone line rates before selecting a system. Many local phone companies charge different rates for phone lines that connect a key system versus

phone lines that connect a PBX, even though both have essentially the same functionality. Check rates beforehand to see if this may affect your buying decision.

What do you need? What about voice mail? Do you need to re-cable? Where do you start?

First and foremost, understand your company's current and long-term communications needs -- not just the number of telephones and lines your business

requires, but what challenges your employees and customers face every day communicating within your company.

Remember, your phone system offers the first impression you give to anyone interacting with your business. Ask your customers what they think; they are an

invaluable source of information. Survey your employees; they use the system every day, and will be able to tell you about some of the problems they face. Look

at the facility; do you need to re-cable? If so, how will the computer system fit into your overall wiring plan? These types of questions need to be answered.

One of the most frequent mistakes in buying a communications system is underestimating the potential for the future. If you buy a system not designed for

growth, you can practically throw away your investment.

For companies to effectively compete they must be able to understand and invest in the new information technologies. With this concept in mind, many

companies are developing a long-term "technology plan." This mean you will need to integrate voice communications into your LAN or desktop PC, employ

unified messaging bringing e-mail, fax mail, voice mail, Internet mail, video mail, etc., to your desktop. Intelligent links to the public telephone network will be a



must in the next two years.

Networking Basics - network cabling

A network is a group of computers, printers, and other devices that are connected together with cables. Information travels over the cables, allowing network

users to exchange documents & data with each other, print to the same printers, and generally share any hardware or software that is connected to the network.

Each computer, printer, or other peripheral device that is connected to the network is called a node. Networks can have tens, thousands, or even millions of

nodes.

Like most things, network cabling, infrastructure cabling is a plan of assembled according to certain rules. Cabling, for example, has to be a certain

length, each cabling strand can only support a certain amount of network traffic, etc. The rules that govern how a network is set up is called its topology. The

most popular topology in use today is called Ethernet, which consists of computers and peripherals cabled together in specific ways. Ethernet is relatively

inexpensive, easy to set up and use, and very, very fast.

If you're building your first network, decide whether to go with standard or Fast Ethernet before you begin shopping around for network hardware and software.

Unless you plan on using video, multimedia, or heavy graphics software, plan on using standard Ethernet. For more information on standard and Fast Ethernet,

see the Cabling & Hubs section.

Cabling Basics

The two most popular types of networking cabling are twisted-pair (also known as 10BaseT) and thin coax (also known as 10Base2). 10BaseT cabling

looks like ordinary telephone wire, except that it has 8 wires inside instead of 4. Thin coax looks like the copper coaxial cabling that's often used to connect a

VCR to a TV set.

10BaseT Cabling - network cabling

When 10BaseT cabling is used, a strand of cabling is inserted between each computer and a hub. If you have 5 computers, you'll need 5 cables. Each cable

cannot exceed 325 feet in length. Because the cables from all of the PCs converge at a common point, a 10BaseT network forms a star configuration, or

geometric design, when viewed from above. In the figure below, three computers are connected together with 10BaseT cabling and a hub.

A 10BaseT hub is basically a box with a row of 10BaseT jacks. Most hubs have 5, 8, 12, or 16 jacks, but some may have more. Most hubs also have an uplink

port, which is a special 10BaseT or thin coax port that allows the hub to be connected to either (1) other hubs, or (2) a thin coax backbone (see below for

information on backbones). By uplinking multiple hubs together, you can add additional computers to your network whenever you need to.

10BaseT cabling is available in different grades or categories. Some grades, or "cats", are required for Fast Ethernet networks, while others are perfectly

acceptable for standard 10Mbps networks--and less expensive, too. About 85% of the networks in the U.S. use standard unshielded twisted-pair (UTP)

Category 5 10BaseT cabling because it offers a performance advantage over lower grades. If you are using a 10Mbps network, category 3 is fine. If you plan on

building a Fast Ethernet network at some time in the future, it's best to install Category 5 cabling.

10BaseT Category What It's Used For network cabling

6: Fast Ethernet (and everything below)

5: Ethernet (and everything below)

4: Networks other than Ethernet

3: 10Mbps 10BaseT

2: Alarms, telephone voice lines

1: Unknown (not rated for anything specific)

If possible, decide whether you'll be using standard Ethernet or Fast Ethernet technology before you begin building your network. If you're not sure which

technology you'll eventually use, choose to install Category 5 cabling. Remember, Fast Ethernet network adapters and hubs are not directly compatible with

each other. It is possible to have both 10Mbps and 100Mbps segments on the same network, provided you have a switching hub between them that allows them



each other. It is possible to have both 10Mbps and 100Mbps segments on the same network, provided you have a switching hub between them that allows them

to communicate.

Pre and post deployment wireless lan

Pre-deployment site survey

The pre-deployment procedure is optional, if the network planning procedure is done carefully enough. If you are confident the network plan created off-site will

suffice, then you can take your Office technology move�directly to deployment phase. If there is any doubt about the network plan, a pre-deployment survey

should be conducted on-site prior to the deployment.

The pre-deployment survey is performed using one or more access points. The access point(s) are temporarily placed in the planned locations throughout this

process. Multiple measurements are made and documented for each access point location to ensure the access points in each location will provide the planned

coverage and performance. The access point is then moved to the next location after the measurements are made and the process is repeated.

This approach works well with computerized planning tools that track and record wireless signal measurements from access points that are then moved to new

locations. Without such tools, it is difficult to visualize coverage and interaction between adjacent areas.

WIFI Deployment

Prior to deployment, the network plan should be accepted by the end customer and/or project management.

WLAN deployment includes installing cabling, switches, access points, and antennas. Access points and switches are configured,

and installation notes are added to site survey documentation. Using traditional methods, the deployment of WLANs is very time-consuming, manual work.

Without using computerized site survey tools, the performance of the deployed network is often inconsistent with the design. Some issues related to manual

surveys that affect deployed performance are explained below.

The locations for access points are estimated manually, without using appropriate tools. This leads to guesswork on the coverage areas, co-channel

interference, signal-to-noise ratio and – in the end – WLAN performance. The lack of network planning often leads to a “better safe than sorry” approach where

an unnecessarily high number of access points are deployed at a high cost. In many cases, fewer access points deployed in optimal locations would have

performed just as well, or even better.

Manual pre-deployment and verification processes are time-consuming and inaccurate. Think about walking around with a laptop or a PDA, manually writing

down signal readings at each location. Taking one measurement per room is usually not enough given the fact that measured signals tends to change

significantly depending on the surveyor’s physical orientation within rooms.

There is no way to determine the co-channel interference of WLAN networks in the planning or pre-deployment phases using manual processes. This is

because co-channel interference is best measured when the users actually start using the network. Automated tools and pre-deployment site surveys enable

more accurate prediction and analysis of co-channel interference.

Documentation, including installation notes, is often created on paper or on a laptop computer. Constructing the final report to include all necessary information

includes copying the survey notes to the report as well as coverage area maps and all other required

elements (such as data rate maps and detailed access point information). Planning for added capacity to the network becomes difficult if there is little

understanding of the current network.

WIFI Verification

The WLAN verification process should be conducted immediately after deployment of the WLAN. Measurements are taken and stored in a similar fashion as

the pre-deployment survey, except during this survey, the access points are no longer being moved. The verification results are then compared to the network

plan and any differences between the plan and the actual performance are corrected.

Performance tuning may include shifting antennas, adjusting power levels, and adding or moving access points.

WIFI Reporting



Network coverage and performance, as observed in the verification survey, must be documented. Preferably two reports are created:

one for internal use by the deployment company, and one for the end customer. The internal report usually contains more data than

the end customer report.

The report will include information such as:

Coverage area maps

Number of audible access points per location for backup purposes and to visualize significant overlap

Data rate estimation, preferably on a map

Signal-to-noise ratio per location

Interference caused by other access points in the network and access points outside your own network

Installation notes, including cabling, transmit power levels, access point and antenna mounting information, access points locations, technologies

used, access point MAC addresses, channel numbers, and network names

Information about network security measures For some end customers, the implemented security measures, coverage maps, expected data rate

and access point locations are sufficient information. For the internal report, all the information above should be reported

Office Relocation Consulting and New Office Technology

Office Technology Relocation Management

Trust the company which has relocated the tech for over 35 new offices in less than 3 years!

When relocating the technology of a company (national technology rollout) to a new office location, creating a proper working environment is a critical

issue that must be properly planned when moving to a new location or opening a new business. It is true that purchasing the right equipment and the initial setup

is very important ,however, there are many, many details that come into plan that can cause unforeseen problems, aggravations and costs, that may have been

significantly lower or even eliminated, had they been foreseen earlier. Planning even the smallest office move can become a daunting task, which can easily

overwhelm a current staff that is also in charge of the day to day goings-on in a company. Especially if they do not have experience in the Move Process.

Innova Global Technology Relocation Management provides the opportunity to supplement your current staff with professionals familiar with many various

problems that can come up when move day is on the horizon. We specialize in ensuring that your location transition is as smooth as can be.

We work with you to create a Technology Move Plan that is cost effective and matches your needs. We have reliable industry contacts to ensure that you can get

quotes from vendors who have an established track record, and can meet the deadlines that they are proposing for your new office to be up and running properly

on Day one.

Innova Global Technology services include:

1. Network Cabling

2. VOIP / Phone Systems

3. Data Backup Prior To Move

4. Email Move Planning

5. Cloud migration

6. Tech Support Consulting

7. Projector Mounting

8. Conference Room Design Server Room Design

9. Security Cameras

10. WIFI access point and wireless network connectivity

11. PA systems and speakers.

12. Hardware Procurement

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agoura hills, network cabling, phone system, wifi, fiber optic - low cost, high quality 877-448-4968

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