Top 8 Features of Modern Business Telephone Systems

Take a look at must-have features in your modern business telephone systems right away:

1. Availability of Mobility Functions

Whether it’s due to millennials in the workforce or the increased need for employee flexibility, there’s no denying the upward trend of an increasingly mobile workforce. This can include personnel who commute between offices or telework and those who travel frequently for business and are based in the field.

Mobile-friendly business phone systems provider in Australia equipment that easily integrates between desktop and mobile phones can automatically transfer calls in progress and let employees work from anywhere, allowing them to do their duties in the same way they would at the office.

Connecting your business telephone systems network to these remote workers’ cell phones and home lines or transferring calls to their designated phones allows you to remain competitive.

Customers dial the business line, and the call is routed to the appropriate contact, regardless of where they are or what device they are using. Even if the employee leaves the company, the phone line remains operational, and an employee’s number is kept hidden.

2. Find Me, Follow Me (FM/FM) Calling

Let’s face it: most firms must pay attention to calls. Missed calls can mean missed business opportunities. With Find Me, Follow Me, your phone system can free you from being tethered to your workstation during a phone call.

Think of Find Me, Follow Me as a sophisticated call routing capability that allows you to program calls to any device based on location and availability.

Business telephone systems with FM/FM can ring all your devices simultaneously or follow a specific sequence you program. You can specify a list of numbers for the system to call you at, and it will try each number until the call is answered or the list is exhausted.

For example, a call can go to your office line; if you don’t answer, it will try your cell phone; if there is still no connection, the call will be routed to a coworker; and if there is still no answer, it will be routed to voicemail.

3. Busy Lamp Field (BLF)

Busy Lamp Field (BLF) is a useful feature with numerous advantages, especially for large commercial phone systems. Integrating BLF into your business telephone systems gives you visibility into your organization’s status in real time.

With a quick glance, you can know who is on a call, enabling more effective call management and communication workflows. The benefits of BLF go beyond only status indications.

BLF keys offer handy one-touch capabilities for calling different extensions and transferring calls efficiently. This streamlined approach eliminates manual dialing or traversing complex menus, saving your staff time and enhancing productivity.

Consider the convenience of transferring a call to the relevant person with a simple push of a button, without the need to look for their extension or rely on out-of-date directories. BLF enables your team to handle calls quickly and correctly, ensuring clients and customers receive timely support.

4. Power of Unified Messaging (UM)

Historically, IT managers had to manage voicemail, telephones, email networks, and data separately. Users can now access their voicemail, email, fax, and text messages in a single interface, generally using a computer program included with the phone system. Having a single mailbox lets you keep all your messages in one place, eliminating the need to check numerous devices each time.

UM also improves productivity, cooperation, and customer service through your phone system. Some advanced systems even modify the format of messages to suit the device receiving them.

For example, UM can compress a voicemail to MP3 and email it to a worker outside the cell range. Some more advanced business telephone systems even allows voicemails to be transcribed and emailed as text files. UM’s versatility allows you to easily and quickly browse, delete, search, or sort your messages from any location.

5. Efficient Management of Call Volumes

Efficiently managing high call volumes is critical for firms looking to provide excellent customer service while increasing productivity. This is where call queuing comes in. With the call queuing tool, you can handle a high volume of incoming calls without worrying about them remaining ignored or being routed to voicemail during work hours.

When a caller contacts your organization, the business telephone service places them in a virtual queue and greets them professionally. They are then notified that their call has been queued and that their requirements will be addressed shortly.

Callers can listen to Music-On-Hold while waiting, making the waiting experience more enjoyable. They are given occasional updates on their status in the queue to keep customers informed and manage their expectations.

But call queuing is more than just keeping callers interested. The business telephone systems also give real-time and historical queue analytics, allowing you to make more educated decisions based on call traffic trends. Analyzing these facts will enable you to optimize the workforce, detect peak call times, and ensure effective call handling.

6. Easy Handling of Client Relationships

A Customer Relationship Management (CRM) tool, by definition, allows you to manage your existing and prospective client relationships.

With a clever CRM, the next time you call a contact, you can see the broad picture, know precisely what to say, and be aware of what your colleagues have already said.

Business telephone systems with CRM integration provide a 360-degree picture of real-time information about your contact while allowing easy dialing and call reporting.

You can see who a contact spoke with the last time your organization contacted them and log conversations and notes with relevant information for future calls. CRM integration determines how users place outgoing calls and manage their phone experiences.

7. Voicemail to Email Functionality

Voicemail-to-mail capabilities are helpful features that simplify and make it easier to manage voicemail messages. As a business owner wanting to upgrade their phone systems, you should grasp the advantages of this function and how it can improve your communication skills.

The business phone equipment voicemail-to-email capability effortlessly connects voicemail and email. When a new voicemail message comes into your mailbox, the system instantly sends you an email notification with all of the message’s details. In addition, the voice message is attached as an a.WAV file so that you can listen to it immediately from your email program.

The benefits of voicemail to email cannot be emphasized. It enables you to review your voicemail messages from anywhere and at any time as long as you can access your email. Whether at the office, on the go, or working remotely, you can easily access your voicemail messages with a few clicks.

8. Call Recording and Reporting

Call recordings can be used to train new personnel on past data. Recordings also provide management insight into how staff handle their conversations, allowing them to review employee interactions and address any modifications or improvements.

The function is simple to use and may be configured to record email or text recordings as needed automatically.

A call reporting feature in business telephone systems provides an administrator with concrete business indicators that can be used to make direct operational decisions. Users can view additional information, such as average talk times or get reports on single extensions and statistics for large call groups.

Together, these features are critical for ensuring quality and enhanced services for your clients, directly influencing sales, training, and management.