optimising phone systems

Many businesses may believe that if the system is not broken, why invest in fixing it. However, at the pace at which technology is advancing, it is imperative to have all the systems updated to enhance work productivity, gain a competitive advantage with other companies and save money. Phone systems are one such example that has evolved from having operator-assisted switchboards to cloud-based communications. This advancement has allowed for accessible remote communication between the office staff and other remote workers, road warriors, clients, and global partners. As the business expands, so must the modes of communication. This article outlines the need for evaluating the current communication system and ways of optimising the same.

1)    Suitability to the Business and Work Environment

One of the first considerations that businesses need to make is to ensure if the employees’ devices meet the company’s requirements. Many companies have the concept of ‘Bring Your Own Devices (BYOD) or supply generic communication devices bought in bulk to the employees. But this might hinder their performance if the work demands them to have certain features on the device, connect with devices within the company, with information security, monitoring the progress, and connect with the clients adhering to the ethics and rules of the company. On the other hand, having a standard phone system that is right for the company allows the employees to optimise their work, and it creates less hassle for the clients, employees, and the IT department.

2)    Employee and Work Productivity

Providing the right tools and systems of good quality ensures higher productivity and communication effectivity among employees. These days individual employees and teams must maintain communication lines via messages, emails, phone calls, file-sharing networks to collaborate and work on specific projects. Updated systems allow for the smooth functioning of the work done in businesses, reflecting in the service they provide.

3)    Cost of the System

Although it is not the only compelling point to upgrade the communication systems, budget plays a huge role in the facilities provided in companies. There might be situations where companies have invested immensely in their systems that don’t meet the mark in terms of quality. On the other hand, there might be situations where not much research has been done to obtain systems that provide better services for a similar or better price. Therefore, the companies must evaluate the upfront costs, the installation costs, the ownership, training, and maintenance costs while deciding on upgrading to a more cost-effective communication system.

4)    Scalability

Businesses may be a start-up, small-scale, or large-scale, have the aim and potential to grow in size. Companies that plan to hire more employees, incorporate multiple offices in multiple locations, have remote employees and subsidiaries would not function efficiently with traditional out-of-date voice solutions. Investing in updated intelligent communication systems that are flexible, adaptable, and upgradable allows for companies to grow seamlessly in time.

5)    Adaptability to Future Technologies

In the past decade, technology and related services advanced exponentially to a degree like never before, which has led to globalisation in most industries. This development rate demands the companies to keep up with the standards in their infrastructure, including their communication systems that can provide 24/7 support, service updates, scaling, and seamless global connection.

A company’s growth depends on the reliability, dependability, adaptability, and advancement of integrated phone systems. Optimising communication solutions is, therefore, the answer to the success of a business.