Thinking About the Right Business Phone Systems
Your business phone system is THE crucial link between any organization and it’s stakeholders, customers, employees and owners. How well your organization achieves its aims depends largely on the choice of phone system. As telecommunications increasingly converge with computer technology, the choice is becoming more complex even as the possibilities become more intriguing.
Choosing the right phone systems for your business starts with focusing on the needs of your business. Once your business needs are completely and correctly identified it is a straightforward matter to do a total vendor comparison to see which offers the best fit and value with your needs.
All The latest Features. The functional enhancements and complexities of modern phone systems are bewildering. Some of the most popular are:
Ø Automated answering menus—pre-recorded information that takes callers through a series of hierarchical options so that they get in contact with the department best able to help them.
Ø Conference calling—This is a very sought after feature, but what makes it worth having is the quality and flexibility of the equipment.
Ø Links with a business database--some systems can tie callers to their personal client information on the employees computer screen so that they can be ultra responsive.
Ø Detailed call logging by extension—for the ultimate in call cost control.
Ø Call authority levels by extension—to avoid abuse of the company resource phone system.
Ø VoIP capability—Many phone systems use Voice-over-Internet Protocol where meets business needs.
The gadgetry and sophistication of modern phone systems can blind some companies into taking on unnecessary features. Organizations need to realistically assess how much and how often each feature will be used and list them in order of priority. Match this analysis to a good understanding of what is available from the available phone systems. The technology can open new business development opportunities and change older more restrictive practices.
Size is important in a phone system. An organization’s phone system should be neither over specified nor too limiting, but rather the "right size" phone system. Three things to think about:
Ø The future projected growth of the organization--can the phone system be enlarged without too much new expense.
Ø User friendliness--are the various features adaptable to the technical knowledge level of the end users?
Ø Ease of maintenance—The more technically advanced a phone systems is, the more in-house technical expertise will be required to keep it operating satisfactorily. Is it available or will it need to be bought in?
It’s a beauty contest. All phone systems will differ in terms of price and functionality. Selecting the right phone system should be about data gathering and comparison of the various providers. Compile all the data into a decision matrix that lists the ‘must have’ functions for the organization alongside available functions of the various sellers. The responsible management can then tell at a glance which providers offer the right combination of functionality and price.
A short list of potential contract winners should be invited to tender for the whole contract. The telecommunications business is very competitive, so this beauty contest approach can drive a significant bargain.
In conclusion the phone system choice has to g o through 3 steps 1) getting to know the available phone systems. 2) Listing out the organization needs and matching the appropriate features to them. 3) The beauty contest and competitive tendering.
About the Author:
Voicesure provides hosted PBX and phone system solution for small and medium businesses. Get connected with Voicesure's business phone system for competitive calling price and great features.
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