Company telephone systems are an essential part of most businesses. They remain one of the easiest ways to communicate within your company as well as with suppliers and customers outside it, which makes them doubly important in today’s competitive environment. Choosing the right business phone system is a crucial choice that can have financial and operational consequences if made incorrectly. Making the best phone system option necessitates forethought and preparation like selecting office space or furnishings.
1. Developing a staffing plan.
Consider how many employees will need a phone three or four years from now after reading your business plan. A simple two-line business phone bought at any electronic store can easily support four to five people, but if you want to hire more staff, it will rapidly become unbearable.
This planning process allows companies to determine if they need an internal or external staff during normal operation, and how many employees will be needed on hand at all times. If there isn’t enough manpower within the company, then hiring additional support may be necessary. Depending on what type of services are offered by various providers, it might also be important to consider whether or not clients can call directly through extensions that transfer them internally to the appropriate team member.
2. Determine the most essential features.
Each business has different needs and preferences, so it is important to determine what your most essential features are before choosing a small business phone system. This way you will be able to choose the perfect small business phone solution for your company.
The best way to find the right answering service is by making a list of all your company’s essential features and using it when comparing systems. What kind of system do you need? A receptionist or auto-attendant for callers, conference calling with voice mail. Is it necessary to have both features on the same phone line as well as different lines depending upon which service is being utilized (receptionists vs messages)? Make note of these considerations when comparing systems so that all options fit into one’s budget and requirements.
3, Examine your location.
One of the most important things when it comes to office phone systems is that they need a solution which can support multiple locations. If you only have one location, this may still be an option but there are other considerations such as cost and type for each business with varying needs in remote areas. If your company has multiple physical locations that workers frequently call into then an IP based business phone system would be best. If not, then choosing between hosted vs premise PBX (phone systems) should be addressed as well.
4. Choose a telecommunications technology that best suits your needs.
There are many different technologies on the market, and choosing the right one is an important part of getting a small business phone system. How do you know which one is right for your company? The answer to that question depends on what kind of technology will suit your needs best.
Pick a telecommunications technology that fits in well at your office. If possible, meet face-to-face with different providers in order to narrow down your options or learn more about their systems before making any decisions.
The telephone technology is mainly located on a piece of equipment that accepts the phone lines from the phone utility in private branch exchange (PBX) systems. The PBX system routes the call to the appropriate department or individual when a caller dials your number. PBX systems are a great way to scale your business and they’re not as expensive or hard to program compared with other types of phone systems.
VOIP phones don’t utilize a central piece of equipment or phone lines. Each handset is essentially a tiny computer that connects to the Internet. VOIP systems are easy to use and can be spread across many locations, but each handset is expensive. Long-term staffing or location planning becomes necessary in order for companies that want more than one phone system at their office so they have time to determine which voice over Internet protocol (VOIP) technology would work best with their needs.
5. As a general rule, it is always good to test the option before purchasing.
A phone system will be useless if it is not user-friendly. If you have to spend too much time calling the company’s help line, then they probably aren’t a good option for your business needs.
You can also test out how quickly and easily operators are able to transfer calls by placing some “fake” (or real) customer service phone calls and observing how long wait times and call transfers take place in each case – this determines whether or not your team members will get frustrated when trying to use their phones.
It is important to test your options before purchasing a new system. Make sure it is as simple and easy-to-use so that in the long run there won’t be too much service costs associated with programming changes or adding more features.
Do You Need a Business Phone Systems Provider You Can Trust?
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