Features That Make the Best Business Phone System
Your phone system can make or break your business. First impressions often happen over the phone or on your website, so having the right phone system is essential. Important features include ease of use, scalability, reliability, and cost-effectiveness. An effective system enhances both customer service and internal team communication.
While incoming calls can disrupt workflow, imagine the impact if the phone never rang at all. A well-managed phone system should work for you, becoming an asset rather than just a tool. Let’s look at essential features to help manage calls effectively.
Must-Have Features for a High-Quality Business Phone System
Use Conditional Pre-Recorded Greetings
With the holiday season approaching, consider your holiday message. Do customers know how to reach you, and can they leave a message? A modern phone system allows you to set conditional, pre-recorded voicemail greetings for specific dates and times, ensuring professional communication during business hours, after-hours, or public holidays. For tips on creating a professional voicemail greeting, check out this guide on professional voicemail greetings from Indeed. This feature helps you stay organised and always look (and sound) professional.
Direct Lines to Individual Staff Members or Teams
Does your system allow calls to be directed to specific users or teams? This essential feature saves reception time, ensuring callers reach the right person directly. Publish direct lines only in appropriate locations, such as email signatures and business cards, while avoiding public spaces like your website to screen unknown calls effectively.
Create Dynamic Pathways for Incoming Calls
A flexible phone system lets you route calls based on availability. For instance, if the finance team is busy, calls can automatically redirect to reception after a set time. Dynamic pathways can also forward calls to mobile devices if team members are away from their desks, ensuring no call is missed.
Easily Check and Process Voicemails
No one wants to spend time navigating voicemails on a desk phone. With cloud-based phone systems, voicemails can be sent as emails to individual or multiple recipients, allowing users to listen and respond promptly from mobile devices. This feature saves valuable admin time and ensures missed calls don’t lead to lost business.
Use a Phone Directory for Easy Caller Identification
Many desk phones now allow contact lists to be uploaded via CSV files, so important numbers are readily available. This improves call screening and service efficiency. A centrally managed, well-documented process for updating your phone directory can save time and reduce errors.
Core Features Every Phone System Should Have
Basic functions such as call transfer, park, and conference should be standard in any phone system. If your current system lacks these, we can help.
ShowellTech partners with URL Networks, an Australian-owned telecommunications provider, offering a range of plans to fit your business needs. This holiday season, relax knowing your phones are set up to support your business.