It can often feel like there’s always an upgrade or a newer model of just about everything we own. Something bigger, better, shinier. We see the ads, we hear friends chatter and wonder whether it can really be that great when our old one works “just fine”… Are office phone systems any different?
Technology is moving at a rate of knots and often the systems (like phones) that support our businesses aren’t at the top of the list for reviewing when there’s so much else happening in our day.
So you might not have been specifically planning to upgrade your phones, but maybe you have heard these comments around the office? They’re sure signs that it is actually time to upgrade, or at least review, your current phone system.
1. “Aah sorry, the line’s a bit crackly, let me call you back”
If you’re in the office, and you’re calling an office, this just shouldn’t be happening. At its simplest, you could perhaps do with some hardware upgrades – a new headset or microphone. But if your system’s a little older, it could be worth a bigger system upgrade. The latest phone systems like VoIP use cloud technology rather than physical phone lines which can be prone to damage or interference that’s completely out of your control. When set up properly, cloud-based phone systems can provide up to 99.999% uptime so there’s next to no need to call them back for a better line.
2. “I’ll call you when I get in the car”
Client meetings, site visits, school pick ups, working from home. Flexibility of working from a variety of locations – fixed or mobile, is a given in so many businesses. If your work doesn’t stop upon leaving the office then your systems should naturally keep in line. Cloud-based systems allow you to make and take calls from your office line anywhere you have a mobile connection. Plus, you have the added professionalism and privacy of customers seeing an office line on their call ID rather than a mobile.
3. “I’m just heading up to the Wangara office”
Is your business spread across more than one location? Whether it’s multiple offices, stores, or an off-site workshop or warehouse. It’s your opportunity to have an integrated, seamless phone system. Your customers will have a more positive phone experience by being transferred where it’s required, incoming calls can be answered by staff at either office, and easier interactions will be made between each team.
4. “Should we get another resource?”
If you’re looking for more staff, your business could be growing. Or your team might just be craving efficiencies in their day. Often when upgrading to a VoIP phone system, you’ll experience improvements to the productivity (and morale) of your team. This is thanks to more streamlined communications and features like voicemail transcription, call forwarding, conferencing options and integration with other tools like your CRM. Plus, if your team genuinely does need to grow, you’ll be able to scale your phone requirements easily and cost-effectively as you go – add and remove users at the click of a button.
5. “I need you to sign the new phone contract”
Have you been mindlessly signing your phone contract renewal each year? If it’s been more than a few years, we strongly recommend you take the time to review your set up. That might look like a quick call to your current provider, or contacting Xenex Systems for a systems audit to determine a current best-fit solution for your business. Technology changes, hardware changes, customer and staff expectations change. Sometimes, you need an independent third party to share their professional opinion to realise the improvements that are possible.
6. “We have to find a way to cut back our overheads”
If the last five comments haven’t made you prick your ears up, we bet this one has. Phone systems are so commonly overlooked as a potential source of savings for a business. And, almost every one of our clients upgrading their phone system are genuinely impressed by the cost savings. They’re regularly significant! This is one upgrade that isn’t necessarily going to cost you more. With savings on hardware, maintenance and the calls themselves, aren’t you curious to do the sums?
So which of these comments are you hearing around your office? Call us today or request a free audit and we’ll help plan the upgrade you and your team deserve.