Office Telephone Checklist

Office Telephone Checklist

Planning and implementing the right office phone system can be a challenge. Office phone systems should have an easy-to-understand user interface, be scalable and have the ability to connect and interface with mobile apps. Many companies find their current phones systems are outdated and inadequate for meeting modern business needs.

Companies can’t meet the business demands of the 21st century with 20th century technology. Legacy phone systems can present numerous impediments to business growth. They can be expensive to maintain because of hardware upgrades, confusing maintenance contracts and obsolete features. They’re also usually incompatible with newer technologies, such as Voice over Internet Protocol (VOIP).

Understanding the Needs of Employees

The needs of employees should be evaluated before choosing a new phone system. Understanding them helps identify which technologies will bolster productivity and enhance job performance. Some offer advanced features such as email notification, inbound and outbound call reports, voicemail and intercom groups.

The success of some companies is based on the ability of their sales team to service customers and close high value sales. A phone system with both audio and video conferencing is very helpful. It allows the team to interact with prospective customers in real-time. Sales and marketing professionals need a phone system that allows them to be reached at different phone numbers and locations.

If a call center is at the core of a business, then a phone system featuring call recording is essential. It allows supervisors to monitor interactions between customers and agents in order to evaluate the calls. Other beneficial features include an auto attendant that allows customers to select from a menu and have their call automatically transferred without having to interact with an agent, and a predictive dialer that reduces the waiting time between calls, helping to increase agent efficiency.

How To Determine Which System Is Best

The average business purchases a new phone system every seven years. Determining what questions to ask is critical to this decision. Some that may apply include the following:

  • What are the company’s goals for growth in 5 years?
  • What phone system features will the company need to support its growth?
  • Is cost a major consideration or are the capabilities of the new system more important?
  • Will the new phone system be kept on-premises or migrated to the cloud?
  • How can a new phone system help the company compete more aggressively?

This list can serve as a guide for market research. Compare technologies and different service offerings from equipment vendors. Discover which configurations and services are used by leading competitors.
Doing these things before purchasing a new phone system will ensure the system has the right technology and vendor services to support future business objectives.