Essential Elements For A Business Phone System

| Tuesday, May 1, 2012
By Terence V. Villanueva


A business phone system consists of the network of telephones and telephone lines throughout a business and is an important part of their day-to-day operations. This is the element that ensures that communication can be performed. It is likely that a business will need to handle more than one call simultaneously, so the system should also be able to handle it. Voicemail, call forwarding, and extensions for departments within the business are three of the most important features that the system should include.

Voicemail is by far one of the most important features that a business can include because this gives the business the ability to take messages from customers when workers are briefly unavailable. If the call does not get answered or if the customer is not given the option to leave a message, then they may not call back at all. Voicemail also gives employees the opportunity to relay important messages to one another even if they cannot speak directly. It is best for multiple voicemail boxes to exist within one system so that all messages are left for the appropriate person rather than one large mailbox that would need to be sorted.

Call forwarding or transferring is one more important feature because when there are multiple lines within the system, it permits the calls to be routed where they need to go. Most businesses will have multiple lines associated with them, but have a primary number that the majority of the calls come through. When calls come in to the primary line, they should be quickly transferred to the proper extension to avoid dropped calls or needing to call back at a different number.

Extensions are numbers that are added on or used in combination with the primary phone number for a business. Different divisions or individuals within the business will have their particular extension in which they can receive calls. This allows the business to use their primary number, but also have other lines available for different departments or people within the corporation. This ensures that the main line is always open even when customers are on the line with someone else in the business.

There are several other features that a business phone system can have, but the main priority of any system is that customers and employees within the business are able to communicate and that everything runs smoothly. Having people in charge of the phone system that know how to quickly transfer calls, check voicemail messages, and speak to customers will make it run more proficiently.

A business phone system should use the most up to date technology including voicemail, call forwarding, and extensions in order to operate in a manner that allows the business to run efficiently. The next priority is to make sure that all workers know how to use the system so that communications are always running smoothly.




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