A small business phone system can help a small business operate more efficiently and minimize communication costs. Unfortunately, most telephone systems are not taken into account for the first time a company is started up. Communication with business customers and customers is essential for the success of any business and should be carefully considered before making a final decision.
There are many different options available to the business owner when looking at a small business phone system. Most of the time, basic functions are needed to run a business every day. Things like call hold, call forwarding, suspended music and voice mail are basic features most companies use when communicating with customers or customers. For this reason, it is important that any system under consideration has these options available.
Since communication is the foundation of any business, it is important to consider how the company works and which functions will be considered the most important. For example, if the company is involved in supplying physical products, then having a way of communicating with drivers and shipping deliveries would be important. A small telephone system in this particular case would need to include functions that allow the dispatcher to communicate with the drivers as well as with sales and other employees planning delivery. This type of system may include a function that allows the transfer of extensions to mobile phones so that drivers can be reached simply by calling their extensions.
This scenario is just one of the many ways in which a properly configured small business system can improve efficiency and save money for your business. Larger companies have been using this advanced technology for some time and now many manufacturers are now making these features available to smaller companies. Technologies such as voice over IP and automatic call distribution are now integrated with small business telephone systems.
Benefits of Small Business
One of the benefits for small businesses is that they have an automatic caretaker to make calls on the road. With this technology in place, there is no need for anyone answering a phone just to transfer the call to another person. The telephone system can route these calls based on the name of the person they are trying to reach or introduce an extension directly if it happens to know it. If your business does not have an operator, there are ways that your system can be configured to route calls by pressing the zero button.
Voice over IP technology has become the norm in telecommunications solutions. This technology allows large and small businesses to use their existing network for voice transmission. Small business phones now use this technology to enable them to communicate without borders. Like their larger colleagues, small businesses benefit from the versatility of voice over IP. No longer limited to the office, employees can use their extensions with them, so no matter where they are in, they can run their business smoothly. Another advantage of employee mobility is that customers and customers receive a single phone number. Providing a customer or customer with a mobile phone number often results in an employee always being available, whether at work or not. By giving the customer an extension of the telephone system, they will only be able to reach the employee during normal working hours. The telephone system provides voice mail where the customer or customer can leave a message. While the employee is at work, the extension can be forwarded to the mobile phone so that the employee can be reached if he is away from the office.
A big factor to consider when choosing a small telephone system for companies is the possibility of support. Many smaller companies do not have internal IT support. For this reason, system support should be included in the contract price when purchasing a phone. However, if the company has internal IT support they will need to be trained in adding extensions and providing other basic maintenance services that the company needs on a daily basis.
Things to Avoid
Toll fraud can cost a small business a lot of money before they realize that this has happened. Safety is of the utmost importance when implementing a small business phone system. Toll fraud occurs when unauthorized calls are made using the telephone system and the telephone lines connected to it. These calls are often made to foreign locations at the expense of the company. They are often unaware of this until they receive a bill and question the nature of the calls. Most of the time in these cases, the telephone company will rarely reverse the charge.