Business owners dealing with online phone systems for the first time need to undergo serious technical briefing by a service provider’s people prior to handling activated service accounts. The initial stages of system creation happens when as a service provider’s technical people observe, ask around, and find out for themselves how a company currently uses its telecom systems. Any information that they gather helps these technicians get an idea how systems could be improved.
Providers could also probe into how work flows in the company and the amount of telecom that’s involved in the work processes. Since most of what tech people provide are recommendatory information that the company owner could use to guide him/her through in the creation of systems, it is thus necessary for the briefing to be comprehensive.
Suitable, applicable, and doable
It is customary for service providers to make recommendations to system owners with regards to suitable, applicable and doable tech options that they must consider to maximize whatever benefits they could have when systems come into existence. Since it is the system owner who would be eventually configuring the system’s functionalities and features via user-friendly online interfaces after the account is activated, the necessary technical information that providers give would be serving as a guide. This is the standard practice that is done and which could be experienced when being briefed by professional system technicians working for RingCentral phone service providers, for example.
Suffice to say, a business owner who sets out to crate the system would then be taking into consideration the following talking points to aid in his/her configuration and tailor-fitting the VoIP and centralizing networks in the PBX to become suitable:
- Editing the answering rules in the auto receptionist feature. This is how callers would be experiencing the company’s telecom and would be dependent on how the programmed voice would greet, instruct people to dial numbers, and subsequently redirect calls to intended recipients as programmed by the system creator. All succeeding activations in the telecom will depend on how this feature is configured so that everything proceeds in fully automated mode.
- What networks to create; how many departments/workstations; how extensive. This groups phone lines and their respective numbers in the directory according to departments, workstation sequences, or remote location networks. Whatever is doable to connect everyone to everybody else easily and conveniently.
- What numbers to specify to the call-forwarding feature. Numbers to phone lines in and out of company networks that users specify so that the VoIP features get extended to them to make them accessible as a company business phone anytime from anywhere accessible by telecom. The system creator needs to know what numbers to specify from phone line users so that he/she could specify these as either Find or Follow numbers.
- What mode to choose in the call routing (day, time of day, date or date range). The system creator decides on this depending on the applicable and the suitable in terms of work hours, time zone, work processes and network disparities.
- What devices to include in extension networks. Telecom devices that people in the company use such as IP phones, smartphones, phablets or tablets that could either be company-issued or employee-owned but need to be given access to the VoIP. System creators could know what devices to name to the system from the users or owners of the mentioned devices. This is to make it easier for employees in the company to connect with coworkers even in mobile work situations or via telecommuting.
System owners could do adequate configuration on telecom properly once a service provider’s tech people properly brief them about such considerations prior to the activation of their service accounts.