7 Handy Tips for Hassle Free Telephone Operation

Posted: July 12, 2011 in Uncategorized
Tags: , , , , , , , , , ,

Wouldn’t it be nice if you knew when something was going to break the day before it did? You could be proactive and take the necessary precautions so when the inevitable did happen you were well prepared. Unfortunately, it does not work that way. When it comes to telephone systems and telephone service there are a few things you can do that just may have you looking like a genius when the unavoidable does strike. Here are a few tips.

  1. Have a UPS (Uninterruptible Power Supply) or full battery back up connected to your telephone system. When you lose power, you lose your phone system. Back up power will allow you to answer incoming calls; specifically service and sales calls during a power outage. If you have an automated attendant, you can change the incoming message letting your customers know that you will be closed due to inclement weather while still allowing them to leave a message.
  2. Be able to test the integrity of your outside lines. A dead line or one with static can be caused by the phone system or it could be an issue with your Network Service Provider (NSP). In order to avoid confusion, finger pointing and unnecessary billing, have your telephone installer provide jacks at the DEMARC  (this is where the NSP terminates their service and the telephone installer connects the service to your equipment). Now if there is static on line 3, you can plug in a standard home phone in to the jack associated with line 3. If there’s static, call the NSP. If not, contact your equipment installer.
  3. Regularly perform system back ups on your telephone equipment. Most phone systems operational today can have a system back up performed on them. The data is stored usually on a SD media card attached to the system’s processor. A back up is valuable when your system loses its programming, usually during a lightning strike or power surge. Reprogramming the system is as simple as downloading the data from the SD card to the processor. Ask your telephone installer for details on this procedure.
  4. Save a copy of your Automated Attendant (AA) script and associated mailbox numbers. As your company grows and its needs change, it may be necessary to change your AA greetings. If you know the mailboxes associated with them, you can make the changes yourself. If you have the script, you’ll have a good idea of how to amend the verbiage.
  5. Have a list of all your telephone numbers; voice, fax, alarm etc. When you do have a problem with a certain outside line make sure you reference the associated 10 digit telephone number. Your NSP can not help you if you say that the credit card line is dead. You need to be more specific in order for them to help you.
  6. Make sure you have spare cords to the telephone sets available. There are two types; station cords and handset cords. The first is the cord which attaches from the wall to the base of the telephone set. The other is the curly cord which connects the handset to the telephone set. Frayed or pinched cords can cause static or worse, drop the call. Save the cost of a repair bill by having a few on hand.
  7. Have an electronic copy of the user guide to your telephone and call processing system. We saved the most obvious for last. Don’t expect to remember how to make a conference call or create a speed dial list once the initial training is done. Today’s systems have a full list of features; many of which you may not find an application until months later. Do yourself and your office manager a favor and have the user guide handy on your computer.

We can’t make your telephone system and carrier services trouble free. By following these simple steps we can help you from having a minor hassle turn into a major catastrophe.

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