Small Business Phone System
A business phone system is an absolute necessity for any business. That has been true since its invention, and the choices available have never been better than they are today. Telephone switchboards are still the preferred system for some companies, but even that has come a long way since the days of an operator having to connect or disconnect lines for every call coming in. These days, calling someone is a matter of keying in the extension, and connection is instantly made. One thing that has remained through all the changes is the need for an operator who is pleasant and efficient. She is still often the first contact with the company, so the impression she makes on the caller may make the difference in whether the caller chooses to do business there or somewhere else.
The small business phone system isn't likely to have a switchboard, but will probably have one person answering the phones and transferring calls to other extensions within the company. Some companies eliminate the designated answerer, and have separate lines for everyone. They usually are connected so that calls can be transferred from one employee to another easily. Any network of phones, large or small, is going to have an answering machine connected to it to take calls after hours. Furthermore, the phones may also have a built-in directory so that the caller can choose the extension he is seeking and leave a message on the extension.
Many of today's small business phone systems are PC based, and handle inbound and outbound phone calls, using Dialogic, Intel, and Windows components. The phones will need to allow for expansion without too much trouble. The beauty of today's telephone systems is that they can be configured to meet a particular need. However, the owner is in charge of correctly assess his needs before deciding on what will work for his particular company. He needs to have an accurate count of the number of calls handled every day, and have some realistic idea about his business's potential for growth. His system's needs may be satisfied by a traditional and less expensive one, or he may need the flexibility allowed by a digital system. The owner should be sure to have enough trunk capacity to handle his needs for at least twelve months.
On the one hand, the importance of a good small business phone system can't be overestimated. Communication is the vital lifeline between the company and its customers, enabling the building of revenue, as well as boosting productivity. On the other hand, it is wise not to overbuy features on your handsets. If a business phone system provider wants to sell a package deal with features that are not necessary, the purchaser shouldn't be afraid to decline that offer (even at a special price). The bells and whistles may look attractive, but remember that "godliness with contentment is great gain" (1 Timothy 6:6).
Another important aspect of buying phones for a company, regardless of the size, is the service and support that comes with the phones. The owner would find it good to get a package deal on this, if possible, so the experts do the installation. They should also provide training to certain key employees on the setup and maintenance. Of course, one of the features that should be included in whichever business phone system you choose is voicemail. A missed call can mean missed revenue.
Whatever systems of phones are chosen, there is still one thing that is not provided. That is employees who use the phones to the best advantage, and that means using good telephone manners. Things such as remaining cool and courteous even when the customer is upset, and not keeping someone on hold for an extended period of time can make the difference between a sale and a disappointment. Answering the phones with a smile on your face actually ensures a pleasant tone in the voice. The most successful small business phone system is a team effort between people and equipment.
In this day when cell phones are such common tools of the individual, it's easy to forget how important the landlines still are. Phone systems provide the conduit between company and customer, and business-to-business that cannot be achieved any other way. So, carefully choosing the system that will meet a businesses' needs, along with properly trained employees to use it effectively, will keep business transactions running smoothly far into the future.
Phone systems are useful for businesses, especially those with many employees or for those that may need to contact clients or customers outside the office or store. In addition, some phone systems also allow the business to make calls within the office or store, through an intercom. When a company plans to purchase a system, they will look for a variety of features, such as voice mail, automated answering, and many other features may be useful in a business setting. These features provide useful resources that can help make the business successful and competitive.
Most commonly, businesses use phones to contact potential clients or consumers outside the store or office. There are many different businesses where relationships with outside clients or customers will be necessary, such as insurance, law, and medical offices. It is very important for a company to buy phone systems that will allow outside calling for employees, including long distance service as an additional feature for the company. For stores, calling customers may be a way to promote or to monitor certain aspects of the business. Also, when the customer orders a product from from the business, outside calling may be important.
Calling within the company or business also may be an important reason to purchase phones for a business. This can be a necessary feature for businesses where contact between the employees is important for job performance purposes such as contacting one another for information or assistance. In a medical office, this can make it easier to share patient records and information. Retail stores also may find an intercom useful as they need to contact various department. share similar reasons. Overall, telephones that work like intercoms make contacting employees within a business much easier.
When there is a need for a company to buy phone systems, looking at the available features can be a major part of the decision. Because companies have different needs, depending on the type of business that they handle, the phone systems features needed will vary from one business to another. One popular feature, example, is voice mail. This helpful and practical feature allows the client or customer to leave a message for the individual they are attempting to contact. Furthermore, an automated answering service, which allows the business to have someone answer the phones without hiring an additional person for the job, can come in handy. Finally, long distance service, which gives the company the ability to call outside a local area, is another feature that can benefit a business looking enhance their productivity.
Making the choice to buy phone systems, as well as which one to purchase, is a very important decision for a business. Because there are many options available, the person in charge of purchasing would be wise to talk to others in similar lines of work to see if they have phone systems that work well for them, for "where no counsel is, the people fall: but in the multitude of counsellors there is safety" (Proverbs 11:14). When looking to make a purchase, people will find that they may want both the ability to make calls outside the company, as well as within the company, in addition to the other possible features available. Therefore, it is imperative for a business to take their time in choosing a quality product that will complement their business efforts.
Small Office Phone SystemSmall office phone system will help a business fulfill their telecommunication needs by including features that help to build good customer relations. Voicemail, an auto attendant, a directory that includes dial-by-name, and routing to other extensions, are all important features that need to be considered by a small business with growth in mind. The Internet has many phone systems to choose from that will provide the features and options that a growing business would consider smart choices. While some companies offer traditional phone service there are others that offer voice over Internet protocol technology. VOIP technology takes advantage of using the Internet for all communication needs with an inexpensive way for long distance calling. SOHO phone systems can be used professionally for small or home office needs by providing a variety of equipment and can be utilized through traditional lines or become digital through the Internet.
A new business starting out may not have the need of an expensive small office phone system, since callers are not that frequent. However, the business owner should keep in mind the importance of purchasing a package that is expandable and will allow for additional features and extensions as the business grows. There are many more options available today for telecommunications and a smart entrepreneur will consider all the options before making a purchase. "That they do good, that they be rich in good works, ready to distribute, willing to communicate" (1 Timothy 6:18). If starting out with traditional landline service consider purchasing a package that will convert to voice over Internet protocol technology if the need arises. With VOIP service, long distance calling is less expensive than a traditional landline. Many companies offer rates based upon one monthly calling plan where location doesn't matter. These packages will include the same type of features as a traditional landline.
Enhanced telecommunications offer professional and customizable options on low-cost SOHO phone systems that help to provide enjoyable communications with clients and prospects. Some of these options include an auto-attendant, call transfers to other extensions, and the ability to automatically route fax calls to a fax machine. A do-not-disturb function prevents phones from ringing in which case voicemail will automatically pick up incoming calls. Battery backup features allow for programmable settings and voice greetings to be saved in case of power outages. Some systems provide a feature that allows one to hook up to a serial printer to print a detailed call report if needed. Other packaged options include music-on-hold and the use of accessories, such as a headset.
Employees have the capability of answering company calls from remote office or a home office with call center application software. A small office phone system can be set up to automatically answer customer inquiries but with reps available if needed. Technology today provides many choices on products that take advantage of software and automated response systems. Contacting clients and prospects can be done automatically if so desired with announcements and other important information. Contact management software for the telephone provides ongoing ways for the telecommunications to continue even during bad weather when employees can't make it to work. Some of the other features included with this type of software are auto dialing and recording, interactive voice responses, and phone surveys.
Small businesses might want to simplify their services by combining broadband Internet service and telephone service into one bill. With voice over Internet protocol technology this is possible and may provide some savings to a small company who must adhere to a strict budget. Companies online that offer SOHO phone systems can give potential clients an evaluation of current needs in determining if VOIP technology is feasible for them. Basically having a broadband Internet connection is the best when deciding on digital telephone service. There are usually great rates on local and long distance service and of course free calling between offices. It may be possible to use existing equipment when switching over from traditional landline service to digital service. Billing will probably be based upon a specific plan that includes local and national calling all for one monthly rate.
Solutions online provide some interesting alternatives for the entrepreneur who is shopping for a small office phone system. Some packages allow the business to take advantage of unified messaging through simple retrieval of email, voice, and fax messages through a variety of different types of media. Routing all types of messages to a central location by accessing from a PC or phone brings about an easy way of retrieval for virtually all types of telecommunications. Having the option of retrieving virtually any type of message through one central location can prove to be time and cost effective. When away from the computer access messages through the phone or vice verses. Do a search online and find out the cost effective options that are available on SOHO phone systems and do some comparisons on costs in relation to features and the capability of expansion with different packages.