When you're planning out your office's phone system, you need to carefully consider where phones will be needed. Will there be phones in the conference rooms? Who needs a phone on their desk and who can do without? What different capabilities will each phone have (call waiting, multiple lines, speaker phone, headset capabilities, etc.)? These are all decisions that you will need to make before contacting someone that installs business phone systems in Greenville, SC.
This article will focus on the question, "Who needs a phone on their desk and who can do without?" It will guide you through some things that you need to consider when answering this question so you can ensure that everyone who needs a phone will have access to one.
Do any of your employees interact with customers on a daily basis? If so, which ones? Anyone involved in a customer support role in the office should have access to a phone. A phone is a vital part of doing the job of a customer support representative, and every member of such a team should be able to speak to customers.
Even if your company has other support options like an online chat feature, some customers will still prefer to be able to speak to a representative. This option should always be available to them. Your customer support reps should also have a headset that works with their phone. This will allow them to continue working on their computers while answering customer calls.
Anyone else who must interact with customers over the phone should also have a phone on their desk, whether they are in customer support or not. This could include receptionists, sales reps, team managers, and many other employees in your business.
Employees who are in a position that involves managing others should also have a desk phone. These individuals are frequently called upon to coordinate with members of other teams, or deal with issues that have occurred outside the office. These types of tasks will require access to a desk phone.
Additionally, you will want to make sure that any manager in your office is accessible to those they supervise. If an employee has to call in sick to work, having a desk phone will ensure that the manager can receive the employee's call and make a note of their absence. It also makes it easier for the supervisor to deliver reports or receive requests for their teams from those in management positions above their own.
When deciding whether or not an employee should have a desk phone, you should also consider the distraction factor that it can present to their work. If the individual generally works independently from other employees, and their work requires extended periods of focus, receiving calls may just act as a distraction for them.
For example, a writer in a marketing department may need to focus for several hours at a time to complete an assignment that they have been given. Receiving phone calls with new requests would interrupt this work and distract them from the task at hand. It would be much more effective for the writer to receive requests via email, so that they can remain focused on their work. If a phone is going to pose as more of a distraction than an aid to an employee, then they probably shouldn't have one on their desks.
Consider these 3 points for every employee in your business to help you determine who needs a desk phone and who does not. Once you have determined your company's needs, contact someone that installs business phone systems in Greenville, SC.
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