Business Telephone Systems Are a Necessity for Successful Businesses

Business telephone systems are the most important aspect of a business's IT infrastructure, however they are typically given very little consideration when issues of availability and reliability are discussed. Typically the data network gets the most attention and certainly when the network is down there can be a negative impact on the bottom line. However, most of the time the phone system simply works and users don't question the how or why, they just know that when they pick up the phone that they are going to have dial tone. Nothing has a greater impact on a business than communication. If a business cannot communicate with customers or business partners reliably, they are going to find that productivity suffers.

Although many in the business world use email to communicate, the written word simply cannot convey intent, mood or emotion like speaking to someone directly. Phone conversations often clear up misunderstandings that began from an improperly worded email. This is why a business phone system that performs consistently and reliably is key to any successful business. Not only benefiting employees, telephones for business allow customers to connect with employees or customer service agents which provide customers with a sense of good intention on the part of the business.

Business phone systems are as varied as the companies which use them. With various call features and system capacity, there is a system designed to fit the needs of most small and large businesses. In recent years, most business telephone systems consisted of digital phones connected to the phone system through cat 5 wiring. These digital sets allowed for multiple calls being allowed at the same time. With features such as conferencing, holding the call, transferring the call, and programmable buttons, these digital phones served the needs of the user efficiently and with very little thought. Today however, communication needs have become more complex as technology has advanced and businesses run their day to day operations in completely different ways.

In today's business world, it has become quite common for many companies to expand beyond their immediate location. In the past, this would have posed logistical problems or increased expense for communication to a large degree. With the advent of VOIP technology, many businesses are able to cast a wider net for hiring qualified employees as well as minimizing start up costs in remote areas. VOIP simply transmits the phone conversation in the same way a computer transmits data. This means that a user no longer has to be in the same building to use an extension from the phone system. Wherever there is an internet connection, the remote worker can take his or her extension along and appear to be working in the office with everyone else. This benefits both the employee and the business as research has shown that teleworkers are less likely to call in sick when allowed to work from home. Additionally, a business can test in those areas where they would like to expand, but would like to see if the market would support it. This way, they can have a representative in the area without the cost of maintaining a physical presence.

Working from a remote location can be accomplished in one of two ways. An actual phone using a preconfigured router can access the network and work just like a phone sitting on the desk in the office. The second way is the use of software that runs on the user's PC. Phone calls are made and received either directly over the Internet using voice over IP, or using the software to redirect calls to an external phone line. This external phone line can either be a phone at the user's house or a cell phone. This allows the user to work from any location which is particularly useful in cases where the employee travels a great deal.

More advanced features on business phone systems allow executives to take their extensions with them. Being able to forward calls to their cell phones with a push of a button means they're never away from the office when necessary. Business is now global and the new advancements in technology remove distance and the logistics of physical location.

Further use of technology in business telephone systems is seen with CTI or computer telephony integration. This is where there is an interaction between data such as customer information with the phone system. Using caller ID, when a call comes into a call center agent, a screen pops up on his or her computer displaying the customer information automatically. This allows the call center agent to greet the customer by name and have that customer's information readily available. Obviously this improves the efficiency and speed with which the agent can perform his or her duties.

Even the smallest businesses can benefit from business telephone systems. A perception of professionalism in the eyes of clients or customers is one of the biggest selling points. Having a phone system that allows customers or clients to reach the intended party quickly and efficiently gives them more confidence in the ability and competency of the business. Having an auto attendant that always handles calls in a courteous and professional manner alleviates the worry of a negative customer experience. Although human interaction is always necessary, a properly configured phone system insures that calls are routed efficiently.

Another advantage to company telephone systems is the ability to have multiple lines coming in so that the business can receive more than one call at a time. Grouping incoming lines in this way is much cheaper than ordering multiple phone lines in a standard fashion. When ordering phone lines to those that might come into a private residence, the business is charged for each individual number coming in. With a group of incoming lines, the phone company will generally charge a flat rate for all the lines.

If you want to take your company to the next level, a business phone system can improve the efficiency with which you communicate with your customers or clients. Telephones for business are designed for the business owner to make maximum use of advanced technology. If your company is growing, and you want to ensure that your customers do not get a busy signal, consider installing a business phone system so that you are always available to serve your customers needs.


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