A telephone system is an arrangement where multiple phone lines that are used in an interconnected way in order to allow users to communicate seamlessly within a business set up.
Below are some of the key components that one would look out for in ensuring that they procure a functional, convenient, effective and efficient telephone system for their business enterprise regardless of its size.
1. Cost or affordability:
Cost is very important and a key determinant aspect in any business operation.
Depending on the enterprises financial capability, one should strive to acquire the best value for money by matching quality and practicability.
Care should however be taken not to compromise quality for cost.
2. Use and Functionality:
This is determined mainly by both the size of business and the usage.
A large corporation, say with a thousand staff and spread out in for example fifty locations would obviously be in need of a larger telephone system than a smaller one with say ten employees and a single branch.
A key consideration would also include system integration, again dictated by the geographical spread, and the need to effectively communicate across distances at the most reasonably fair cost.
A teleconferencing facility would offer a great way to cut down or manage travelling costs.
3. Flexibility of the system:
Can the system be easily integrated into existing support platforms, and how compatible are they? How is the user interface?
Such a system should be able to integrate with the enterprises internet providers, social media platforms, carrier services and other hoisted support among others for constant and seamless communication flow with both the organizations internal as well as external clients.
The more integrateable, the better.
This is a key consideration especially if the major business function is say sales, marketing, research or customer service and there are business teams that are frequently out in the field.
Ensure the equipment has features such as find me, follow me, remote IP extensions among others.
A good Telephone system must allow such people to get out with their gadgets and at the same time maintain communication with the back office.
This factor cannot be over emphasized. No one wants a system that keeps on breaking, experiences network lapses, or has intermittent disruptions while on call.
A great way around this is going for proven, top notch providers with requisite experience in their line of business.
Guarantees and warranties would also ensure reliability and provide a sense of stability
Ensure the system has some usage reporting feature which may include a call history feature.
This greatly helps in cost control and audit processes, to ensure that the resource is optimally used for business.
7. After sale service
No one wants to be left with an unserviceable equipment after purchase.
All these and other technical aspects of the system must be clearly spelt out in the sale agreement.
8. Client training/User support:
The service provider should be able to offer at least the basic user training on the system, mainly to sort out on emergency situations that may arise, backed up by their own support.
The key to acquiring a credible and functional telephone equipment in any business enterprise is by first understanding the overall communication needs of the business. The system has therefore to be custom made to suit and accommodate all the communication needs of the business.