Category Archives: Telephone System

Advanced Business Phone Systems That Help Your Business Grow

Every business organization inevitably faces the necessity of whether or not upgrade the existing business telephone system and try for a better technology or replace the entire phone system of the organization. This question requires an answer for determining the best option for telephone systems in your organization. But, before evaluating the necessity of telephone systems in any organizational structure, it is better to lay out the reasons for looking out options in the first place. Some organizations might be looking for advanced features that their current phone systems might be lacking, where as, few might be having problems with the maintenance costs of their existing telephone systems. At times, individuals and companies find it difficult to find the parts of their phone systems, where as, some phones look so old that they do not represent the professional image of the organization. There can be a number of reasons why these companies and organizations look for advanced phone systems for their businesses.

Before finalizing any type of telephone system, it would be better to first evaluate their features and what these features mean to your company or organization. Also, how much would these features save to you and what impact does it mark on the professionalism of your company. Many advanced business phone systems can be cost justified by the number of features that make these phone systems improve the efficiency of any organization. Today, most of the advanced phone systems are incorporated with a good number of features like automated attendant, enhanced voice mail, unified messaging, call accounting, call recording, desktop faxing applications, call reporting, ACD groups, voice over IP, remote location networking, call logging, wireless phones, Wi-Fi phones, Bluetooth or wireless headsets, call routing, computer telephony integration, web interface and many more.

In any business organization, one needs to stay in touch with the staff people and with the outside world. An efficient phone system that runs on internet protocol network system offers much more than phone connectivity. Few benefits of an advanced IP-based office phone system are:

A converged network of this phone system offers voice, data and other applications such as video conferencing on a single Internet Protocol based network that helps in managing only one network instead of separate networks for the telephone system and data.

Employees and staff personnel can easily collaborate and interact with the help of this phone system that works on converged network basis. Employees can easily access company information and other details from their phones.

Since office phone system can easily be accessed from any place and at any time, these phones make the work of employees and staff personnel more easy and productive.

These phone systems can be integrated with customer relationship management system that helps in serving the customers in a better way. For example: Caller ID linked with CRM (customer relationship management system help employees in viewing the information about the customers when they call.
Many business phone companies offer phone systems that serve every type and nature of organizational structure.

Do Not Buy A New Business Phone System Without Voip Capability

Some of the most honest and sincere advice a telecommunications professional can give a business when evaluating telephone system technology options for their business is to make sure they buy a telephone system with VOIP capability. It is estimated that over 90% of new business telephone systems shipped in 2010 will have VOIP capability, and we will evaluate the reasons for that trend, as well as explain why owning a phone system with VOIP capability has become a necessity even if you don’t use the features at the time of purchase.

It would be best to start with a brief description of the different types of VOIP systems available. Not all flavors are the same, and each carries their own benefits. VOIP tends to mean many things to many people, so let’s make sure we are speaking the same language before starting. There are two main areas of VOIP to cover:

VOIP Telephone Service: Defined as the ability of your telephone system to interface with a telephone service provider via your data connection to make your calls over the public internet. SIP trunking is the most popular method of interface on the commercial level, but we will not be covering this transport method in this article. VOIP telephone service promises some more competitive pricing mainly due to increased T1 usage due to compression, but few phone systems interface with VOIP providers at this time. Each manufacturer has to go through a rigorous interoperability testing procedure in order verify Quality of Service with each carrier. Very few systems have completed this process with the few carriers that are out there. Some think of this as free long distance or flat rate long distance that is far more competitive than standard business offerings.

VOIP Capable Telephone Systems: When we speak of a VOIP capable telephone system, we are directly referring to the ability of the phone system to use the Voice Over Internet Protocol language to carry your telephone conversations internally or between locations. We are not speaking of the ability to make your phones calls over a VOIP Telephone Service Provider as detailed above. Using VOIP internally allows you several benefits.

1.Shared wiring infrastructure: VOIP conversations require typically between 16k-64k depending upon compression levels, so the data wiring infrastructure of a typical office running CAT5e cabling can share the same 100M cabling for both voice and data. Voice is prioritized over data to protect call quality, and dozens of phone calls could be made simultaneously without noticeably affecting data speeds. Using a shared wire infrastructure saves on wiring installation costs as well as wiring maintenance costs.
2.Ease of Moves, Adds, and Changes: Changes in configuration that typically required a technician site visit in the past are now possible to do internally quite easily. Although many manufacturers will argue that they can now perform this functionality via TDM technology and web interfaces, it was VOIP systems that brought this ability to the forefront with industry changing ease. For any company that knows their phone system technicians on a first name basis, the ability to administer your own system will dramatically alter your total cost of ownership. Reduction in MAC charges have made the VOIP systems highly desirable simply because they cost less to maintain. System administration is now something that can be internally for over 95% of programming changes.
3.The ability to connect offices: With VOIP capability, you can now connect offices through managed data connections to utilize your phones systems more cost effectively than ever. This gives clients a more transparent experience when dealing with employees from multiple offices, and it allows businesses to offer a more customer friendly environment. Toll bypass is an added benefit and eliminates costly toll charges between locations when using VOIP. The business case for more cost effective use of manpower has been startling. The ability to have a single receptionist to handle calls for multiple locations can often pay for a system within a year. Allowing employees who were previously tied up with answering calls to move to income generating activities can prove to be a financial coup depending on company size and configuration.
4.The ability to manage remote employees: A major trend nationwide has been to hire remote employees for various tasks. They may be sales, support, or operations related, but the common challenge for all companies has been the effective management of those employees. With a VOIP system and a managed data connection, you can literally hook up your remote employee to your phone system with a VOIP telephone. Doing so gives the employer access to all of the same management tools they enjoy internally with other employees. You can see real time availability on the phone, number of calls made, calls received, talk time, and all other relevant information with the right software applications.
5.Ease of database integration: For companies that use CRM packages with TAPI or IMAP interfaces, having a VOIP system can prove to be an incredible production tool. Incoming calls can be routed to the desired party based upon programming and assignment in the CRM. Screen pops allow users to see who is calling before choosing to answer calls, send to voice mail, or transfer appropriately. Desktop call control also gives users the ability to dial numbers with a click of a mouse right out of their contacts. Users can use all of the features and functionality of their desk phone from their PC screen. Since manpower is typically the highest cost for any business, having tools that help make employees more efficient to the tune of several minutes a day can provide incredible paybacks.
6.IP Softphones: IP Softphones have proven to be an incredible tool for the right application. Make a lot of calls overseas? Have employees who travel frequently and need to connect to the phone system from hotels? Need to connect from tradeshows real time with line appearance? With a software driven SoftPhone, you can have complete phone system functionality from your laptop or PDA device with a USB headset for a phone! Many new applications are coming.

There are numerous other benefits that VOIP systems provide over their more traditional TDM counterparts, but we limited mention to the main ones above. While TDM phone system options still remain a viable solution that is slightly more cost effective up front, we find that the projected TCO or Total Cost of Ownership is often less with a VOIP system due to the available feature set and production efficiency tools. For those companies that have only one location, telecom professionals will typically recommend a hybrid system. A hybrid system is a business telephone system based upon cost effective TDM technology, but that has the ability to add VOIP capability via a media gateway card. Although VOIP may not be a service priority to a company today, it is essential to make sure you have future capability should you choose to implement it at a later date.

Perhaps one of the last things companies consider when making a phone system purchase, but one they should probably consider a little more, is the phone system resell value. Since telecom professionals regularly assist their clients in the process of liquidating their old equipment, they are very much aware of what old equipment is worth. As with most aging electronics, there is minimal value that can be expected after five years, but a startling trend has been showing up in the past year. Systems without VOIP capability have next to no value. When companies attempt to liquidate systems as little as five years old, they often find they have no takers since the systems have no VOIP ability. The dramatic shift to VOIP has literally wiped out generations of used telephony product value, as there is literally no demand. There will always be some demand for used inventory for the major manufacturers such as NEC, Avaya, Cisco, Nortel, and Toshiba, but all others look to be extremely weak investments at this time. Although resale value should not be a major consideration when choosing which system to purchase, business owners should be aware that choosing a system with VOIP capability from a major manufacturer will virtually guarantee a reasonable resale value down the road. As always, we suggest you speak to your local telecom professional for assistance in choosing which system is right for you.

Get The Affordable Business Telephone And Business Telephone System

With the advancement in technology world every service provider is trying to provide facilities to their customers. Many of the businessmen have started online support for their customers. This helps in building strong relationship among customer and service provider. Business telephones are playing a vital role in mounting business these days. Many of the companies are selling their products by setting up call centers. Customers prefer buying product direct from their home as it save them from hassle of going market. Customers demand strong communication channels and business phones help you to provide them.

There are wide varieties of business telephones available in the market. Business telephone is very easy to set up and it helps you in the long run. Digital telephone systems provide excellent sound quality and higher data carrying facilities. They are bit expensive but offers you high speed data transfer and never let you miss any call. If you cannot afford a high cost digital telephone system, then analog telephone system can be one alternative. Analog telephone systems are cheap and they provide quality slightly lower than digital systems. It is always better to adopt good technology as it will impress your customer and create your good will in the market.

Business telephones helps you to evaluate you phone calls and gives you an opportunity to improve. These telephones monitor the length of each call made by your customers. Business telephone system is an investment which surely pays of in the term of customer satisfaction. This system can also be used by employees to communicate and hence increase productivity. There are large numbers of business telephones available in the market. Many of the companies are offering them at very affordable prices.

Telephone Systems As The Glue That Holds A Business Together

Any business larger than a small business with only a single office will have been faced with the problem that all successful businesses face sometime during their existence – problems with communication. Of course, in this day and age many people have chosen to use email as their method of choice when it comes to communication. While email is indeed convenient and an excellent method of keeping in contact with multiple customers and employees, there are also drawbacks to this form of communication. The most important drawback being that email is not instantaneous and in situations where you need to contact someone urgently, email will most certainly not meet your needs. In cases where you need to communicate with someone urgently, then the most appropriate form of communication is still that one which many people now consider to be obsolete – telephones. There are a great many telephone systems that are specifically designed for use in the context of a business, and while these systems provide a great deal of functionality that is not found in regular residential telephone systems, this also means that the telephone system maintenance requirements of such systems are inevitably higher.

The first way in which office telephone systems hold a business together is in the field of intra-office communications. While a business is small and just starting out, intra-office communications are a relatively simple affair usually involving the manager or owner shouting across a small office or warehouse at his employees or subordinates. While the business remains small and maintains only a single office, intra-office communications usually do not present any problem. When the business experiences growth, however, and moves to bigger premises or opens additional offices to oversee separate areas of the business, the mechanics of intra-office communications inevitably change and businesses must adapt in order to continue to be successful even as they seek to expand.

In a situation where a business maintains multiple offices, owners often find difficulty in maintaining constant contact with all areas of operation of the business. This is because the scale of the business has simply become too large to maintain physical methods of communication. Office telephone systems thus become necessary in order to effect proper co-ordination of the business operations. A snap decision to acquire certain inventory, for example, must be communicated to the procurement officer located at the company warehouse as quickly as possible, and there is no faster method of doing so than to pick up an office phone and dial the phone sitting on the procurement officer’s desk to instruct him as to what he should do.

The other important way in which an office telephone system can affect a business is in the field of external communications. While communication within the company is indeed important, it is not so important as maintaining communication with external parties such as business partners, suppliers and customers. Imagine, for example, having to contact a supplier urgently and realizing that the supplier is not answering emails at the moment. In addition, your cell phone has just run out of battery and you left the charging adaptor at home. With an office telephone system installed in your office, you would be able to simply pick up your office landline without any fear that it might have run out of battery.

The same goes for communicating with customers, as many customers are impatient and often give up attempting to contact a company after they are unsuccessful in doing so the first few times. For this reason, it is important that a business has phone lines that are always open so that customers and other parties looking to contact the business can do so easily and without any hassle. This way, your business will not lose out on potential profits due to a problem as minor as not being contactable for a short period of time.

Of course, as with any other system that involves electronic technology, telephone systems require regular care in the form of telephone system maintenance. Unlike other business necessities such as furniture or other office fixtures, telephone system maintenance is not a matter of simply waiting for a problem to present itself and then hiring someone to come in and take care of the problem. Instead, telephone system maintenance is about dealing with problems in a pre-emptive manner, ensuring that the problems do not get the chance to manifest themselves and adversely impact your business operations.