Telephone systems with keys are useful for organizations, which have less than 100 people. On the other hand, companies with larger employee strength should prefer EPABX. Key systems are based on the old multi-line phones that used several buttons, or keys, to access an outside line. EPABXs are basically a smaller version of the switching
equipment.

Even though the two systems are distinctly different from each other, more recently, the difference between the KTS and EPABX systems have become relatively blurred. There are many key systems today that include features, which were once available only on PBXs. Besides, there are systems which are "hybrid" having a mixture of features derived from both the systems. For instance, telephone systems made by Ascom are hybrid systems.

As digital becomes the craze, most new systems communicate via this technology. Of course, these systems are expensive. In the digital systems sound is transmitted as bits of data rather than audio waves. Besides, there are analog systems in the market, which can be upgraded to digital high-speed links using E1 or ISDN networking. In the best of situations, digital transmission has many advantages over analog transmission. Digital signals are less likely to be affected by interference and line degradation. This means that digital lines are disturbance free.

However, the problem in India is that most organizations still find it convenient to employ analog lines for making outgoing calls. As such, this means that even a digital phone system must convert signals back to analog waves whenever a call leaves the office. The main attraction for going in for a digital system is that these systems are better equipped when it comes to connecting with accessories like voice mail or caller line identification
device.

What should be the important considerations for an enterprise scouting for a telephone system? To begin with, companies must ensure that any system they settle for suits their requirement in terms of size and capabilities of functions. In other words, it is essential to understand the limitations and capabilities of a system.

In key telephone systems, system size is usually indicated as a combination of lines and extensions. Lines indicate the total number of outside lines used by the organization, while extensions refer to the number of phones within it. For instance, a KTS might accommodate up to 15 lines and 45 extensions.

On the contrary, the size of an EPABX is defined in terms of the number of ports they accommodate. Ports indicate the 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.

While buying a system, a company must also take into consideration its future needs. In other words, it should consider whether the system would be able to handle any future increase in phone traffic. An ideal system should be able to handle all expansions in a very cost-effective manner. This means that the system must be upgradable in case a need arises. It also means that organizations must buy a system with a little more capabilities than what is required.

When looking for features in a system, the best advice would be to limit feature search only to those features, which are expected to improve communication in the office. Looking for right features apart, companies must ensure that whatever features their phone systems have they should be easily accessible to their employees. Most useful and common functions must be simple.

If taking voice mail with the phone system, it is essential to make sure that any phone system that is being considered must be capable of working with a wide range of third-party voice mail systems.

Apart from the features and services offered by the vendor, his installation experience must also be taken into consideration. Here it is important to find a good vendor with a good number of installation experiences. It would be better if a company first zeroes in on two-three good dealers and then finalizes the best one. This is important because a more experienced vendor would be more familiar with the nitty-gritty of the system and problems that can occur. This would mean that an experienced vendor would be in a better position to ensure optimal performance of the installed system. Such vendors could also provide better and efficient maintenance service.

To avoid rewiring in future, plenty of wiring should be installed when the system is first purchased. A good benchmark is to go for at least double the wiring currently needed. While this will add to the cost of installation, it will really only be a fraction of the cost a company will face if wires need to be added later.

It is important to invite written proposals from the vendors so that one can compare installation plan, details of the system, capabilities and costs, installation time frame besides maintenance service offered by various vendors. While asking for written proposals, companies can also send their own specifications in terms of requirements, features needed and preferred price. This would help the vendor in striking a better rapport with the companies' needs.