Small Business Phone System

A business phone system is an absolute necessity for any business. That has been true since its invention, and the choices available have never been better than they are today. Telephone switchboards are still the preferred system for some companies, but even that has come a long way since the days of an operator having to connect or disconnect lines for every call coming in. These days, calling someone is a matter of keying in the extension, and connection is instantly made. One thing that has remained through all the changes is the need for an operator who is pleasant and efficient. She is still often the first contact with the company, so the impression she makes on the caller may make the difference in whether the caller chooses to do business there or somewhere else.

The small business phone system isn't likely to have a switchboard, but will probably have one person answering the phones and transferring calls to other extensions within the company. Some companies eliminate the designated answerer, and have separate lines for everyone. They usually are connected so that calls can be transferred from one employee to another easily. Any network of phones, large or small, is going to have an answering machine connected to it to take calls after hours. Furthermore, the phones may also have a built-in directory so that the caller can choose the extension he is seeking and leave a message on the extension.

Many of today's small business phone systems are PC based, and handle inbound and outbound phone calls, using Dialogic, Intel, and Windows components. The phones will need to allow for expansion without too much trouble. The beauty of today's telephone systems is that they can be configured to meet a particular need. However, the owner is in charge of correctly assess his needs before deciding on what will work for his particular company. He needs to have an accurate count of the number of calls handled every day, and have some realistic idea about his business's potential for growth. His system's needs may be satisfied by a traditional and less expensive one, or he may need the flexibility allowed by a digital system. The owner should be sure to have enough trunk capacity to handle his needs for at least twelve months.

On the one hand, the importance of a good small business phone system can't be overestimated. Communication is the vital lifeline between the company and its customers, enabling the building of revenue, as well as boosting productivity. On the other hand, it is wise not to overbuy features on your handsets. If a business phone system provider wants to sell a package deal with features that are not necessary, the purchaser shouldn't be afraid to decline that offer (even at a special price). The bells and whistles may look attractive, but remember that "godliness with contentment is great gain" (1 Timothy 6:6).

Another important aspect of buying phones for a company, regardless of the size, is the service and support that comes with the phones. The owner would find it good to get a package deal on this, if possible, so the experts do the installation. They should also provide training to certain key employees on the setup and maintenance. Of course, one of the features that should be included in whichever business phone system you choose is voicemail. A missed call can mean missed revenue.

Whatever systems of phones are chosen, there is still one thing that is not provided. That is employees who use the phones to the best advantage, and that means using good telephone manners. Things such as remaining cool and courteous even when the customer is upset, and not keeping someone on hold for an extended period of time can make the difference between a sale and a disappointment. Answering the phones with a smile on your face actually ensures a pleasant tone in the voice. The most successful small business phone system is a team effort between people and equipment.

In this day when cell phones are such common tools of the individual, it's easy to forget how important the landlines still are. Phone systems provide the conduit between company and customer, and business-to-business that cannot be achieved any other way. So, carefully choosing the system that will meet a businesses' needs, along with properly trained employees to use it effectively, will keep business transactions running smoothly far into the future.

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