Tag Archives: Business Phone System Maintenance

Are Business Phone System Repairs in Your Future?

business phone system repairsAllowing yourself to get caught up with your company’s day-to-day operations isn’t tough to do. Keeping an office running requires balancing customer satisfaction, office maintenance, and human resources. However, it is important not to allow business phone maintenance to slip between the cracks. Oftentimes, your business phone system is not operating at full capacity. Therefore, the required business phone system repairs will grow from minor annoyances to full blown problems if you’re not proactive. We’ve listed some of the most common business phone system warning signs below:

Warning Sign One: Your System Drops Calls

Dropped calls may be a sign that you need to replace your business phone system. Improperly maintained equipment will result in dropped calls, even if it isn’t indicative of replacement.

Warning Sign Two: Voicemails are Disappearing

You probably need a check-up if voicemails vanish from your business phone system, because it is likely a sign of system glitches, bugged displays, or even broken wiring.

Warning Sign Three: Increased Call Volume

If your clients keep getting ‘no service’ messages when they call, then your business phone system might be a victim of too much call volume. Only four percent of customers contact the business again if they got poor customer service due to phone difficulties . It is very likely that if your business phone system needs repair it is costing you money.

Warning Sign Four: Paying for Repeat Technician Visits

At a certain point, you should consider upgrading your current business phone system if on-site tech visits are beginning to outweigh the benefits. At the end of the day, your business phone system is an investment and therefore continuing to sink money into a obsolete system doesn’t do your business any favors.

By purchasing a maintenance service plan, you are thus purchasing peace of mind. With a service plan, the aforementioned business phone system issues can be rectified without breaking your budget. If you have any business phone system questions, please contact us. You can also follow us on Twitter.

Top 4 Business Phone System Aggravations and How to Fix Them

Business Phone System AggravationsYour business phone system is, perhaps, your most vital communication tool. However, sometimes Business Phone System aggravations make it seem like more trouble than it’s worth. Fortunately, for each of the following Business Phone System 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 should make 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.

Hosted voice, however, allows you 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 premise-based Business Phone System aggravations are erased by a hosted voice solution, assuming it’s a good fit for your business.

If you have any questions regarding hosted voice, please contact Advanced Communication Systems today at 800-750-3624. You can also follow us on Twitter.

The Most Important Business Phone System Maintenance Strategies

Business Phone System Maintenance StrategiesHave 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 Business Phone System maintenance strategies your company can take to ensure the worst doesn’t happen. Thus, we have listed a few of the most important ones below. 

  • Defective phone systems can damage your business productivity and reliability. Therefore, maintenance checks and back up plans should be enacted.
  • 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. Updates guarantee a secure and reliable business phone system.
  • Most importantly, an overall, well planned maintenance program allows for total peace of mind for business owners. If you don’t have an efficient maintenance plan you run the risk of inflated labor expenses in case of emergency services and 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 Business Phone System maintenance strategies for a company to take in guaranteeing that your system is always operational. Therefore, 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:
  • 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

If you have any questions on Business Phone System maintenance strategies please contact us. You can also follow us on LinkedIn

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.