In the age of cellphones, it’s almost rare to meet someone who still has a landline. You might think that landlines are old-fashioned, but a business phone system is an integral part of any business venture.
Instead of relying only on your cell phone to field all of your calls or handling your entire business through the internet, consider the reasons that a business phone is so necessary. While you’re at it, check out how you might install a phone system for your own company.
Why Having a Business Phone System is Important
Most people primarily use their cell phones to communicate nowadays. Even companies have started to use smartphone applications to improve communication within and outside of the business environment. With the advancement of technology, does that mean the business phone system is unnecessary?
Even with all the smartphones out there now, landlines are still an integral part of any business. The installation process may seem complicated, but there are some serious benefits to installing a phone system.
In the end, the only real differences between landlines and the cell phones are portability and cost. All phones are still controlled at a service centre, although cell phones have applications and the ability to access the internet.
Landlines are still less expensive since data is cheaper than airtime. This makes business phone systems more affordable than mobile phones, especially for businesses that are just starting out.
Your reputation as a business is important. You want to project an image of professionalism, which can be achieved with a corporate phone system. Having a phone system helps you promote and advance brand identity, something which is difficult to do with personal mobile phones.
Having everyone make business calls on a corporate phone system also adds some credibility to your business as you promote a more professional environment.
It helps that employees won’t be tempted to click on an entertainment-based phone app while they’re working, either.
It’s a lot harder to land a sale via email. Sales are tough when you’re out and about, too, and are unable to answer your cell phone. That’s why having a landline is so convenient: your employees are always able to provide your customers with a personal touch. This will in turn increase your sales.
Customers want a real person on the other line. No one wants to talk to a computer or always get a voicemail when they need help. Especially when a customer is angry, they’ll want the personal touch of a human ear instead of an email.
Having a business telephone system helps with this as there’s always someone ready to take calls for your company.
There’s always the possibility that your call will cut out when you’re speaking on your cell phone. There have also been cases of mobile tapping, which can be minimised when you’re using a landline in your business. This means that you gain more control over your communications without having to go through external servers.
You’ll also be able to control the communication in the office. Instead of your employees emailing and messaging, they’ll be able to talk to one another directly. This increases your office’s productivity, workflow, and eventually profitability.
Even though landlines don’t have the portability that cellphones have, that doesn’t mean that you’ll be confined to the office when you install a business phone.
Current phone systems sometimes include a mobile phone app that allows you to access your phone while you’re on the move. This means that even with a landline, you can speak with your clients anywhere.
Data Collection and Phone Lines
Data collecting is not a new phenomenon. A century ago, data was collected simply on paper. But now, we tend to type up our information, take a picture, or read it online. Unfortunately, this means that we sometimes don’t pay attention to the information we give out, at least not in the same way that we would if we were writing it down.
An office telephone system may help with data collection as employees keep track of client needs and company policies. It also keeps all of your information organised. Instead of navigating around a smartphone and looking for your data in multiple locations, you can make a simple call to find everything you need. This saves your employees time and effort in the end.
Pre-Programming the System
A business telephone system won’t work until you’ve got it set up properly. Before choosing your desired phone system, you’ll want to make sure that you meet the initial requirements that will ensure installation runs smoothly. Check whether your business is ready for a VoIP system.
Type of Phone
Before you even begin to install your phone system, you need to decide which one you’d like to install. Especially if you’re just starting out, every call is important.
You’ll want to be sure that you have a phone system that can support every call and will work for your specific purposes. A virtual phone system might be perfect for this purpose, especially since they’re affordable and reliable, too.
You can also use extensions and online phone management tools, which you can set up on your own.
A Phone Number
Phone numbers are the most important part of any system since this is the way most of your customers will want to contact you. If you already have a business number, you simply have to move it over to your new provider.
Just fill out a Local Number Portability form. You can also get a new number entirely depending on how large your business is, how fast you’re growing as a business, and what types of calls you’ll be making.
Check out whether you want a local number, since people in the area will be more likely to answer a number with a familiar area code. Toll-free numbers make your company look more credible, while vanity numbers are easy to remember. This helps people get in touch with you more easily.
Installing the Phone System
The only problem when it comes to installation are all the wires and procedures. You can save hundreds of dollars doing it yourself. Make sure you decide on your business plan and phone company prior to the installation, though.
While there is no shortage of phone services for your businesses, you’ll want to be sure that you’re signed on with the right one. Make sure that whatever business you choose fits your needs.
Check out the Hardware
There are many brands and models of office telephone systems that you can choose from. Check out the wireless phone that lets you move around the office while you’re on a call.
A softphone app can also be installed on your computer to integrate your phone system. This allows you to make and receive calls more easily. Businesses usually need a conferencing phone, too, which helps you make multiple calls between several parties at once.
Once all this is in place, use a weekend to plan your installation. This will make sure that your progress isn’t interrupted. You can get a professional in to help you if you don’t want to deal with setting up the system yourself.
Talk to them about how you want your phone system to operate and what kinds of calls you’d like to make. Usually, businesses will have pre-installation meetings to go through everything with you.
It will then take about 1-2 days to install all the phones depending on the size of the company. Having an engineer around will be helpful too when you first get started, in case there are any problems with your new phone system.
On Your Own
If you’re setting up your phone system on your own to save a little money, a virtual phone carrier will be your best option. You don’t need the knowledge of wiring and receivers that you would otherwise need when you only need to sign up and pick a number. Then, you simply record your message and hop online to add some extensions and begin receiving calls through your office telephone system.
Making Changes After Installation
Phone systems for businesses are important, but you don’t want them ever to be offline. Losing calls can be damaging to a business, so what do you do if you need to make changes after installation?
If your phone system was professionally installed, you can call in to get an engineer out to your location to help you make any desired changes.
If you have virtual phones, it’s simple to make changes. All you have to do is switch your settings around online to fix up your message or add certain extensions. Phone systems for businesses have never been easier to operate.
Cell phones are everywhere. It’s impossible to go anywhere without seeing one, but phone systems for businesses are still popular. This is because they continue to add professionalism and convenience for your business while providing your clients with the personal touch they’re looking for. Just follow these tips to install a phone system in your company.