If you’re in the market for new office phone systems, there are some important things to keep in mind as you go through the research and evaluation process. We’re going to highlight three big ones as a kind of kick start to push you in the right direction so you can be sure you’re asking the right questions. Every company is different, so remember to think about what’s best for your specific company and staff.
1. Current Company Needs
Start by identifying the specific issues and challenges you have with your current office phone systems. Maybe your business has multiple locations and it’s time they were all connected by a central answering position. Maybe you only have one location, but it would be much more efficient to have an auto-attendant and direct extensions for each department instead of routing everything through the receptionist. Clearly define your needs versus your wants. Sure, it would be a nice gesture to provide your service team with a mobility option, but since they are talking to people all over the world, troubleshooting questions on how different pieces of software work, they’re able do that work from the comfort of their desk and don’t have a need to travel out into the field.
2. Future Company Goals
You might be a small yet mighty company with your two to four unit office phone systems, but you have big plans to expand your business in the next three years. You want any new office phone systems that you purchase to be an investment that can help you now by using some of your existing infrastructure, as well and in the future as both your communication needs and technology needs change. You need to think about options you might want later on such as working remotely, video conferencing, call recording and call accounting, self-management, having an automated attendant, or mobility. You don’t have to implement them now, but you would be planning wisely for the future so they are there when you need them.
Just because determining your budget is third on the list doesn’t mean it’s least important. It just means that now it’s time to be realistic. You’ve thought about how you’d like to utilize office phone systems for your company and the features you want. Now consider how much you’d like to spend and the maximum you’re willing to spend. Knowing the budget you have to work with in advance will help save you time and give you a little wiggle room as you determine what you actually do need as part of the office phone systems and what you can do without at the current place and time. It’s important to not get caught up in all the bells and whistles of what these office phone systems can do. They are pretty amazing, but you also need to consider the training and maintenance costs that will be involved. You’ll want to consider if there is a recurring monthly maintenance charge or just a per service call when you need help troubleshooting. Depending on the agreement with the office phone systems vendor, training on how to use the system may be part of your package or an additional cost – all considerations that will have an effect on your budget
Finding a new phone system for your business is a big deal. You know your company the best and you want to find the best solution. If you meet with an office phone systems vendor having already considered the factors above, you’ll be off to a good start. If you’d like to learn more about how we can help, download our free offer below or contact us to talk to a sales professional today.