Set up: Keeping records of your office systems is definitely a smart thing to do. Knowing how your office phones are set up can save you and your staff time and hassle. A document outlining the basic facts such as how many lines you have, what type of phones you use, details of your line provider and your maintainer can be an enormous help, especially if you are suffering downtime and need assistance quickly. We can provide you with a checklist to get you started.
Maintenance: Having back up for your telephone system is crucial if you cannot afford to have downtime in your business. Knowing that a quick call will get you on your way to resolving any issue minor to major can be enormously beneficial. It’s not just fault related either, your maintainer will assist with user guidance and programming too.
Audit: Carrying out an audit of your telecoms can save you a considerable amount of money. It is quite common for telecom requirements to alter over a period of time and therefore some lines or equipment may not be needed. It is very easy to lose track of time, but time is money and paying for something that you don’t use or need is simply money down the drain.
Risk Assessment: Being prepared for an emergency, even if the likeliness is minimal, has to make good sense.
The recent spate of cable theft has left many a business without telephone lines for quite some time, up to a week in some areas. The cables have to be replaced so there is no quick fix. Of course if you are without lines this also means no broadband and no fax, in fact companies have really struggled to communicate with their customers in these situations. It certainly pays to have a plan in place, even if it’s just a case of knowing where to divert the phone lines. Nominate a number for emergency diverts and let the staff know. Your maintainer can help you with further ideas.
Training: Do learn how to use and get maximum benefit from your phones. Reading the manual from cover to cover isn’t an exciting prospect but being able to use your system to the full, will definitely increase efficiency. System features are designed to make life easy for you. Ask for tips from your maintainer, or arrange a training session for you and your staff.
If you would like our Telecoms checklist in order to make your own records just email firstname.lastname@example.org with ‘Telecoms Checklist’ in the subject line and we’ll email one back to you.