Tag Archives: Business Phone System Maintenance

The Top Four Business Phone System Aggravations and How to Fix Them

Your business phone system is, perhaps, your most vital communication tool. However, sometimes your business phone system can create so much aggravation that it seems more trouble than it’s worth. Fortunately, for each of the following aggravations, there is a solution.

#1. When The Phone Lines Go Down, I Have to Fix the Problem

Hosted voice solutions are delivered via the Internet, which begs a valid question: “When the Internet crashes, what happens?” Unfortunately, when the Internet is down, your phone will go dark until Internet service is restored. In this scenario, your provider will work on finding the problem and fixing it as soon as possible.

However, that doesn’t exactly answer the question of what happens with the phone lines go down? If your company has a traditional business phone system, then you are accountable for power, uptime, connectivity, vendor management, and carrier services. If the lines go down, you will be completely without service until you can take care of the problem.

The upside to hosted voice is that if your Internet crashes, while your phone will not ring at your desk, other features will remain operational due to built-in redundancy:

  • Call Routing
  • Voicemail
  • Auto-Attendant
  • Soft Phone
  • Direct Inward Dial (DID)
  • Find Me Follow Me – also known as Mobile Twinning

#2. It is Very Difficult for Employees to Make Changes, and Yet it is Our Responsibility to Make the Updates

One of the biggest problems with a traditional business phone system is that they are not easy to alter after they have been installed. The biggest reason for this is because they are proprietary—meaning they require a qualified engineer to make the necessary changes and updates. For this customer, that means that they have to pay (typically be the hour) each time the technician visits.

The great thing about hosted voice solutions is that you can make most of the basic changes or upgrades without help. Your provider will be tasked with making the large changes and upgrades.

#3. Scaling your Business Phone System is Difficult

Premise-based business phone systems aren’t easy to scale. Usually modular components and software licenses are needed if you want to expand your premise-based system. This puts a business in the challenging spot of attempting to predict what kind of phone system they will need 5-10 years down the line. Not only is that risky, but you can end up purchasing equipment you don’t need.

Hosted voice solutions remove this aggravation. Adding or eliminating users and services can be done without breaking a sweat by simply telling your provider when you need the change made. They can virtually make the change and adjust your monthly cost accordingly.

#4. The Only Thing my Phone Can Do is Make Calls and Receive Voicemails

Unfortunately, most business phone systems friendly to your budget are typically lacking in features. Budget-friendly business phone systems often are only capable of receiving/making calls and getting voicemails.

With hosted voice, however, you can get a vast assortment of advanced features. Here are the most popular:

  • Voicemail to email/text
  • Caller ID business name and phone number
  • Personal Attendant and Virtual Auto Attendant
  • Find Me Follow Me: allows your desk phone to ring on 5 different devices at the same time (so wherever you are, you can receive calls made to your office)
  • Receptionist Dashboard: give your receptionist an all-encompassing view of your phone system
  • Soft Phones: no handset needed because you can make calls right from your computer or web browser
  • Move Your Phone: from desk to desk, to conference room, to home (work from anywhere)
  • Reporting: how many calls in and out; full call detail records; available at any time

Many of the aggravations of your present premise-based business phone system can be erased with a hosted voice solution, assuming it’s a good fit for your business.

Maintenance Strategies to Ensure your Business Phone System Remains Operational

Have you ever considered, what would happen if your business phone system crashes? It’s a scary thought, as even a short disruption in services would be extremely problematic and frustrating; it may even result in havoc to business operations and result in considerable losses. There are multiple tactics your company can take to ensure the worst doesn’t happen. Below we have listed a few of the most important ones. 

  • Defective phone systems can damage your business productivity and reliability. There should be planned maintenance checks and back up plans to deal with any outage.
  • Early detection of faults can prevent major losses in business. A regular maintenance plan can ensure that minor faults don’t become major problems.
  • Scheduled backups ensure a simple disaster recovery plan in case of an unexpected issue.
  • Your service provider can aid your business in software and technology upgrades. When they are carried out, it guarantees a secure and reliable business phone system.
  • Most importantly, an overall, well planned maintenance program allows for total peace of mind for business owners. The risk of not having an efficient maintenance plan includes inflated labor expenses in case of emergency services, loss of competitive edge.  These cascading effects can bring the entire business system to a standstill.

Considering how much most businesses rely on their business phone systems, a dependable maintenance program is one of the most important strategies for a company to take in guaranteeing that your system is always operational. Furthermore, at Advanced Communication Systems we use the latest technology updates to ensure that your communication system is reliable.

An effective maintenance plan for business phone systems is important to ensure business continuity.  Large organizations depend heavily on various communication channels like fax, voicemail, communication and web connectivity and thus need a reliable business phone system for seamless and effective functionality.

Our typical maintenance program may include the following features based on the requirements of your business and budget:

  • Necessary software upgrades
  • Faulty equipment repair and replacements
  • Infrastructure changes
  • On-site and remote support for diagnosis and fault correction
  • Preventive maintenance checks
  • Dedicated plans to minimize costs

 

The Importance of Scheduling Routine Maintenance on your Business Phone System

avaya logo2We perform routine maintenance in the form of doctor appointments and car inspections; your business phone system should be no different. It can allow you valuable insight on how your system is operating and whether or not any maintenance or upgrades are needed.

 Avaya is an example of one of the business phone system providers that takes maintenance seriously. Their support plan includes:

 Software upgrades every six months. There are multiple software releases and service packs that pertain to your individual business phone system. Usually they can easily be downloaded right off the company’s website.

Service Bulletins. Service bulletins are valuable for a number of reasons. By simply visiting Avaya’s website, you can find bulletins and notices concerning the available upgrades and patches to your business phone system. Best of all, these bulletins direct you to the appropriate download page.

Automatic Scheduled Backups on phone system and voicemail programming. Automatic backups can be scheduled to run after regular business hours, so that your normal operation of equipment is not interrupted.

Our advice is to choose a plan that takes a proactive approach; it can save your company valuable time and money by avoiding complications down the road.