Having an up to date phone system is vital for any growing business. Not only will it function well, but it will help you increase your team’s productivity. If you’ve had your phone system for a while, you might be unsure as to whether it’s still the best it could be.
Whilst some systems may need replacing altogether due to unexpected changes in your business, you may only need to update your system with added functionality so that you can protect your initial investment. Usually, your system can scale up with you as your business grows, so we always encourage our clients to take a look into apps and updates before they consider completely getting rid of their existing system.
If you are unsure about whether your telecoms system is out of date or not, here are six signs that you need to update your system.
1. Calls Cut Out
Probably the most obvious sign that your phone system is out of date is if your calls jump or cut out completely.
When you’re speaking with business partners or customers, you need a phone system that you can rely on to stay connected, and not interrupt your conversation. If you have a customer service department, this is especially important - if a customer already has a problem, you can’t afford to risk adding to their frustration by the call ending unexpectedly.
2. You Haven't Updated Your Phones In a While
Because of how quickly technology advances, even if your system does technically work, if you’ve had it for a while, then it might need to be reviewed.
You should regularly review your phone system every few years or so to ensure that you are not only benefiting from the newer features and functions, but to also prevent you from being held back by an outdated system.
Your telecoms provider should be able to tell you what software ‘apps’ and added functionality may be available for your system. As these develop so quickly, it’s important to keep in close contact with your provider to ensure you get these as soon as you can so that your business can grow without any restrictions from your telecoms.
3. Constant Repairs
If you often find yourself calling your telecoms provider to carry out costly repairs, then this is another clear sign that you need a new phone system.
While all phone systems need to be maintained in order to keep them at their best and most efficient, if your system consistently breaks down or needs repairs, you might want to consider investing in a newer, more robust system.
While this might seem like a lot of money at first, if you add up the amount you’ve spent in repairing your old system (and how much you will continue to pay), a new system will pay for itself over time. If you would like to learn more,
read our previous blog post on four ways a newer, more robust phone system can save you money.
4. No Mobile Forwarding
Up to date phone systems allow businesses to use features such as ‘Find Me, Follow Me’ so you can still answer your calls when you’re away from your desk - without needing to give your clients your mobile number.
If various members of staff are often out of the office travelling to conferences or meetings, and there’s not always someone else who can deal with the calls they receive, being able to take a call on the move can be highly beneficial. If your current phone system doesn’t allow for this, then your business could be missing out on a range of opportunities due to the restrictions of your phones.
If you’d like to learn a little more about call forwarding,
take a look at this guide from business.com for a short explanation of how call forwarding can increase business efficiency.
5. Doesn't Allow for Multiple Offices
If your business operates over a number of locations, then you will need a phone system that allows use over multiple offices.
Newer phone systems are much more easily scalable than older systems, meaning that phones can be added across your office which are all connected to the same system. Therefore, internal communications and call forwarding between departments can be seamless and uncomplicated.
6. Additional Features Don't Work
If you have any additional features such as auto-attendant or conference calling, but often find that they don’t work properly (customers not being prompted to select a department, not being able to join a call right away etc.), then this is a clear sign that your system is outdated and needs replacing.
A newer, more efficient phone system will be more reliable, meaning that you won’t have to make your business partners wait on a call while you struggle to connect, or have to continuously forward on a disgruntled customer who was put through to the wrong department.
Is Your Phone System Out of Date?
If your business is relying on an old, out of date phone system, then you could be missing out on a whole variety of features and functions that could increase productivity and help grow your business. If you are unsure whether your business needs a new system, or would like to learn more about how we can help you, get in touch.