Use Your Personal Experience to Set Up Your Phone System

May 30, 2008

Who hasn’t been stuck on the phone, waiting to speak with a customer service representative and subjected to some truly awful music that there is no escaping. Or how about the times you need to hit 52 buttons just to reach a human being?

It is frustrating and some people will just not tolerate it. The company then loses money and future business because of communication.

The Virtual PBX phone system enables you to easily design your whole communication system easily and efficiently through a web interface. However, before you set up your system, take some time to consider how you want things to sound and how you want them to work. Schedule some free time with your management team and staff. Getting feedback from those “in the trenches” can be invaluable information that can strengthen your overall communication companywide. Take notes and advice about how the system would be most efficient.

Be prepared and have your staff do the same, to create personalized messages to be added to the phone. Most times those messages will be the first impression of your company a customer has. They need to truly reflect your company’s image and the professionalism of the staff.

Draft a diagram of the call routing system for each staff member and department so that set up will be a breezy and you can ensure the system will work to both the company’s and the customers advantage. Make sure the system makes sense for each time the automated system will transfer a call. Set up ring groups first in writing and make sure all relevant information is made available to staff. The system will only be as good as its users.

Designate and train several office personnel to understand the phone system and its setup, in the event someone leaves the company or is out sick when a phone crisis strikes. When the time comes to fully implement the system, don’t forget to do some interoffice testing to make sure everything is correct and set up properly.

Always keep in the back of your head what it is like for you personally to interact with automated phone systems so you can keep on improving your own companies Virtual PBX phone system.

Posted in Business Communications, CAll Handling, Large Business, Mid-Sized Business, Small Busness, Virtual PBX, Virtual PBX Features