Print   RSS

Don't Hang Up on the Right Business Phone System

Kate Supino

July 30, 2015

For many small business owners, the art of proper communication between employer and employee is crucial.

If the employer is not conveying to his or her employees what needs to be done, the message can get lost in translation when staff goes to speak to customers.

As a result, myriad of problems can come to the forefront, most notably lost sales.

As the following article, “Is your phone system right for your business needs?” looks at, just because your company is small doesn't mean you should have to struggle with an archaic phone system.

Here are some tips for getting the right small business phone system:

Base and Extensions

A good small business phone system should consist of a base unit, along with one or more extension units that can be placed in other areas of the office or building. The base unit should be at your desk, or at the desk of office manager.

From there, they'll be able to see which extensions are in use at any time, control the date and time programming, and access the inbound and outbound message system.

Having extensions will enable calls to be forwarded to other stations in the office so that people don't have to walk around handing phones to others every time a call comes in for them.

It Should be Expandable

The number of extensions should be expandable for your growing small business.

In the beginning, one extension may be enough. As you grow, you might like to have an extension in your warehouse basement, your extra office, and other locations.

Don't limit yourself to a phone system that only allows three extensions. Think big.

Multiple Line Capacity

Make sure your business phone system can handle multiple, separate lines. This will ensure that customers who call in aren't confronted with a busy signal.

Instead, your receptionist will be able to handle multiple lines with your phone system so that no one has to be turned off by a busy signal with they call.

Music Capability

When a customer is put on hold with dead air, they may assume they've been hung up on.

Being able to provide some kind of background music or radio narrative while they're on hold is essential to making sure your customers don't get the wrong idea when they're placed on hold.

Background music also lends a professional air to your phone system.

Find the Right Carrier

Telephone carriers offer vastly differing services.

Make sure yours has essential features like call forwarding, call waiting, message management and reliable service. Don't cheap out on your phone system by trying to go with an off-brand with limited features.

When your calls get cut off and you start losing orders because of it, you'll see that cheap brands actually cost you money.

Don’t Skip the Warranty

Make sure that your entire business phone system is under warranty.

When you have many different people using the phones, and they are being used constantly due to your high call volume, breakages are bound to occur.

If an extension handset is dropped, or someone spills hot coffee on the base unit, you'll want to make sure your phone system is back up and running as soon as possible.

The small business phone system you choose to purchase is almost as important as the computers you buy and the office space you lease.

Make it a wise investment that lasts for years.

 Feedback   Submit Article