Must have features of Phone Systems for Small/Medium Businesses
Below you’ll find a list we’ve compiled of the most popular system features you’ll find requested for phone systems for business. Many come standard on the latest pbx solutions whereas some require additional licences/ hardware.
These features can literally transform the way you communicate by helping your home office sound more professional, operate more efficiently and even save you time and money.
In order to manage incoming call traffic effectively you need to be able to transfer calls quickly and efficiently. This is one of the key reasons people upgrade to a proper phone system because they get tired of throwing the cordless back and forth.
Phone systems for business lets you do this at a touch, letting any handset user direct callers to the other staff with ease. And because you’ll have at least 2 phone lines someone else can be on another call at the same time too.
Many home offices start off with a cordless phone or two. And you get used to be able to take the phone to the kitchen and even around the house. Don’t worry. With phone systems for small businesses you can still connect you cordless phone to it. You can even use the one you may already have.
Please note that your current cordless phone won’t give you any of the basic phone system features your desk phone does, such as call conferencing or one-touch transfers. However, you will still be able to call out, receive calls and even have calls transferred from the desk phone to you.
Whether you’re out of the office or just on another call a personal voicemail will back you up. Unlike some home services where you have to pay to retrieve messages its absolutely FREE with a phone system for small business. On some phone systems voicemail is an option whereas it is included as standard on others.
Personal voicemail works in exactly the same way as it does on your mobile phone. Callers hear a personalised greeting and are invited to leave a message. You can then access these greetings, save them, replay, forward or delete them as necessary.
Voicemail is available to all system users but if required you can specify which of your staff have access to the service. Users are notified that they have a message thanks to a bright red light on the handset. Now, rather than having to take phone messages for colleagues, you can now simply transfer a call to the user’s voicemail system and let them leave a message. The great thing about voicemail is that both your staff and callers will already be familiar with the concept and therefore happy to use it.
For some home offices wanting to present a BIG image then an auto attendant can be ideal. It answers the calls and gives options for different extensions with your company. You may only have 3 staff but you sound like you’ve got 100.
For example, “Welcome to ABC, for all sales enquiries please press 1, for accounts press 2. For all other enquiries please hold and an operator will be with you shortly.” The customer doesn’t need to know that the same person may answer for every department.
The menu tree options provided can be as simple or as complex as your business requires. The auto attendant function can also be used to simply take any overflow calls you or your staff are unable to get to in time. Either way, it is very efficient and incredibly effective.
Some phone systems for small business allow you to connect a multitude of different VoIP services, from VoDSL to SIP trunking. This can translate to huge savings on line rental and external call costs, as well as free internal calls – even if those calls are to other staff in different locations. The savings may even be enough to pay for the entire system.
In a world of sea change, tree change and the like you may want to offer your staff the ability to till work from their office or home - not yours. With the flexibility of VoIP technology, staff can now work from anywhere and stay connected to your phone system. This means key staff travelling interstate can keep in touch with the office easily, and remote staff can be employed from anywhere in Australia.
Using VoIP, staff members can connect to your phone system anywhere there is an internet connection. By either plugging in an IP handset or using a soft phone (virtual phone) on a PC or laptop, users can instantly connect to the office phone system becoming, essentially, just another extension number. This means they can contact the office for free, as well as see who is on the phone, who is available and so on. Exactly the same as they could in your office itself.
This bottom line is you can now effectively communicate with staff anywhere in the world which also makes it easier to find better, even cheaper, employees as you grow.
The most commonly used button on your new handset will be the ‘hold’ button – and with good reason. It’s essential for smooth, professional handling of calls. Rather than (ineffectively) cupping a hand over the mouthpiece, staff can place a customer on hold at the touch of a button, and they won’t be able to hear what’s going on in the background.
You can set up a mailbox to leave a message to answer these common questions. The other is for important inbound messages. You can, for example, leave a message that the entire sales department can check, and whoever calls back first gets the lead.
And remember: The voicemail box comes with every other feature associated with a regular mailbox. That means email notification & voice-to-email, the ability to check email from any computer or the app, and possibly transcription. You can screen out less important calls and better handle interruptions.
Day & night greetings ensure your callers receive a polished, professional impression of your company, first time, any time. In a small office often there are times when you’re on a call and no one else is there. The phone system for your small business will actually be able to pick up, answer the call, and keep them on hold until you are ready. No more juggling!
Regardless of how busy you get in your day, a day & night greeting system means valuable callers will be looked after. A tailored greeting such as “Thank you for calling ABC, your call is important and we will be with you in just a moment” will be heard by the caller, who will then be placed on hold automatically to wait until you can attend to them.
At night this message can be changed to something more appropriate, such as “Welcome to ABC, our office is currently unattended. However if you would like to leave a message our staff will return your call the following business day.” In this way your business will always sound great and never miss another sales opportunity.
For many people in small business they are often out and about and not always at their desks. No matter where you are your voicemail can now be sent to your email. This means if you have a smart phone you’ll be able to listen to your office emails on your mobile phone, laptop or IPAD.
With business being conducted both nationally and globally nowadays, getting people to meet in person isn’t always possible. You can conference call seamlessly with whoever you need to, getting a real time conversation going with up to as many parties as you like (depends on number of phone lines and system capacity).
Simply place your caller on hold, select a new line and join the calls by pressing the conference button. It’s as simple as that!
Despite the power and complexity of a phone system for small business the user friendly handsets make accessing features easy. Some systems do this better than others. With any pbx system there are many different handset models to choose from normally a basic, executive and a receptionist model. Let us help you choose the right mix of handsets for your business.
Better handsets typically feature large, backlit digital displays to give users the information they need to make calls quickly and easily. Different menu options will be automatically displayed on screen, and these change to the most relevant choices depending on what task the user is currently performing. Unlike larger businesses seeing who is on the phone isn’t an issue because they are normally in the same room however the handset will show you.
Features like mute, redial, volume, conference etc are very typical and offer users fast, easy access. Meanwhile, some handsets offer programmable buttons with digital labels, so that these keys are always correctly and clearly annotated. Bottom line is you can choose from a wide range of handsets with most solutions and mix and match to meet the needs of your staff. Equip power users with higher-end phones, whilst selecting more basic models for less intensive applications. It’s the smart way to get the performance you want, at the price you need.
To effectively manage call traffic, your phone system for business equips you with a host of other essential phone features including mute, volume control, transfer, hold, speed dial and more.
Mute – Did you know that if you simply put your hand over the handset mouthpiece, callers can still make out much of what you say? The mute feature electronically turns off your handset microphone so you can converse with your colleagues in private, without having to put your caller on hold. This is perfect if you want to discuss a private subject without letting the caller know you’re doing so.
Volume control – No more straining to hear a muffled conversation, or having your eardrums blasted by a yelling caller! Volume control lets you adjust audio levels on both your handset and speakerphone (where applicable) to ensure a natural listening experience.
Speed dial – Rather than having to remember frequently dialled numbers, speed dial lets you store your most important contacts on the phone so you can dial them with a single push of a button or scroll through a speed dial directory than allows you to save 1000s of business contacts.