Business telephone systems definitely make good business sense. They allow employees to work more easily from home, reduce phone expenses, and allow companies to have face-to-face meetings with prospective clients and customers. In short, for the small business owner, they give great value in the marketplace. But just what is it that makes a business telephone system a good business decision?
There are several things to consider when choosing a business telephone system for small businesses. The first thing is to decide whether your small business will be better served by a single-line phone system or a multi-line telephone system. Single-line systems are generally less expensive to install, although there are some exceptions such as fiber-optic lines that can be quite expensive.
Multi-line phone systems typically offer more bells and whistles and come at a lower cost. However, the cost of upgrades is usually higher. You may also find that in general, they are more difficult to operate and maintain. A major drawback with multi-line telephone systems is their total cost.
Once you’ve determined the best telephone system for your business needs, you’ll need to consider your receptionist. If your company is small and simple, you may not need a professional receptionist. However, if you run a larger company with more employees, you want someone who’s knowledgeable about your products and services, someone who understand the ins and outs of your business, and someone who will make customers feel welcomed when they call. Make sure the receptionist and attendant know your business. Make sure you choose someone who will provide excellent customer service.
One of the best ways to help your customers is through excellent customer service. Choose receptionists who understand that basic call handling is part of the services they’re providing and who will have a friendly tone and pleasant voice. Many telephone companies offer training programs for new employees. If your business offers video help or other advanced features, make sure that your receptionists are trained on these too. You can’t have good customer service and good telephone system if you don’t have trained receptionists on your phone system.
If your business has several locations, each with its own local telephone network, choosing a private branch exchange is a great option. With a private branch exchange, your company maintains one main telephone number, which can represent your entire business. Instead of having several different numbers for your company’s different locations, you just have one main telephone number. This allows you to reduce overhead and administrative costs. It also allows you to concentrate on your core business while still maintaining a high level of customer service.
To choose a business telephone system, your company may need to look at the cost of switching over to the new system as well as the cost of maintaining the current system. Switching over to a new system can be expensive. Even though your company may currently use older phones, switching may be necessary in order to save money. You may need to buy new phones and pay for their rental until the new system becomes effective. Maintenance and other expenses for the new phones may also need to be budgeted into your budget.
Business telephone systems are very useful for providing customer service. You want your receptionists to be friendly and efficient. They should be able to connect with the customers on a personal level and give them excellent customer service. It’s important that you carefully consider the pros and cons of any business telephone system before deciding on which system to purchase. To get the most for your investment, consider the new phone system as well as the pros and cons of the current system.