5 Office Phone System Features Every Company Should be Using
Posted on Nov 04, 2014 in technology trends by Russ Fordyce
If someone were to ask you, “Are you getting the most out of your office phone system?” you might think that’s a loaded question. You can effectively communicate with clients, partners, colleagues, leads, et cetera…so…yes?
With the right office phone system
, the realm of possibility goes far beyond making and receiving calls. In fact, there are a lot of features that could revolutionize the way you do business – your customer service, the speed at which you close deals, the fluidity of your team’s ability to collaborate. So, are
you getting the most out of your office phones? Here are a few features you should know about.
Fax from Anywhere
Sometimes you can’t close a deal until you’ve signed a paper, or you can’t get started on a project until everyone has signed a waiver, or you need to get everyone’s healthcare information in by a certain date. You’re so accustomed to not being able to fax unless you’re near a fax machine, but the ability to send faxes as email attachments, and thus from anywhere, is a game-changer. Take a picture with your mobile device and send it as a fax, or type up a document and send that as a fax. You’ll never believe how much time and hassle you’ll save.
It’s frustrating to have to keep updating the sheet of phone numbers whenever new employees come on board – and then you have to notify everyone that the sheet has been updated. However, if you’ve got a VoIP phone system that can integrate with your Outlook® contacts, you’ll never have that problem again. Share all contacts – internal are external – with everyone in the office through the cloud. It’s that simple.
Voicemail to E-mail
Not only can you check your voicemails from anywhere with a mobile app, but you don’t even have to listen to them. For some people, coming into the office in the morning and listening to all the new voicemails is the most grueling part of the day. Now, though, you can have them transcribed and sent to your e-mail so you can consolidate your voicemail and e-mail checking into one task.
Send Calls to Anywhere
Know you’re going to be out of the office? Forward your phone to your counterpart in your company’s other location. Want to pass a customer’s call along to someone who will be a better help? Forward and notify with ease. Need to get in touch with someone who’s out of the office? They’ll still receive the call on their phone or mobile app, no matter where they are. Location is no longer an issue with VoIP.
Whether it’s so you can better remember a customer’s information or for liability purposes, recording your business calls is extremely handy. You never know when you’re going to need to reference a conversation you once had as we so often do with e-mails.