A business phone system is a resource that is often taken for granted. Phones are etched into the work processes of a business communication with customers, colleagues and suppliers, conferences, voicemail, fax, auto attendants, and the list goes on. The importance of a phone system in the workplace cannot be overemphasized.
Phone systems are an intricate piece of machinery, equipped with latest features and technology. As a business head, you need to ensure that the phone system you provide your workers with, suits their purpose perfectly. The interface should be simple so that users can operate it without referring to a cheat sheet, and the features should enhance their work processes. For example, conferencing facilities allow employees to discuss an issue that needs the consensus of two or more colleagues, without going to their locations or physically getting them together at one time. This saves time and effort.
Planning a phone system for your business is a challenging job. Here are some tips on how you can make it easier:
Find out what people want
The most important consideration when planning a phone system is the needs of the users and their expectations. An online survey or informal talks are a good way to get this information. Employees may have opinions on the existing phone system, its good and bad points. This will help you to figure out the features that will make their work faster and easier. Even if the employees do not have much to say, they will feel valued as their opinion was solicited.
Simple or multi feature
Multi feature phone systems are fine, as long as most of the features are of use to your employees. Employees can be induced to adopt a new feature if it improves their productivity and convenience. The interface should not be too complicated or users will be discouraged from making full use of the phone system.
Organizational requirements
After assessing the needs of your employees, you need to consider your organizational requirements, constraints and system capabilities. Your business may be spread across the region, country or the world. You need to examine the pros and cons of technologies available to serve your organizational needs. For example, VoIP is economical for making long distance calls. However, it is dependent on the bandwidth of the internet connection, and cannot guarantee clarity of sound at all times. This may not be a productive option for your business.
You also need to factor in organizational constraints such as spam filtering, encrypted data transmission and voice mail archiving.
Survey the market
After fixing your organizational needs and constraints, shop around for a good phone system provider. The provider should have prompt customer care services, technical expertise and committed workforce to support your business.
Planning a business phone system is not an easy task. Take time to assess your business requirements, constraints and future expansion plans carefully so that you select a phone system that will support your workforce and increase their productivity. A good phone system provider will be with you for years, adapting to your growth and plans for business.
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