Advantages of a Professional Telephone System for Small Businesses

A phone system is a multi-line systems typically used in enterprise environments, including systems from small key systems to large-scale private sector. The one for business is different from simply using multi-line phones available for the use of multiple “stations” in the system, and that such a system offers many additional management capabilities related calls. Such systems are often classified as key systems, hybrid systems and PBX.

Advantages & Features

When calls are made to the business outside of office hours, messages can be stored within the system and an employee or employees can pass these messages at a later date and deal with all the messages so that none get lost. Caller ID is a simple tool that identifies calls from numbers known or unknown, which is a very useful feature in a busy environment.

In some systems, you can store these unknown numbers in your contacts once you’ve made, the caller. This makes it much easier to call existing contacts.

These phone systems can be custom made to accommodate the unique needs of the company. A variety of systems sizes are available for any company including such features like like VOIP. This helps you cut the costs when it comes to local and international calls which can be useful if you are a business in Malta but calling clients in other countries such as the United States.

These telephone systems have become part of the lifeblood of every business, no matter how large or small. To survive in today’s fast-paced business world, it can seem to be so hard for any business to operate unless it adopts the latest innovations of the communications technology.

 

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There are many types of such systems available, hence, a needs assessment is performed by a professional to aide you in selecting the perfect system, so, some characteristics may be worse for your organization and you will also want to investigate the scalability of a system as your business grows.

Another useful feature is Call holding. This is used to place a caller on hold whilst you complete another task. This could be to find sheet work, look up the caller’s details and information before speaking to them or contact another colleague whom the caller wishes to speak to.

Call waiting features let you know when there is a caller on the line who wishes to speak to you when you are already using the telephone. There are usually lights which flash or tones which beep to let you know there is a caller waiting.

Teleconferencing features enable others (more than two people) to hold a conference’ style conversation over the telephone. These are now often enhanced with video imaging equipment via a computer.

Case Study

Simona runs Done & Dusted, a medium sized cleaning company in the UK. Although she is the owner of the company, she did a lot of the cleaning herself along with around a dozen staff. Prior to implenting a proper phone system, the website just listed her own personal mobile number which was often switched off as she was usually out at clients houses.

Also, because it was a personal mobile the answerphone message was not geared towards the business and many callers would simply hang up without leaving a message.

Now, Simona has invested a small sum into a proper business line which has an answerphone message just for the business. All calls are recorded along with the phone numbers so even if a caller does not leave a message, Simona can still see the number that made the call and follow up

How to Make a Business Plan That Works

A business plan should be designed to be your roadmap to a successful business, and have the dream of what you want your business to be, but also be realistic. Many business plans are written and never looked at again. So how can you make a business plan that it useful and that will work for you? A business plan is used to get investors, and to give you guidance. One important thing to remember is that a business plan is a moving target. Circumstances may change, and new ideas will sprout. The key is to keep updating and evolving your business plan to reflect your current situation.

A business plan is not something that can be written in an evening. It should be well researched, thought out and discussed. Are your plans attainable? Do you have immediate and long term goals? Writing down notes, outlines, and drafts can help shape and mold your workable business plan.

What are the parts of a well drafted business plan?

You should be able to find many examples of well written business plans online. You can also find an entrepreneur mentor who has successfully utilized their business plan and ask to see it as an example. Most business plans are formatting similarly, with well researched information provided.

  • The executive summary – This is the overall outline of the business plan. Although this is the first thing someone will read, it should be written last as it is a summary of all the contents within your business plan. Be clear in your summary about what you want and what you are looking for. If this was the only thing an investor will read, what do you need them to know?
  • The business description – Include a basic description of the industry in which your business will function. What does the future of this industry look like, and how will your business play a part in that future? Provide abundant information on all the possible markets within such industry, including any new products or developments that will have any kind of effect on your business.
  • Your marketing strategies – Deep research must be done in order to accomplish this section in a respectable manner. A meticulous market analysis is necessary. This forces you to become familiar with all aspects of the market which in turn will let you define the target market. This will help you know how to increase and gain sales from the very beginning. For example when I was drafting the business plan for Greenr airport transfer company together with Fabien the director, we found out that 60% of the customers looking for a cab do so an hour before you actually need it. So an Online booking system was a must.
  • A competitive analysis – Do you know who your competitors are and what are their strengths and weaknesses within your market? What will give you an advantage? What will be your barriers to entering the market and how do you plan on combating them? This section is important to be aware of prior to opening your business.
  • A design and development plan – This section provides investors, and yourself, with a description of the product’s design. It explains the development of the product within the context of production, the marketing while creating a development budget. What will it take for you and your company to reach its goals?
  • An operations and management plan – Your business is more than just the product. How will you run your business’ functions on an ongoing basis? This will explain the logistics, including responsibilities of management, who is in charge of what, and the money required to make it all happen.
  • The financial factors – This is where all the numbers go. Your personnel numbers, overhead expenses, capital requirements table, cost of good table, and other financial aspects of your business.
  • Licenses – One must also take into consideration the paperwork and fees involved to get a license or to open a company. When we were drafting the plan for Krofork, an igaming company in Malta, we found out that the Malta online gaming license process will take up to eight months. What that means is that we had capital in the bank sitting there while we waited and waited!

This is just a basic overview of how to create a business plan that works. There are more details required for each section. Again, this plan is a moving target. As situations change, your business plan should change with it. The information you research for your business plan is just as much for your benefit as it is for getting investors involved.

Knowing what you are getting into beforehand can make the difference between a successful business, and one that needs to begin start over. Someone who writes a business plan will be more likely to research markets, prepare projections, and be more likely to follow through with their plans. There are many books and resources online to begin writing and researching your business plan as soon as possible to make your dream a reality.