Phone System for Small Business: problems most businesses will face. Like it or not, the telephone is still an integral tool for most businesses, and because of its constant use and everyday wear and tear, you most likely will run into difficulties with your system. If you are needing reliable technical help or are considering replacing or updating your old phone system and are looking for a company you can trust, contact the telecommunication specialists at Network Telecom today.
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We recently had a new Avaya IP 500 system installed at our new facility. Since then it has worked flawlessly. It is easy to use and the PC interface is very user friendly. As a property manager, I am accustomed to bizarre excuses and missed due dates, but Network Telecom did exactly what they said they were going to do, when they said they were going to do it. Any questions that I had were answered promptly and professionally. It was a pleasure working with Network Telecom, and I would not hesitate to deal with them again.”Doug B., ST. JOSEPH’S HOSPICE
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Phone System for Small Business Problems
If you visit any office, you will probably notice at least one, but probably several phones in use, both desktop models and cell phones. Phones are used as a vital point of contact between you and your customers and as such need to be working properly 24/7. They are also important for internal communications and connections with suppliers. But, as with any piece of equipment, they will fail or give you trouble over time. Here are some of the most frequent issues you may face with your phone system and effective solutions to solve those problems quickly and efficiently.
Many different types of devices are used as phones in the office, including mobile devices
Problem #1: Your Current Phone System is Outdated and Costly to Repair
The biggest problem with technology is that it becomes outdated quickly as newer devices are developed and released. In addition, you will find it harder to repair your old system as replacement parts become more difficult to find and the costs for these parts rise as they are only available aftermarket. You will also find that it is harder to find technicians to repair your outdated system, as technicians who previously worked on it retire or retrain in newer technologies.
Solution: Prepare for the inevitable and plan to budget for a phone system upgrade every six to ten years. If you are currently using a landline system, you may want to switch to a VoIP option as it involves little to no set-up costs; usually only the price of VoIP capable phones.
It is a good idea to plan to update your phone system every 6 to 10 years
Problem #2: Your Current Phone System Has a Limited Number of Features
Business phone systems have come a long way in recent years with regards to the number of features they have. In the past, if your system could transfer a call, put someone on hold, and allow you to do a conference call that was all that you really needed. Without some of the more current features, however, you may find that your business is missing out and that your customer service is suffering as a result.
Solution: In order to remain competitive in today’s market, your phone system should include some or all of the following features:
- Auto Attendant: This allows your customers to interact with a menu so they can choose the extension that they need; even a smaller business can seem more professional with this service.
- Voice Mail to Email Transcription: This features converts your voice messages to a written email message so you no longer need to quickly write down names and numbers or listen to the message repeatedly in order to get it right.
- Routing Calls: This feature will let you create a list of numbers to try before switching the caller to voicemail. For example, you can set it to ring your desk phone twice, if you don’t answer, then your mobile will ring three times, and finally, your home phone will ring before the call is sent to voicemail.
- Music on Hold: This feature allows you to choose music for your caller to listen to instead of dead silence.
Avaya business phone systems are easy to set up and use
Problem #3: Your Phone System Is Too Complicated for Employees to Use Effectively
Some business phone systems, especially older ones, are very difficult to use. Your employees may need to pull out the owner’s manual every time they need to perform common tasks such as setting up a conference call of changing the message on their answering machine. This results in a loss of valuable time that could be better spent doing something else. Some systems make it difficult to transfer a call without dropping it and thus may result in you losing a customer or at least upsetting one, which is never a good thing.
Solution: It is worth the extra time and effort to make sure that all of your employees are properly trained on all of the features of your phone system, especially those that are the first point of contact for your customers. If. however, you find that your system is just too difficult for your employees to navigate, it may be time to explore investing in a new, simpler one.
You can save money on your monthly bills by switching to a VoIP system
Problem #4: You Are Paying Too Much for Your Monthly Phone Bill
Almost all businesses are looking for ways to cut down on their monthly expenses and one often overlooked area is your monthly telephone bill. Traditional landline phone systems can cost hundreds of dollars a month depending on the type of plan that you have.
Solution: Installing a VoIP telephone system, on the other hand, can save you as much as 70% on your monthly fees. The quality of VoIP phone systems has improved significantly in recent years so that if you have a fast Internet connection, there is very little difference in quality between landline and VoIP.
Make sure that you purchase a phone system that is easy to scale
Problem #5: You Have Outgrown Your Current System
It isn’t a bad thing that your business has grown so much that you have outgrown your phone system. It is, however, a problem if the lack of lines starts to negatively affect your company and there is no more room for further growth. Another issue is if your business goes through cycles where fewer lines are needed but you have to continue to pay for the unused ones regardless.
Solution: If you have outgrown your phone system or if it is one that you are not able to scale back as required, then it is time to invest in a new system that is scalable. A cloud-based phone system is usually very scalable and will save you in the long run.
Network Telecom Can Help You Choose the Best Business Phone System
Network Telecom can also help you choose a phone system that is right for your business. Whether you are looking to have a new phone system installed or your current system updated, we are here to offer advice you can trust. In addition, if your phone system is not working as it should, our trained technicians are available to help 24 hours a day, 7 days a week, 365 days a year. We carry a huge selection of parts in order to quickly solve any components issue you are experiencing. If you are having a telecommunication or networking issue, we can resolve it quickly and professionally.
- Consultative Sales
- Cloud Services
- Ongoing Support
- Voice Mail Systems
- System Design + Consulting
- System Admin + User Training
- PA Systems
- VoIP Specialist
- Network Cabling
Contact us today for all of your telecommunication questions and concerns; we’d be happy to help you.