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PBX, Auto Attendants and Virtual Offices
Chapter 3
This discussion surrounds 3 types of Office Telephone Systems;
- PBX (private branch exchange) & Key Systems.
- Auto Attendants (could be added to PBX - OR - comes included with Virtual Office Systems)
- Virtual Office Systems.
We’ll just highlight the differences and similarities so you don’t have to read a book to know the differences. The idea with this site is to help you make quick, informed decisions.
- PBX & Key Systems are “physically installed office phone systems with multiple extensions or phones”.
- Most expensive and complicated of the 3 options.
- Key Systems appx $190 per extension/station/phone (offices with fewer than 50 extensions).
- PBX Systems appx $700 and up per extension/station/phone (offices with more than 50 employees/stations/phones).
- Systems can range in price roughly from $3,000 to $10,000 and up with no limit.
- Maintenance and upkeep should be considered in cost as well.
- Supports complex functions - but requires complex installation.
- Configuration, setup and wiring is complex requires additional expense - sometimes as much as the phones.
- You own or lease physical equipment.
- Requires a central cabinet and professional installation.
- Future expansion can be costly and require upgrading equipment.
- PBX and Key Systems are best suited for large, well established corporations with fairly certain future established locations. Tax advantages for depreciation and net worth of equipment can be useful for a company over many years.
- Auto Attendants are an accessory to a PBX or Key System (item #1) - OR - are usually included with the monthly rental of a Virtual Office System/Service (see item #3). They can be a physical device you buy and own that attaches to your PBX/Key System - OR - can be included in a Virtual Office System/Service package that you rent monthly and is housed off-site.
- Automatically answers the phone, routes callers depending on the extensions or menus they choose (press 1 for support, 2 for sales, etc.).
- Virtual Office Systems usually come with this feature with no equipment to buy and offer many more flexible options - such as fax capability, e-mail, forwarding, sales tools and more.
- Virtual Office Systems (provided by a service provider on a monthly basis much like internet or phone service) are a fairly recent option and are extremely cost effective with no equipment to own. Are extremely competitive with PBX sales.
- Usually includes more features than PBX/Key Systems at a significantly lower cost.
- Most include an Auto Attendant feature.
- Generally one phone number is forwarded to multiple locations in sequence (including office, cell phone, pager, etc.) - which simulates a multiple extension phone system - but is more flexible.
- Monthly packages usually include a toll free number or local number.
- Low overhead and commitment
- Costs start as low as $10 per month for 5 extensions, or up to $30 per month for more than 10 extensions. When they include a toll free number (most do) you pay per minute charges (4.5 cents to 12 cents per minute) when people call in on the number. Block minutes can be purchased to lower per minute costs.
- Normally only a low, refundable deposit required ($25 to $100).
- Some companies offer a satisfaction guarantee.
- No equipment to buy.
- Usually no contracts required. Service is billed monthly.
- Fairly simple set up and operation.
- No equipment to install.
- All equipment is housed in the service provider’s facility
- Most service providers set up service in 8 to 24 hours.
- Virtual Office Systems are suitable for all businesses - but are highly beneficial to small businesses, home businesses and start ups. These services are very flexible, customizable, come with free tech support and are expandable with unlimited extensions. While most large corporations are unaware of this option - or have a mindset that you must own equipment.
Continue to Chapter 4. The Power of Toll Free >>>>>>>
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