How Well Do You Know Your Phone System?

Every owner and manager of a business should have an idea of what type of technology they own and use for their business. That includes understanding the capabilities of their phone system so that they can make sure the staff is using it for maximum productivity. Unfortunately, the phone system has been a technology that is not even considered technology by most people. They pick it up, it has dial tone, they talk to their desired person and they hang up. End of story.

That is exactly the wrong attitude to take for your phone system. It should be treated just as you treat your computer network. It is a business tool that can be upgraded when necessary to create new benefits for a business and pay for itself through better relations with clients, prospects, vendors and coworkers. How do you tell what you have and where do you start?

Step 1) Start at your current phone bill. It may be stuck in a drawer in Accounts Payable or your CPA/bookkeeper may have it tucked in a file. You never see the phone bill. Does anyone ever analyze it to see what you get for your money? When is the last time that you really looked at the details to see if you are paying for items you don’t use or are missing features you need?

The following information should become apparent as you study the bill:

  • How many lines do you have?
  • From the phone numbers of those lines, can you identify how the lines are used?
  • What is the rate you are paying for Long Distance calls?
  • Does this bill include your Internet access?
  • What fees and taxes are included in your bill?
  • Do you pay for extra features or bundles of features?

Step 2) Now look at the phone hardware itself. This involves walking around the office to see every phone user plus the phone closet/mechanical room but you should find out the following:

  • Do you have enough handsets on the desks of your employees?
  • Do the handsets have enough features so that the employees can utilize the system features to their fullest extent?
  • What is the workflow of the phone system? Are the phones answered properly?
  • What type of phone system do you use? Who is the manufacturer of the main box in the phone closet? What is the model number? How old is the system?
  • Is your phone system currently used at capacity or can you add lines as you need?

In reality, you don’t have time to take these steps. You pay a CPA to do your taxes and a lawyer to look at your legal affairs. Shouldn’t you use a consultant phone company to analyze your phone system and get the details for you? Wouldn’t an experienced professional provide a better analysis than you could?

Ask for your free phone system audit from Select Phone Solutions by calling 713-777-2400.

“Productivity Through Technology”

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