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Telephone System Success Kit

Telephone System Success Kit

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Published by Voices.com
Find out here, how to produce a telephone IVR system for your company phone.
Find out here, how to produce a telephone IVR system for your company phone.

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Published by: Voices.com on Oct 06, 2010
Copyright:Attribution Non-commercial

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09/15/2013

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TELEPHONE SYSTEM SUCCESS KIT
A GUIDE TO GUIDE TO BUILDING USER-FRIENDLY VOICE SYSTEMS
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What To Look For in a Telephone System
5 Great Tips for What You Should Be Evaluating in a New Phone System
There comes a point in every businesswhen you'll need to consider acquiring abusiness telephone system. In this chap-ter, you
ll discover 5 great tips for what youshould be evaluating in a new phone sys-tem.Before we dive into the specifics I want toreview some phone system basics.Most business telephone systems havetwo parts, the phone server, a piece ofhardware that receives inbound calls androutes the calls to the appropriate extension, and the telephones themselves which allow yourstaff to accept calls, transfer calls and conduct conference calls.While names like Nortel and Avaya come to mind, there are more cost-effective solutions thatdo the job just as well, such as the TalkSwitch phone systems. Regardless of the brand, thereare 5 standard criteria to consider when evaluating a business telephone system.
Usability
First and foremost,
you want a phone system that is easy to operate
. The telephonesthemselves should have a familiar feel with the ability to complete everyday functions such asplacing a call on-hold, muting a call, and increasing and/or decreasing the volume level. You'llalso want to ensure that the phones themselves have both a handset as well as a jack for aheadset.
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Rich Feature Set
Most businesses will require a main menu, call routing, and voicemail
. Each member onstaff will be equipped with their own extension and voicemail box. Your IT guy or gal should beable to set-up a new phone line or make any adjustments to the system settings by logginginto the telephone system software. The software should be mature, and again, easy to use.Read reviews from other business owners or IT people about how the software performs andwhich features are included. By IT, I mean Information Technology.
Storage
Regular business hours are from 9:00 AM to 5:00 PM. That means that the office is closed for16 hours per day. If you receive calls from multiple time zones, it's likely a lot of calls will endup going to voicemail. With this knowledge,
invest in extra storage for voicemail
.
Customization
Give your callers a strong first impression with a customized telephone system greet-ing
. The auto-attendant is the technical name for the voice you hear during the main menu.You should hire a professional to record the auto-attendant and deliver an MP3 or WAV file toyou that you'll then upload into the telephone system. While you
re at it, have the voice talentrecord a general voicemail message, office is closed message, holiday hours message andmost importantly on-hold messages.
Upgradable / Expandable
A basic phone system will include two phone lines. Before long, you'll want to expand to fourlines. If your business continues to grow, you'll want the flexibility to easily add another fourlines.Be sure that the phone system you select has the
ability to expand the number of phonelines
. I'd also include the ability to plug in a CD player in your "expandable" requirements. TheTalkSwitch lets you either upload on-hold messages or simply play the on-hold messages from
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