It is impossible to imagine any modern office of a company without a mini-telephone exchange. After all, this device is responsible for organizing high-quality internal communications and the rational use of city telephone lines. Today, the struggle between office workers for the right to make a call from the only available number is a thing of the past. Nowadays, this problem is solved by using external and internal lines. The number of landline telephone numbers does not need to be increased. How to choose a PBX for the office and how to install it? You will find answers to these and other questions in this article.
What is a PBX?
Office PBX is a small automatic telephone exchange. It is designed to service a small number of city numbers. With such a device, the company can afford not to allocate a separate line for each number that is used. This leads to lower call costs.
PBX concentrates the load on the line. Due to the fact that each of them is used more intensively, the company can refuse part of the fixed numbers or ensure the normal functioning of the enterprise if there is a shortage of them.
The principle of operation of mini-automatic telephone exchanges for an office is similar to the work of multichannel stations at which telephone communication operators work. The difference is only in the number of rooms served. For an office installation, this number is much smaller. Also, mini-ATS is characterized by a breakdown into internal and external lines.
How to choose a PBX for the office? Read more about this below.
How to choose an office PBX?
In order to make the right choice when buying a PBX, you need to decide on the input data and indicate the desired criteria.
Input refers to the number of fixed lines available and the desired number of work extensions. The standard distribution is this: each city line corresponds to 3-4 domestic. In any case, when determining the number of serviced rooms, it is recommended that you consult with a specialist in installing a PBX for the office. The smallest capacity of such a device is 3 fixed lines and 8 internal subscribers.
It is necessary to clarify whether after the installation of the office PBX there will remain free external and internal channels. Such a stock should not be large, but with its complete absence in the near future, a number of problems may arise. We must not forget about the internal lines for faxes and modems.
You should also decide on the manufacturer. The most popular companies that produce PBXs for the office are Panasonic and LG.
There are a number of important issues that you just need to discuss with a PBX connection specialist:
- the presence of a built-in adapter to connect uninterruptible power batteries;
- the need for a connector for a computer that conducts negotiations protocols;
- the ability to set the load distribution mode evenly on each of the city lines.
Now you know how to choose a PBX for the office. The time has come to learn more about the main functions of this device.
The main functions that are equipped with a PBX
Office PBX has the following main functions:
- Call Forwarding This function is the most popular, regardless of the type of activity of the enterprise. It allows you to redirect an incoming call to a fax or a specific employee of the company. To do this, simply dial the appropriate extension number on the system telephone and hang up. The outside party will hear the melody until a new connection is established. If a specific employee is not in place, or his line is busy, the external call will be returned to the system telephone.
- "Interception" of a call. This function is necessary in the case when one of the employees went to another desktop, and at that time his phone rang. PBX for the office allows this employee to take the call even while moving around the perimeter. For this, the employee will have to dial a certain combination of numbers on any of the devices.
- Receive a call during a call. If a parallel call arrives during a call, a certain signal will be heard in the handset. By typing a simple code, you can answer this call.
- Connection order. In case of unsuccessful attempts to reach a landline number that is constantly busy, you need to dial a special code. The PBX will notify you that the required line has been released and the connection will be established automatically.
- "Follow me". This function allows you to redirect to any of the internal numbers in the perimeter of the office. Thus, the employee may not be at the workplace, but all his incoming calls will be accepted by him.
- Conference call. This function allows you to connect one or more additional participants to a telephone conversation. Conference participants can be both internal and external subscribers.
- Connection to the conversation. Thanks to this function, the manager can at any time connect with any of his subordinates, even if a telephone conversation is being conducted at that moment. Only a subscriber with an appropriate priority level can connect to the conversation. This process is accompanied by a sound signal. Corresponding priority levels are assigned during installation and configuration of the PBX.
Additional features of PBX
In addition to the basic functions that office PBXs have by default, there are a number of additional functions that are useful in a particular case. Some of them are described below.
If the receptionist is busy on the system telephone, an incoming call can be queued. The external subscriber will not hear a beep, but a voice message that you can create yourself. This can be either an advertising message or a simple request to stay on the line.
Another option to relieve the secretary a bit is to give the right to external subscribers to dial the necessary internal number of a specific company employee on their own.
The ability to use speech processors allows you to equip each extension with an answering machine. In addition, such voicemail makes it possible to process incoming calls without involving operators.
In order to determine which of the employees made which long-distance or international calls, it is possible to issue a personal code to each of the employees, using which a person will be able to use long-distance communication. If the employee does not have a special set of numbers, then he will not be able to call the toll line.
Below will be described both standard and modern types of office PBXs.
Analog PBX
Analog PBXs can be used when the number of internal subscribers is not more than fifty, and high requirements are not imposed on the functionality of the telephone network.
Such equipment transforms speech into a pulsed or continuous electrical signal whose amplitude varies. To date, analog mini PBXs are capable of serving up to 46 ports.
The main advantage of such equipment is lower cost in comparison with digital at the same capacity indicators. The disadvantage of analog PBXs is a small number of service functions.
Digital PBX
Digital PBXs can serve more than 50 ports. Such equipment converts speech into binary pulse streams using a pulse-code modulation technique.
Digital PBXs have a higher cost compared to analog ones. But thanks to this, such a device has a large number of service functions. Also, these PBXs are much easier to install in offices.
Wireless PBX
Wireless PBXs for the office provide mobility for employees and do not require wiring. When using such a device, workers have cordless telephones with which they can move around the entire perimeter.
Unlike cellular, wireless is free. The capacity of such mini-automatic telephone exchanges can be increased without any problems. The operation of this connection does not require permits.
Unlike wired phones, radios are protected from listening and covert connection. The sound quality when using a wireless PBX is characterized as high.
Virtual PBX
Virtual PBX for the office is a product of the latest technology. It is located on the server of the Internet operator, does not require the purchase of additional equipment and works on the basis of the network available in the office.
When using such equipment, communication costs are reduced to a minimum. If necessary, the expansion of the capacity of this PBX is carried out very quickly.
If the office has changed location, then changing the available phone numbers is not needed. There is also no need to call specialists to install and connect such a PBX - all control is carried out via the Internet.
PBX using GSM
The mini PBX GSM for office is designed to organize telephone communications in those places where there is no possibility of a regular line, but there is a signal from a mobile operator.
GSM-gateway helps to increase the number of external lines, while providing reduced office costs for mobile communications. Its installation is possible in any building, city or country where your IP network will be available. A mini PBX for an office using such equipment provides the ability to make as many mobile calls as possible using an Internet or corporate rate when they are below the normal cost of calls.
Installation of office PBX
Installation of PBX for the office includes design and configuration. Listening to the opinion of a specialist in connecting such equipment, you need to determine the most relevant options for you and the necessary capacity of the telephone exchange.
The next stage of installation is the installation of equipment. Usually it is located inside a special cabinet. After connecting external and internal ports, all cables are crossed and marked and the process of initial testing of the system is carried out.
The next step is the programming and configuration of the PBX. This process is purely individual for a particular client, because the wishes and requirements of each are different.
If the company's offices are located in several buildings, then each of them should establish its own PBX, which will communicate with each other using a digital or analog trunk. Usually one system telephone is used, installed with the secretary. The remaining employees should be provided with conventional apparatus. If it becomes necessary to supply all employees with system telephones, it will be necessary to purchase additional system boards for PBXs, which will entail additional costs.
