6 Key Considerations: Is It Time To Upgrade Your Business Phone System?

Published In

With all of the email programs, instant messaging programs, and even social media, we still require phones as a way to communicate in business. Phones are an effective and more personalized form of communication for businesses around the world.

An average business will update and replace their phone system typically every seven years. By selecting the right system for your business, your business will be able to flourish, and you’ll find that it’s a great long-term solution.

In the past, businesses would seek out phone systems and focus only on the cost and how easy it was for the employees to utilize. Today, thanks to modern advanced technology, there are many new features such as integration and Client Relationship Management or CRM. These tools allow you to do such things as track calls, follow caller ID, send your voicemails to your email, fax, and use call queues for your incoming calls from clientele. You can also generate reports and manage your connectivity to various sites of your business.

With so many options, selecting the right telephone system for your business is no easy task. Choosing the right phone system has a huge impact on your business. You’ll find that you can plan your business strategies around the communication system in your business.

Ask yourself this: Is the current telephone system meeting our needs as we grow? In today’s modern businesses, there are a variety of configurations that can be utilized. Selecting the right one can go far in helping you to give your workforce the right tools to be far more effective.

First off, you’ll want to evaluate the current telephone system in your business. How many employees do you have and how many are going to be utilizing the telephone at one time? Consider your inbound calls. Do you have a high volume of inbound calls? Is there a person that mainly answers the telephone, or does whoever is the nearest grab the telephone? Are accurate messages being taken? Once you have these answers, you’ll be well on your way to understanding what you need.

The final decision should simply boil down to which telephone system is going to have the most impact on your business. It shouldn’t be all about cost, it should be about which technology is going to be the best for your business and help you to grow your business. The bottom line is how to cut costs and improve the functionality of your business.

Consider the overall picture. Factor in these six considerations before you buy. This will go far in helping you to implement the right phone system for your business.

1. Improved Call Handling

Such features as inbound calling, three-way calls, displays, conference calls and even automated attendants for after hours can all help your customers to reach you. Missed calls can mean missed business opportunity so you want to make sure that your customers can reach you when they need you. This can have a huge impact on your sales and it can also help to improve your customer’s experience. A strong customer service relationship will go far to help you to grow your business. Many systems offer such things as Session Initiation Protocol Support or SIP that can be utilized for your communication and for over the Internet Protocols or IP. SIP-based systems and VoIP systems can go far in helping to improve the functionality of your business and customers should also be able to click and go to a web chat on your website. This capacity allows for increasing the value of your business and the usefulness of your system and it allows your customers to have a better communication experience with you which will go far to help you to improve your customer service relationship.

2. Improved Accessibility

As a small business, you’ll want to remain flexible and dynamic or you’re going to lose your employees and your customers. Giving your business the flexibility to send and receive calls directly from their smartphones, their tablets, and even their computers will go far in helping to improve the productivity of your business. This allows your employees to stay productive regardless of where the job takes them. This feature is invaluable for helping you to maintain your business and manage all aspects of it. Employees who can program their own smartphones to the number that best suits them will be able to stay in touch no matter which job site they’re at. Geographic features are far less limiting if employees can access such features remotely and use voice tools and the entire system regardless of location.

3. Better Response Time

Small business phone systems can greatly affect the way that your business and your customers communicate. It can go far in helping to improve the customer-employee relationship and they can set up different ringtones for different customers. Single numbers can be set up to ring on multiple devices. Text messages can be seen on multiple devices and there can be features for video conferences, and remote staff so that everyone can be on the same page regarding any given project.

4. Easier Internal Communication

The integration with the CRM or other systems can go far in allowing your business team to be more efficient at what they do. It can keep everyone on the same page and improve the sales force. Many systems will allow for paging and intercom capacity so that you can transfer customers to the right employee for their specific needs and requirements. Instant messaging can help customers to reach who they are seeking.

5. Call Reports Can Measure Analytics

Improved technology can go far in helping businesses manage their company. With detailed analytics, they can see where they need to improve and what is and isn’t working. With such technology, they can see whether or not they have steady sales growth. There are easy to use dashboards that can give reports in real time and show the influx of the calls that give insight to the metrics of the business.

6. Quality Assurance

Small businesses today utilize IP systems and have consolidated their essential communications. They can collaborate on single servers and reduce the complexities of the communication system. Tracking information is available on their systems and alerts can be designed to track and monitor the analytics. This can go far in helping to identify where the business needs to improve.

Selecting the right phone system will go far in helping to improve any business. Such things as location, size and even the sector will all work together to improve the business. New phone systems are a huge financial commitment; however, the payout can be huge.