Unless there’s still a rotary dial phone (??!!) sitting on your desk, deciding when to update or replace your business phone system can be something that’s easily put off. Hey, if the phone still rings, it works, right?
Wrong. While a 10-year-old system will likely function the way it did when it was first installed, it can’t support the additional features and benefits offered by newer, more technologically advanced software-based phone systems.
If it’s not broke, fix it!
Operating on the “if it’s not broke, don’t fix it” philosophy can seriously impair your business’s ability to compete in today’s consumerized workplace. So here are our top five signs it really may be time to “fix” your phone system.
- Your phone system doesn’t integrate with other business systems (like your CRM).
The purpose of using an ERP or CRM system to collect and record data from your customers is to make life easier and more efficient for your sales team and staff. So why ask them to manually add call information to it? Extra steps and time to do so increases their workload and reduces the likelihood that they’ll use the system. By integrating your phone system with your customer relationship management and other databases and resources, call data is automatically logged into the system, saving time and providing you with even more valuable and accurate data by reducing human error inherent with manual call entry.
- Your team has gone BYOD (and you aren’t tracking them).
Your team has gone mobile. They’re using their own smartphones and tablets to deal with client calls on the road, and sending work emails on a Sunday. While this is great for productivity and client satisfaction, it can create problems if you don’t have the communications infrastructure and system to back it up.
Do your reps have a desk number and a mobile number? Does their desk phone automatically switch to mobile if they step out of the office? Can all of their mobile business communications be recorded on your enterprise system? If the answer to any of these questions is “no,” then you should consider looking into upgrading your phone system to maximize the benefits of BYOD by giving you control and visibility of your team when they’re not in the office.
- Your business is growing too quickly for you to keep up.
If your business is growing rapidly, you’re likely hiring a lot of new people, or opening new locations. Instead of waiting to have the phone company add traditional phone lines, or get IT to install expensive hardware, consider a VoIP system that easily grows – and moves – with you. VoIP phones can be added or moved easily, so when you’re opening a new store or hiring a new sales team, you don’t have to wait weeks to get them connected. Just plug them in and they’re ready to get on the phone!
- You need more control over your data.
Does your current phone system enable you to un-tap an increasingly valuable resource: your own call data? Today’s newer VoIP phone systems can boost your business intelligence with easy access to KPIs such as call time, average call duration and call abandonment rates with real-time reporting capabilities to improve workflows and customer service on the fly.
- You’re spending too much on your existing system.
No-brainer here. The bottom line on whether it’s time for a new phone system can be found by looking at your monthly phone bill. Take a look, too, at how much time and money you’re spending on hardware and maintenance requirements. How much is downtime from frequent system outages costing you? Analyzing all of your communications expenses is obviously a key factor in deciding when it’s time to upgrade. VoIP phone systems are often a significantly more cost-effective option when compared to traditional landline systems in terms of both call cost savings and maintenance.
Time for a change?
In general, we recommend that businesses upgrade or replace their phone system every five years or so, to take advantage of the advanced features and benefits afforded by constantly evolving communications technology. If any of the above apply to you, it’s time to seriously start looking into upgrading your system to get the greatest return out of your communications investment.
Interested in learning more about what a fully integrated VoIP phone system can do for your business? Check out Vertical’s Wave IP system here, give us a call, or leave a message in the comments below. We’d love to help you out with a free business and system analysis.