When it comes to businesses, one of the critical elements that must be set in place is a phone system. Phone systems allow you to communicate with your customers, which is essential when conducting business transactions and providing good customer service.
But over time, as your small business grows, you might find handling inbound calls to be more challenging. That said, your phone system must constantly evolve to cater to the growing needs and demands of your business. A good phone system must be adaptable, reliable, scalable, competitive, and supported by knowledgeable and reactive customer service.
To start, here are some ways you can scale your small business phone system.
Table of Contents
1. Minimize Costs Without Compromising Quality
While upgrading your phone system is important, so does managing the cost attributed to it and your budget. However, that doesn’t mean that you should skimp on quality just to cut down capital expenditures. Going for quality equipment and systems can be beneficial for your business, as it can be cost-effective in the long run.
Thankfully, the advancements in technology and the internet have made it possible for small growing businesses to scale their phone system without compromising quality. Cloud-based systems, more on this below, and automation are just some of the ways you can optimally scale your business phone system.
2. Employ Cloud-Based Phone Systems
As mentioned earlier, investing in cloud-based systems can help you scale your small business phone system. In a cloud-based phone system, you can make calls over the internet rather than with an analog phone that is connected to a copper wire or an optical fiber. In other words, you wouldn’t need to invest in a different system or hardware. This is why they are such a great option for small to medium-sized businesses.
Although a cloud-based phone system is still relatively new to the small business market, it is growing quickly. It possesses a wide range of features that can be easily updated over time. These features include video conferencing, unified communications, cloud communication, and so much more. This phone system is very flexible and reliable as it can be hosted in multiple locations; therefore, can minimize downtime in your operations.
One of the best cloud-based phone systems for small businesses is Voice Over Internet Protocols (VoIP). There are many great VoIP options for business telephone systems in Charlotte that you can choose from. Moreover, since VoIP allows calls over the internet, they are essentially free, as far there is internet available where it’s being used. This brings us back to our previous point, minimizing costs without compromising quality.
3. Make A Directory
Since your business is growing and expanding, having an organized system and directory of your clients and connections can be beneficial in your operations. Making a directory can help you maintain order and may even help improve your business productivity and efficiency. It also helps you to keep old and new log-ins in order, which makes it easier to track and oversee records.
Additionally, it is also important that you see to it that everyone in your team and organization knows how to utilize this feature properly, as this can ensure a smoother process in receiving calls and processing transactions. You can also implement a standard format when inputting new logs and contact information. This way, you can have an organized and systematic directory containing all of your clients’ records and transactions.
4. Hire A Virtual Assistant or Receptionist
A virtual receptionist is an invaluable tool for any business. If you have a small business with limited resources, hiring a virtual receptionist can help you save time and money while offering more flexibility and control.
Scheduling appointments, routing calls, and delivering account information are a little out of what a virtual receptionist can do. Virtual receptionists are experienced in their field and skilled at handling the many tasks that come with the job. They can manage your calls and answer questions about your business, direct calls to you or other employees.
Employing the services of a virtual assistant can help grow your small business by improving efficiency and optimizing the other divisions of your business.
Take Away
Choosing the right phone system for your business is one of the important decisions you have to make as a business owner. This is why you need to understand how you can take advantage of the technological advancements today to make your business remain relevant and competitive.
That said, considering the above-mentioned tips can be a good starting point in scaling your small growing business.
