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Telephone System Installation Guide

The telephone system is one of the most important investments any business will make. However there are many things to think about before installing your system to ensure the correct set up for your company.

Key Considerations

There are a few things to consider before installing a phone system. Will you install the system in a physical office or do you have a virtual office? What about your budget? Can you afford the extra fees that come with a business phone installation? Will you get a repairs and maintenance contract? Do you have plans to hire more people? If so, what are your plans for future growth and how do you see your phone system working for you at that time? What services are available in your area? Who are the top providers in your area? If you are renting an office, are there phone lines already available? If not, you should get clearance before drilling holes into the walls of your office. Get the necessary permits in order to have a smooth workflow.

Once you write down the answers to all these questions, you will be able to choose a provider wisely and get on with the installation of your communications system.

Telephone systems

There are 3 main types of phone systems – the key or key-less system, the PBX and the VoIP. Hybrid systems are also now available. Installation varies among these systems but they usually come with installation and user manuals.

Modern VoIP, PBX and Hybrid Systems

Most modern business telephone systems come with plug and play phones and components. You just need a free line, connect your phones and you can start using them.

They also come with user manuals if you want to know more about the system. You can also consult their website and other resources over the Internet.

Installing a PBX manually

Most providers offer installation services. Some are for free while some ask for a small fee. If you need to install the PBX yourself, get ready because it can be a complicated and tedious task. You can get frustrated but the key is to relax and just focus on the task. You can always call your provider for over-the-phone support to guide you in the process.

Here is a general guide to installing a PBX

  1. Locate an area where the phone lines can be accessible to you and your employees. This is where you will install your key service unit (KSU). It is what makes your PBX work. It should be connected to your phone lines and units.
  2. Attach the KSU to the wall. You may need some power tools to drill holes and attach the unit.
  3. Plug the circuit cards into the KSU. Most slots are already labeled. These are often found on the side of the KSU but some models may require you to remove the case in order to access the slots.
  4. Use the telephone cords to connect the telephone lines directly to the KSU.
  5. Run a line from the KSU to each of your phone units.
  6. Plug the KSU to a power outlet and make sure that all system lights illuminate.
  7. Turn all the phone lines on and watch for the proper light to signal that the connection is successful.
  8. Find the setup and programming manual to properly code your unit. These directions vary from model to model so be sure to follow them carefully.
  9. Test the phones after programming.
  10. If you have further questions, do not hesitate to call your provider. For more complicated systems, it is better to let the experts do it.

Things to Consider when Choosing an Installation Service


Look for a company that understands your time requirements. They should also respect your time because you are the client and you are paying them to do the job. Let them know your timeframe. You should avoid having down times and making your clients wait. Phone installation takes time if you do it on your own. You should find a service provider that can do this extensive job without taking too much of your precious time. A private company is often a good choice because they care about your business. Other phone companies just don’t bother.


When you buy a phone system, of course you want the best and you want the latest features. Find a provider that will give you the latest technology and features. You want fast and reliable communications. You want to service your customers right away and you can only do this with the right tools. The modern business thrives on good business communication and you need a good business telephone system in order to achieve this. Your provider should also be aware of the latest features in the market and be able to advise you about these things. A great provider shares their knowledge with their clients.


Research a company’s track record. Ask around in your area about their experiences with a particular service provider. You can also go online on forums and review sites. Customer service is very important when it comes to choosing a communications provider. The provider should be able to answer all your questions. They should be available 24/7. They should be able to guide you with troubleshooting your system. Worst case scenario, they should be able to send a technician to your office within 24 hours. For VoIP systems, the provider can easily fix the problem from their end.

Your provider should fix and replace anything that is broken. A great company is one that offers after-sales support.

Growth and Expansion

If you are considering a PBX system then choose one that can be easily expanded and upgraded in the future. Mention this fact to your supplier so that they can give you the best model.

For VoIP users, expansion is simple and easy. Just call your provider and let them know that you need extra lines. In a few minutes, they will be able to set up your new lines and you can start making and receiving calls, provided of course, that you already have the necessary hardware on your end. If you see growth in your future, we recommend getting a VoIP system. It is affordable and easy to install and expand.

A Note on Cloud Phone Systems

Cloud phone systems are becoming more and more popular. This is because they offer many benefits. But how do you know which one is right for you? There are 2 types of cloud phone systems. First is the basic hosted VoIP and the second one is the premium managed VoIP. Here is a guide to know which one is right for you.

If you are growing your company, it’s better to choose a managed VoIP service. Choose a provider that is able to keep up with the latest technologies without interrupting service or requires you to constantly download and install updates.

If you rely on your phones for revenue generation then you are better off with a managed cloud phone service because it gives a higher call quality. It is secure and reliable.

If you have different branches and offices, a managed cloud phone service can support you and your mobile employees. A managed service has advanced features that your company needs.

All VoIP providers offer basic call management features but only managed services offer advanced features like IVR, computer technology integration, mobile phone management, multimedia recording, etc.

If you want a basic VoIP system, you have to do all the legwork. That means your employees should be able to set up the phones and update the software regularly. You need an IT team to manage your system and to troubleshoot problems. Managed solutions come with expert installation, automatic updates and ongoing support.

A managed VoIP can be integrated with your existing CRM, ERP, etc. You can generate information that will help you optimize employee performance, productivity, analyze your current customer base, etc.

If you have mobile employees, you need a managed system. You will be able to transfer a call from wherever you are, using whatever device available to you.

Cloud based technology gives you access to the latest solutions. How quickly you can access them depends on the type of service you have. For basic VoIP, you DIY. For managed systems, upgrades are automatic for both hardware and software.

Businesses that need a VoIP provider should look for one that understands the way they work. They should look to technology and customer service to benchmark potential providers. Ask vendors what kind of technology they are using and how they intend to fix problems that may arise in the future. Check what other people have to say about a specific vendor. Do they keep up with the latest technology or are their offerings falling behind? Remember that VoIP is a fast-changing technology so get a provider that can give you the latest and the greatest.

Author: Yazz

Yazz is a trained telecommunications engineer with a diploma in telecommunications. He has spent the last 15 years working for Telefonica, one of the largest telephone operators and mobile network providers in the world.