Phone System Features and Functions

Phone system features

This article will explain the different phone system features and functions so you can decide which ones are most important to your business.

Telephone System Features

Having a phone system in place that can handle several different functions will mean a better service for your customers and/or clients and an easier life for you and your staff.

Communication is the key to successful business. In order for a business to run efficiently, reliable phone system features should be put into place to channel traffic and alleviate unnecessary hours on the phone.

Certain phone system functions are required as standard for most business telephone users. Most business phone systems offer standard features like call waiting and call forwarding. The function of a business telephone offer extends further than simply receiving and making phone calls.

Others offer a more comprehensive set of phone system features that are designed to underpin the smooth running of your operations.

Below are two categories of the phone systems features, which are divided between vital functions, and those that are secondary but could help your business grow and handle more business.

Vital Telephone System Functions

Voicemail: So you were out grabbing a coffee when that all important call came through - no need to worry with voicemail - your client can leave their message which you can pick up remotely whilst walking back to the office. Or if you have a day working from home, you will still be able to dial into your office voicemail to retrieve messages.

Call Logging: This is deemed an important security phone system feature. Call logging keeps a record of all numbers which are dialed from each console within your business telephone network. Often call logging is used to monitor calls that employees are making, or to keep a record of the most frequently dialed numbers from each telephone handset.

Automated Attendant: This informs callers of how long they will wait until their call in answered as well as ensuring customers can reach the correct department through making choices with their telephone keypad. This is a vital aspect of customer service today as people tend to be more impatient over the phone, especially when making customer service calls.

Integration: This connects your business telephone system with your office PC, allowing managers to access records of call durations, number of calls made or received and time spend idle. Users can access call history for any specific date.

Find the best telephone system for your company with Expert Market's tailored quote service.


Secondary Phone System Functions

Digital Phone Directory: Just like a mobile phone, users can programme their business telephone handset to store numbers which are used most frequently. More complex systems allow users to share contacts and to dial numbers directly from a phone book stored on their computer.

Conference Calling: Allows multiple users to join in the same telephone call. This feature can be invaluable for businesses that have multi sites, or who have colleagues and clients overseas. Conference call is sometimes referred to as a phone meeting.

Call Recording: Some businesses need to record calls in order to maintain customer service standards and for training purposes. Call recording can be set to record every call, random calls, or calls from specified numbers.

Music on Hold: In large businesses, callers are often kept waiting on the line for a long time. Hold music is thought to make the wait more bearable and the music can be punctuated with announcements about products and services.

Call Redirect/ Forwarding: This is for employees who often work off site. Call forwarding ensures that they are always reachable and in contact with the office. The feature allows for calls to be sent through to a mobile phone, either manually or automatically after so many rings. You can also have your calls forwarded to a colleague to handle.

Call Barring: Allows telephone system administrators to bar certain numbers so they can not be dialed from with the network. It can also be set to stop users from dialing certain groups of numbers, for instance, overseas numbers, premium rates or mobile numbers.

Faxing: Although faxing is becoming a bit last decade what with scanning and emailing, there are still occasions when faxes need to be sent. Having this function on your phone system will give you another option should the scanner have meltdown.

Encoder: In a telephone communication system, an encoder is a device – or integrated circuit – created by a codec. This mechanism uses predetermined algorithms in order to change either a signal or data into code.This allows the device to reduce any complexities found in the data, as well as eliminating any unnecessary signals.

Choosing the Right Features

For a business to operate successfully the most essential installation is definitely a telephone system.

Your business needs should be established carefully before any decision is made over phone system features, and a sensible outlook is to not only think of the current requirements but to also consider any projected growth in personnel and services over the following two or three years. Then factor in this growth by knowing the extension capabilities of the system and how many lines it will support.

Adding extra lines and extensions to an existing phone system may prove less cost effective than having them in place at the beginning.

There are a huge range of features that can be incorporated into a phone system, all of which can make company day-to-day running smooth and efficient. However, one warning is that it is very easy to choose too much functionality.

Not only can this over-complicate the management of the phone system, but the company may be paying for features that simply aren't required. It is also important to choose technology that has the ability to update. As computers and telephone systems become more integrated (Computer Telephony Integration, CTI), the options are constantly changing. Systems that are using the latest technology become outdated very quickly.

Being able to upgrade a system easily should be imperative in order to meet the changing demands of the company and general business protocols.

Next Steps

If you are interested in hearing more about prices to buy or lease a telephone system for your business, then fill out the form at the top of this page and a select group of excellent suppliers will get in touch with you.

Find the best telephone system for your company with Expert Market's tailored quote service.

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