PBX (Private Branch Exchange) systems are essential for businesses with a large number of employees and/or multiple departments. In the hospitality industry, PBX systems are an important part of maintaining smooth communication between departments and providing exceptional guest services. Relaying information such as personal requests between staff, communicating between departments about departures and arrivals, and coordinating housekeeping and other services are important functions that a hotel PBX system can ensure runs smoothly.
For hoteliers, choosing whether to opt for an on-site or hosted hotel PBX is an important decision to be made. Both options have distinct benefits, depending on factors such as level of control required, size of the hotel and number of employees, number of departments and facilities, and feasible capacity on-site. This article discusses the strengths of both options.
Benefits Of On-Site Hotel Pbx Systems: Control And Accessibility
For hotels or resorts looking to maintain a high level of control over their communication infrastructure, an on-site hotel PBX system can offer accessibility and direct oversight, without the possible hurdles of a third-party host. Having the servers and equipment on-site, management and maintenance teams can ensure timely troubleshooting of any issues as they may arise, reducing system downtime and helping to ensure operations continue as smoothly as possible. In high-volume establishments like casinos where disruptions can affect hundreds of guests, or pose security risks, this might be an important factor.
Scalability:
The fixed nature of an on-site system might suit an establishment that maintains steady clientele throughout the year and can reasonably expect its capacity and operational needs will remain stable. Having an in-house IT team that can manage an on-site system (even if users increase or decrease slightly) means that scalability can be easily managed on-premises.
Costing Considerations:
An on-site PBX system may require a more substantial up-front investment as the infrastructure would need to be purchased and installed. However, over the long term (and with a dedicated in-house maintenance team) costs would be expected to remain low.
Associated Challenge While having on-site hotel PBX systems allows for enhanced accessibility and control over communications systems, it will require physical space and regular maintenance or maintenance capabilities. For hotels and other establishments that have this capacity, an on-site system may make sense. However, for others, these factors may mean that it is more advantageous to consider an off-site host.
Benefits of Hosted Hotel PBX Systems: Space and Flexibility
Establishments seeking professional-grade PBX systems offering scalability, flexibility, and no required on-site space should consider a hosted PBX system. These systems are managed off-site, typically by a third-party partner. The primary benefit of a hosted system is the reduced need for physical space at the hotel. There’s also a reduced need for full-time, on-site technicians to manage and maintain the PBX system, reducing the pressure on the establishment.
This hands-off approach allows hotel management and staff to focus on their primary tasks, and prioritize guest services and experience. A hosted PBX system may offer establishments’ enhanced reliability and uptime, as they are managed by a dedicated team of professionals with the requisite knowledge of best practices for maintenance and repair. This means that establishments without a dedicated IT manager or team can still benefit from a dependable communication system. .
Scalability:
Hosted systems offer scalability that on-site systems might not be able to. For establishments that typically see seasonal fluctuations in occupancy, this can be an important factor. Adding or removing users can be easily managed with the third-party host, and the establishment would not need to worry about creating additional space when needed. This also means that an establishment is more likely to pay for what they are using, making a hosted system more cost-effective in some cases.
Associated Challenge:
While a hosted PBX system might suit a smaller boutique hotel or establishment that has limited physical space or staffing requirements, many establishments might prefer the hands-on control that an on-site system offers.
Costing Considerations:
A hosted PBX system might have lower up-front costs as establishments would only be paying for the service (not the physical infrastructure). Paying service fees in installments might help smaller establishments to more effectively manage their budgets.