TOP 10 REASONS You Might Need a New Phone System
Top 10 Reasons You Might Need a New Phone System If your current phone service is keeping your business from operating at the high caliber you know it can and should, then you can probably relate to at least one of the reasons below that indicates it s time to consider an entirely new phone system. 2
NUMBER 1: You wish the numbers on your phone bill represented the winnings from a lottery ticket instead If you dread opening your monthly phone bill because when you see the amount you are being charged you feel like the wind has been knocked out of you, then it s time to start looking at other options. You might not feel like you re getting your money s worth when it comes to the product or service being provided by your current phone company, in which case it s time to educate yourself on WHY your bill is so high, WHAT exactly you are being charged for, and HOW you can get the most for the money you are paying. It s not that you re looking for a cheap solution, but a solution that is worth the value you are paying for each month. 3
NUMBER 2: You are moving offices and have no idea how to navigate the maze of wires You re just the admin assistant, but your company is relocating and you ve been tasked with setting up the phone system at the new location. You re good at following directions, but there aren t any! You have no clue which wire should be plugged in where or how to troubleshoot because your one and only lead was to call your current phone company and you keep getting the run-around when talking to customer service. It would be a lot easier if you had been taught how to selfmanage the phone system so you were able to administer the system yourself, add phones and extensions, and didn t need to rely on a vendor to do these things. 4
NUMBER 3: Your receptionist is going out on maternity leave and she knows everything about the office You have known for 9 months that this was coming, but it kind of snuck up on you. In fact, your receptionist s water just broke, she handed you her computer, and won t be back for at least 6 weeks. You are pretty sure the office can t function without her so you will need to communicate with her somehow, which she is completely willing to do just from the comfort of her baby s nursery. That s completely fine you tell her, because you can just teleconference her in to important meetings or when you have an important question. You re even willing to use instant messaging if that would be helpful. Actually no, she replies, your current phone system doesn t have the capability for video conferencing, visual information sharing, or instant messaging. She also reminds you that your phone system doesn t have an auto attendant or phone tree to direct the caller to in order to leave a message. This is very inconvenient. 5
NUMBER 4: Your boss is determined to open a new office every three months and you need to keep tabs on him You knew when you were hired that you d be working for a cutting edge company, but you didn t quite understand just how ambitious your boss actually is. Since the company is rapidly expanding to multiple sites, with at least 20 phones at each location, you find yourself chasing after your boss the decision-maker, and he is getting hard to track down because the company currently isn t all connected on one single phone system across all sites. First, you need your boss to use his cell phone for work so you can easily get in touch with him or the messages you leave on his office phone will at least get automatically forwarded to him. Second, if he s going to continue adding new sites at this rate, you need him to make a decision about installing a one-phone system across sites to replace your old technology. 6
NUIMBER 5: Your staff wants to work from home and you actually wish they would You re surrounded by good people, but lately you ve been thinking about how you d love to be able to provide the perk of working remotely. As long as the work is getting done well and on time, that would be just fine with you. There are just some people on your staff that might work better from the comfort of their own home or favorite coffee shop, such as Jane who has expressed she would like to be home with her kids more; or John who is extremely intelligent, but really just has no social graces whatsoever and would thrive better surrounded by his collection of Star Wars figurines. You would just need a way for them to telecommute and be able to conference into client meetings that apply to them. 7
NUMBER 6: Your exercise plan requires you to be mobile around the office in order to reach your daily pedometer goals You might really enjoy your desk job, but you re not one who actually enjoys sitting at your desk. You get antsy and you feel like you are more productive when you can wander around the office while taking sales calls. Maybe you work for a company that requires you to be out in the field a lot because you supervise workers at a maintenance yard; or that sends you to exotic locations like an island in the Bahamas to conduct business. It would only provide better customer service and satisfaction if you could take calls wherever you are feet in the sand, feet in the field, or picking up the pace in the office. It would be much more convenient if you had a work environment that offered the kind of mobility that provides wireless phones, headsets, and a system that could route calls to your mobile device. 8
NUMBER 7: Long distance calls are being made to countries you ve never even heard of and you d like to catch the culprit You re pretty sure you don t know anyone in Kyrgyszstan, let alone would know where it was located on a map. But somebody who frequents your office does because there are multiple long-distance calls showing up on your phone bill. But who? You don t have time to stage a private investigation and questioning each employee does not seem like a good time. You need a phone system that can do that for you! A system that keeps accounts of the calls that are being made and provides reports for you whenever you need them that include call logs, the extension calling the information, and the recorded details of that call. Because then you d be able to find out that Sarah in accounting has been calling the guy she met on Match.com, who just happens to live in Kyrgyzstan, and you d have proof she was dialing on your dime! 9
NUMBER 8: You mix up work and personal cell phones, accidentally answering hi honey to your new client and texting your boss to pick up a gallon of milk It s so humiliating when that happens, not to mention unprofessional. It would save you a lot of headache, explaining, and apologizing if you had the same smart phone for both business and personal use. This is actually possible with a feature offered by phone companies called Bring Your Own Device (BYOD) that will detect where a call is coming from and route it accordingly. This allows you to tell your phone when you are using it for business and forward your office phone extension to your cell phone. This way you can route business calls to your office voice mail when you re unavailable and there is no need to give out your cell phone number for anything other than personal use. So if you are in fact on a beach in the Bahamas, no one will have to know about it! 10
NUMBER 9: You have to call your phone tech so often you re getting to know them on a personal level... and it s getting awkward You don t recall IT management being a part of your job description, but it is, and you know as much about IT as you do about flying a rocket to the moon. So whenever your phone system is acting up which happens on a weekly basis at the very least you have to call in your phone tech. The other day, he decided to make small talk and proceeded to ask how your daughter did on her math test, if the dog had a reaction to eating all that chocolate, and to tell your husband to take some time off he s been working too hard. Wow, this guy knows way too much about you, which indicates to you it s time for a phone system that works. You need to find your company something that not only provides you the type of network you need, but that comes with a reliable maintenance plan and training so you don t have to call in a vendor anymore. 11
NUMBER 10: Vintage is not trendy in your business Sure, vintage Armani or Valentino means you re on trend in the fashion industry, but when you re an expanding company who values providing excellent customer service and being helpful in any way that you can, vintage just means old and outdated and keeps you from being successful. If you have a phone that looks like it was made before you were born or you feel like your system is working like it s from the olden days, it s time to update your old technology. A new phone system means better communication between your employees and better service for your customers. 12
So, is it time? If it s time to start thinking about a new phone system for you business, your first step should be reviewing and analyzing your business needs, existing problems, and goals for your company. Then choose a company that offers multiple product solutions, understands your specific needs and goals, and will be around to offer training and service for your future business opportunities. Contact Us! Are you ready to partner with Gaynor Telesystems for your system needs? We pride ourselves on linking people with information through technology. Please feel free to call us at 877-GAYNOR1 with any questions you have or request a Demo today. 13