The hidden costs of outdated telephony systems

When business owners talk about the cost of their outdated phone system, they predominately talk about the cost of leasing equipment and the call costs. What they often don’t realise is the numerous unseen costs caused by outdated systems. I’ve seen enough of these to write a book, but I’ll start with the four most common:

The consequences of not picking up the phone
All too often, I’ve seen businesses that have unavailable phones, or have difficult and slow-to-use systems, and their employees will use email instead. We’ve all been reminded over our careers that email removes the tone, sincerity and emotion in the intended message. This can have dire short-term consequences as more miscommunication leads to more staff issues, however over the long term, there is an inability to build rapport and trust with your customers and stakeholders. I’m sure you can recall an email that caused problems that could have been solved but simply picking up the phone!

Productivity losses
As an SME, you need to ensure you are setting up the best systems and environment for your staff to be efficient – you don’t have the resources or money like your large competitors can leverage. If your outdated telephony systems doesn’t have the speed or features your staff need to be effective, than your staff will spend time waiting on or fixing old systems rather than getting ahead with the job at hand which contributes to at least a 5% decline in your employee’s productivity.

Time sucking processes
I won’t bore you with the technical details on how to set up a patch for your new employees, but I will tell you that there is a much faster way in 2015. Traditional phone systems require a lot of time to set-up an additional user, and as an SME, no doubt there are far better things for your staff to be focused on.

Restricted access to lines
Outdated systems limit the number of people you can include in your conference calls, as you can have no more participants than the number of telephone lines your business uses. As another consequence, your staff no longer have access to those lines when they’re tied up – restricting their ability to get on with the job while you’re in the conference call. This hurts your bottom line, as potentially every five calls you miss translates to one lost business opportunity.

As these are only four of many unseen costs of outdated telephony systems, it is clear there is a significant impediment to your organisation’s growth if you’re using an outdated system.

Australian SMEs need to equip their staff with the right technical environment that doesn’t cost a fortune, but also removes inefficiencies and wasted staff time and resources. To remove the inefficiencies of outdated telephone systems, you need a phone systems that:

  • Is actually available to your staff when they need it. Your team should not be relying solely on email to communicate, and they need to have the right resources to effectively converse with each other, and external stakeholders
  • Gives you proper support so that your staff aren’t wasting their time attempting to fix or workaround problems
  • Ensures you can add and subtract new users efficiently and cost-effectively. No longer should your new employees be waiting for their phones to be set up, nor should your long term employees have to figure out how to do it!
  • Expands as your business does. No SME should be restricted by cost when it comes to how many lines are available to them. Your phone line must be able to grow with you.

It’s not all doom and gloom – there are Australian SMEs who have been able to navigate around these consequences by leveraging new technologies. To find out about a modern business telephony solution that is meeting those needs for other Australian businesses, contact Vishal on 1300 07 06 05.

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