Office Phone Systems & Other Equipment You Can’t Live Without

Office Phone Systems & Other Equipment You Can’t Live Without

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When you’re setting up a new business, there are some essentials that must be in place before you can operate. There are the obvious – desks, chairs and internet connectivity – but don’t forget the other must have business equipment that can save money and enhance your reputation. In this article, we take a look at office phone systems and other equipment you can’t live without.

Consider information and communications technology (ICT). This is the integration of telecommunications with computer technology so the computer, software, audio-visual systems, wireless network and telephone network combine in harmony to access, alter, store and transmit information.

This link between the computer system and telephone technology reduces your overheads because no separate telephone system is required and calls are, therefore, much cheaper.

Voice Over Internet Protocol, also known as VoIP, offers specialised phones that connect to the Ethernet via a router. They have the required hardware and software for usage installed and can make and receive calls to and from normal circuit telephones.

VoIP works at the infinitesimal number of hotspots, so calls can be made conveniently from many a location. This is perfect for field staff, home based staff and business travellers.

A feature of their call management software is the real time reporting, which maximises efficiency. These statistics are integral to performance reviews and day-to-day team management. You can view staff members’ log in and log out times, the number of incoming and outgoing calls they made, transferred, answered or let bounce (left unanswered) as well as how long they were unavailable. Call targets, service levels, call waiting times and goals are visible to all via the system too.

When it comes to choosing between office phone systems, the features and benefits offered by VoIP make it an increasingly popular choice for the modern business. But, what other office equipment can the modern business not live without?

 

First and foremost, we take a look at the humble shredder. This piece of equipment is vital; with data protection and client and supplier confidentiality of premium importance, you should ensure that you shred all sensitive data and hire an accredited firm to remove and destroy the shredded paperwork. After all, you don’t want to make snooping easy for your competitors or rogue criminals.  Often the simplest security measures are the best.

 

Next, is the all-in-one solution. Invest in a single machine for your office that is capable of carrying out all of your photocopying, printing, scanning and faxing requirements. It saves money on equipment, ink, toners and space.

 

Now we turn to the age-old computer debate: PC or Mac? Many people will have a rigid opinion on this one way or the other but, for the undecided, here are some pros and cons of each to consider:

 

  • The Mac costs more due to its one builder/manufacturer position.

 

  • Mac is considered to be higher quality, smarter and can offer greater stability than PC’s. Apple markets the Mac as a superior product and many a Mac enthusiast would testify to this.

 

  • Many people are familiar with PC’s for home and office use, so training can be minimal compared to the Mac. The Mac and PC look at operations differently, using routes that the other one doesn’t.

 

  • Most users need word processing, spreadsheet and presentation programmes, e-mail and internet. Microsoft is renowned for providing the best office applications, but MS Office can also be used on a Mac these days too.

 

  • Macs use Mac OS X software, PC’s use Windows. Mac OS X can be used on PC’s, but its performance is variable.

 

  • Several formats for PC’s have no Mac equivalent.

 

  • A Mac is unlikely to be cost-effective unless it is being utilised for graphic design and/or video editing, in which case it is, arguably, an office essential.

 

Never underestimate the value of planning ahead when you purchase office equipment so that you can reduce expenditure. Having all the essential office equipment in place ensures that you are able to run your business effectively. The exact equipment that you need will depend on the nature of your operations, but there are some bits of kit that none of us can live without.

That’s why we place the telephone system at the top of our list of office essentials. If you’re looking for office phone systems in Birmingham or the surrounding areas, contact us at Midland Networks on 0800 849 8585 for a fantastic deal.