A buyer’s guide to the hidden caveats in selecting a small business phone system

So you’re updating to an IP business communications system.  You know IP will streamline the network, save money, and bring new features the old phone system couldn’t dream of.  You want to avoid surprises or missteps in the buying process, but you suspect vendors won’t volunteer what they don’t want you to know.  You have to ask pointed questions to get the real answers.  Here are the biggies:

1. 1.     Exactly what equipment will I need, to do the things you’re describing?

With some vendors, you will need separate servers to provide even the most basic functionality.  There can be extra charges for features you would think would be standard, plus hidden costs for extra hardware (such as gateways for SIP trunk connections) and multiple IP addresses.

With IPedge systems, all you need is one compact server to create a full-featured phone system, including call processing, voice mail and unified messaging, feature customization, central system administration, native SIP support, mobility, survivability and unified communications.  And the server only needs one static IP address to connect all its phones to the network.  You would only need companion servers if you wanted to set up a contact center, do meet-me audio-conferencing with Web collaboration, or use smartphones as mobile phone system extensions.

1. 2.     What exactly do you mean by “mobility?”

For some vendors, “mobility” simply means call forwarding to their wireless IP phones.  With IPedge systems, your calls can follow you to wired and wireless devices, sure, but you also have the option to have your complete phone system profile – one number with all associated privileges, preferences and features – follow you anywhere within reach of an IP connection, wired or wireless, intranet or Internet.  With another optional feature, a smart cell phone can function as an extension phone, using the wireless LAN in the office and a cellular network when out of the office.

1. 3.     What does it take to manage the phone system?

Will you have to download special software or separately manage different sectors of the network?  With IPedge, the management software is built into the server, and no special software is required on the administrator’s PC.  You can manage all servers and stations in the organization in one consolidated view from your browser.  With a point-and-click PC interface, individual users can customize their own phones for the features they use the most.

1. 4.     What if my business grows – a lot?

Steer clear of systems that have too low of a fixed ceiling on total users.  Leave yourself the option to expand on demand.  You can network multiple IPedge servers together – up to 128 of them –  to unify separate locations into one system or to dramatically expand capacity.  This über-network can have any mix of IPedge EP servers (8–40 users), IPedge EC (up to 200 users) and IPedge EM (up to 1,000 users).  They all work seamlessly together, and with Strata CIX systems too.

1. 5.     How long have you been in business?

The small business market for VoIP has spawned a lot of new entrants – and exits.
Is your vendor going to be around when it’s time to service or upgrade your phone system?

Toshiba was founded in 1875.  That’s not a typo.  1875.  Our parent corporation has been in business for 136 years, and our Telecommunication Systems Division has been a leader in this market for over 30 years.  According to T3i Info Track, Toshiba Telecommunication Systems Division ranked #3 for IP Sites/Systems shipped in 2010, capturing 15.3 percent market share.   (Sylvana – the 7 year warranty only applies to Strata CIX and not IPedge)

We hope this list of questions kick-starts your detective work to find the right system for your needs.
What questions would you add to this list?