Business Telephone Systems

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Collective Discussion About Business Telephone Systems

Archive for November, 2009

What to Avoid When Buying Telephones?

Dennis Jaylon asked:

Breaking the gap between two persons, telephones offer voice connection in a most cost-effective price. Unlike their mobile counterpart, this means of communication costs much less while giving almost the same level of utility benefit. The emergence of cordless phones has made it possible to enjoy the benefits of ‘talking on move’. They have given respite from the shackle of being in one place while making or receiving a call.

Nowadays telephones are sold with various attractive free offers. Sometimes if it is a free broadband connection, then in other times it is free talking facility among users of particular network. Other exciting free gifts are also included by the agents or retailers to attract more customers. This trend of selling telephones with additional offers may appear to be beneficial for the customers. Though sometimes they are good for the buyer, there is no guarantee that always they will be in his favour.

In some cases, free gifts or offers may become merely a bait to entrap the customer and push him with some defective or bad quality sets. So, buyers should be wary when they buy telephones from such agents or retailers. Getting something free is great, but certainly not at the cost of a mistake. If you buy a CD player because it comes with an attractive free CD, and do not give importance to its quality then you will end up buying a cheap one and repent in the long run.

Same may also happen with telephones. If you buy the phones that are not good in quality due to being befooled by the attractive free offers then your purpose may not be served. So, you have to give enough importance to the quality of the device you are buying rather than the free gifts it is coming with. Research, reading and carefulness will help you a lot in this regard.

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The Invention of the Telephone

Malcolm Blake asked:

The history of the telephone, from its invention to its present state of perfection, is interesting in the extreme, and affords a striking example of the fact that great inventions are almost invariably the result of long and careful study on the part of many workers, rather than the sudden inspiration of a single genius.

These steps were made in logical order, the knowledge contributed by each investigator making possible a deeper insight into the subject on the part of his successors.

The history of the knowledge of electromagnetism begins with July 20, 1820, and with this date very properly begins the history of the electric telephone. On that day Oersted, a professor in the University of Copenhagen, discovered that a magnetic needle tends to place itself at right angles to a wire carrying a current of electricity. Ampere immediately took up the subject, and in a very short time disclosed the laws upon which present electromagnetic theory is based.

In the following year Arago and Davy discovered that if a current be caused to flow through an insulated wire wrapped about a rod of steel the latter would exhibit magnetic properties. It was William Sturgeon, however, who in 1825 made an electromagnetas we know it today, and called it by that name. Joseph Henry also made his classic experiments on the electromagnet. Henry showed how to build a magnet capable of being operated over a great length of wire, a most important step.

In 1831 Faraday and Henry, independently, discovered the converse of these laws of electromagnetism that if the intensity of a magnetic field inclosed by a conductor be in anywise changed, a current of electricity will flow in the conductor. This current will flow only while such change is taking place, and its strength will depend directly on the rate of the change.

These two laws concerning the transformation of electric energy into magnetic, and its converse, the transformation of magnetic energy into electric, are certainly the most important in the field of telephony.

In 1837 Professor Page of Salem, Mass., discovered that a rod of iron, suddenly magnetized or demagnetized, would emit certain sounds due to a molecular rearrangement caused by the changing magnetic conditions. This phenomenon is known as ” Page’s effect.”

In 1854 a Frenchman, Charles Bourseul, predicted the transmission of speech, and outlined a method correct save in one particular, but for which error one following his directions could have produced a speaking telephone. His words at this date seem almost prophetic:

“I have asked myself, for example, if the spoken word itself could not be transmitted by electricity; in a word, if what was spoken in Vienna may not be heard in Paris?”

Philip Reis, a German inventor, constructed what he called a telephone in 1861, following implicitly the path outlined by Bourseul.

Reis’ telephone could be depended upon to transmit only musical sounds. The question as to whether it actually did transmit speech has been the subject of much discussion, but if it did this at all it was very imperfectly.

For the next fifteen years no apparent advance was made in the art of telephony, although several inventors gave it their attention.

In 1876 Professor Alexander Graham Bell and Professor Elisha Gray almost simultaneously invented successful speaking telephones. Gray was one of the principal claimants for the honor of being the first inventor of the telephone, but Bell apparently established his right to it, and also reaped the profit, for, after long litigation, the United States Patent Office and the courts awarded the priority to him instead of Gray.

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Mary Sandro asked:

Talk about first impressions; telephone greetings are critical. Prospects are deciding whether or not to do business with you. Irate customers are deciding how helpful and competent you are. Yet many companies convolute the telephone greeting to the point that employees hate saying it and customers and prospects dread listening to it. There is power in simplicity. For best results, incorporate three easy elements: pleasantry, brevity, and sincerity.

Pleasantry- A pleasant greeting is essential to a successful call because it sets the stage emotionally. In general, listeners tend to mirror or “catch” the emotional states of speakers. This is a principle of communication that holds true whether one is speaking to a group of 1000, a small meeting of 10, or a single customer over the telephone. In other words, people respond in kind. If we answer the phone gruffly, chances are the caller will become gruff. If we answer the phone pleasantly, chances are the caller will be pleasant, and we all know which caller is easier to work with.

Imagine you are a customer calling a place of business. The professional on the other end of the phone sounds irritated. What is your response to a greeting like that? When I’m a customer, my response tends to be irritation. I start thinking to myself, “Well, you think you’re irritated now? Wait until you get finished with me, then you’ll know what irritation is!” I wasn’t even irritated when I called the company. I simply caught the professional’s irritation.

I’ve had the opposite experience as a customer too. I am irritated, highly irritated. I really want to let somebody have it. I call the company, but the person who answers the phone is so nice and professional I can’t bring myself to yell at them. I hate when that happens. This time I’ve caught their professionalism.

One of the easiest ways to attain an emotional state quickly, like being pleasant, is to use body language. Research conducted by John Grinder and Richard Bandler suggests that body language helps create emotional states. If we carry ourselves with slumped shoulders, frowning face, bowed head, averted eyes, and shallow breathing, we will probably feel depressed. If we smile, breath deeply, pull our shoulders back, and look straight ahead, we will probably feel good. How do you carry yourself all day at work?

I recommend that professionals establish a ritual before answering the phone. In order to sound pleasant, we need to be carrying ourselves accordingly. My ritual is to sit up on the edge of my seat, pull shoulders back, take a deep breath, smile, let the phone ring twice, then answer. I never answer my phone unless I’ve gone through my ritual. My business is too important. Sometimes I’ll even stand before I answer the phone if I need an extra jolt of energy. Stand on your head. Do jumping jacks. Do whatever is necessary to attain a pleasant state before answering the phone. (Within limits of course.)

Sincerity- No scripts. I am against scripting greetings because they sound insincere, irritate callers, and discourage employees. Scripted greetings usually include some kind of slogan. “Hello. It’s a beautiful day here at the XYZ Company.” Now I don’t care where you work. It can’t be that good all day. At some point saying, “It’s a beautiful day…” is going to be a stretch or insincere. The other risk is that the caller is irate. An employee from a furniture company confided to me that she hated answering the phone, “It’s a beautiful day…” because irate callers would snap back, “Well it’s not a beautiful day where I am and get over here and fix this thing!” Is it any wonder why employees and customers hate scripted greetings?

You want the greeting to be natural, which also makes it easier to sound pleasant consistently. The key elements of a telephone greeting are: department or company name, your name, an offer of assistance. An example of a switchboard greeting might sound like this, “XYZ Company, this is Bob. How may I direct your call?” A greeting from someone in the accounting department might sound like this, “Accounting, this is Bob. How may I help you?”

State the company or department name so that customers and prospects know they are in the right place. How many times have you been five minutes into a call only to realize the caller would be better served in another department? Always state your name because it is a sign of authority. Stating your name implies that you are accountable. It also creates a personal touch. Lastly, end with a question that expresses your desire to serve the caller.

Brevity- Keep it short. I have heard telephone greetings that are so long, I feared the person answering the phone was going to hyperventilate and go into cardiac arrest trying to get it out in one breath. Excessively long greetings are unprofessional for many reasons. They don’t sound pleasant or sincere because technically they are impossible to execute. Employees hate them and those feelings come through. Callers hate them because they waste their time. Fortunately, by following the guidelines above brevity is assured.

Summary- Telephone greetings are a powerful part of doing business. To be successful, keep greetings simple. Practice a ritual to be pleasant. Remain unscripted. Be brief.

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Richard Ducharne asked:

Maybe if you are wondering if it is worth using a reverse telephone check to find out more about a particular phone number. Perhaps that phone number has been making prank calls to your house, or maybe you have noticed it on your phone bill, you might even have your suspicions about phone number that has been calling your spouse. Regardless of your reason for wanting to use a reverse lookup service you will want to know exactly what one of these checks can tell you.

Firstly, a reverse telephone check can tell you the full name, postal address and date of birth of the most recent person that has owned that particular telephone number (this can be either cell phone number or a residential number). All of the databases from which reverse phone checks are made are updated on a daily basis – so only the most recent and relevant information is contained within these databases. There is no need to worry that the name given in relation to your mystery number is wrong, this is incredibly unlikely due to regular database updates.

For an extra payment, in addition to the name, address and date of birth of the person relating to the telephone number you can also choose to find out more in-depth information. Such information can include the occupation of the person, the marital status of that person, the criminal records of that person, certain social security details and more. In other words you can find out a heck of a lot about a person just by performing a number check – and that is why so many people all over the world are using them every single day. Now you know what a reverse lookup check can tell you, you might be interested in performing one yourself.

To access the easiest to use tool to perform a reverse phone lookup all you have to do is Click Here

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Kathleen Chester asked:

Business Telephone Systems have come a long way since the days when Alexander Graham Bell paged Watson to come into his office. These days, a string connected to two tin cans just won’t get it done when it comes to handling heavy call volumes and maintaining outstanding customer service. That is why Voice over internet Protocol (VoIP) can help you meet the demands of doing business in the 21st century. By harnessing the power of the World Wide Web and implementing it into your phone system, you can have state-of-the art technology that will elevate your business to a whole new operating level.

The biggest advantage of business phone systems using VoIP is an important one, especially in the current economy. It can save money. The efficiency of the VoIP bandwidth when compared to traditional phone systems means that monthly phone costs can be reduced. Also, the cost per extension phone is lower. Another advantage is in the flexibility it allows for. These systems can provide for more than one phone call to be carried over a single broadband connection, so extensions can be added easily. And if your business is a call center, the technology allows for an employee to work from a remote location since all that is required is a reliable Internet connection.

So how are business telephone systems integrated with a VoIP provider? There are three common methods in which to accomplish this. First, by use of an Analog Telephone Adapter you can connect your system to a broadband Internet provider to like a cable company. If you don’t want to connect through your computer system, dedicated VoIP phones can be purchased and connected through a VoIP service provider. Finally, a softphone can be connected directly to a computer. This allows for a fixed phone number that remains constant even if your company facility relocates.

Business telephone systems connected with VoIP can perform a variety of functions, including phone calls, emailing, faxing, Web conference calls, and even cell phone calling, so virtually any type of business could benefit. And there are different packages available that are geared toward large and small businesses, so you don’t have to worry about it “fitting” your current phone system. In these days of decreased manpower and increased need for strong customer service, the integration of VoIP with your current phone system can help you save money without skimping on service.

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Be a Detective With a Reverse Telephone Number Lookup

David Shell asked:

Doing a reverse telephone number lookup is very much like detective work: you follow the trail until you find out who is the culprit. In this case, “culprit” is the person who owns that telephone number that keeps calling your number, or that number somebody gave to you the night before (but you only realize there’s no name on it the day after).

It doesn’t matter if it is a telephone number or a cell phone number. Most people think that the detective work can all be done if they just do a free reverse telephone number lookup on unidentified numbers. However, the fact is, you can rarely get a free service of that type, and just like when you’re hiring a private detective, you need to pay. Thankfully, the cost of a reverse telephone number search is much less than the cost of hiring a PI.

So if you’ve been at the receiving of a prank call, reverse lookups are something to go for.

In both cases of landline and cell phone, it’s not that easy to trace a number. The telemarketing companies have it easier – they just choose random names in the directory and make the call (you if you’re unlucky). With a reverse lookup, you need to match a specific number to a specific name – something not very easy to do especially because, in the case of landline directories, the entries are listed by names.

Reverse lookup companies are not at all hard to find. Just search for the words “reverse lookup” and you will find results. In many cases depending on the company, you will be asked to pay a one-time payment for an unlimited number of searches. But the fees shouldn’t make a big hole in your pocket. Average fees are in the range of $39 to 59.

A typical search result would yield in the owner’s name, location, address telephone company. Other companies provide expanded information like the background of the owner and his or her records.

Of course, there are other ways that you can do a reverse lookup. They are free but they would cost more in time and in most cases it becomes a hit or miss situation. One thing you can do is search for the number on search engines like Google, Yahoo or MSN. If the number has been entered into one of the indexed websites, you should be able to find some leads on who has been calling, if not find the matching name to the number during the first search.

Another thing that you can do is to sign up with a free cell phone directories, but the information you’ll find there are those that have been volunteered by the members. To access these websites, you have to register for free and, of course, volunteer your name and cell phone number.

All things being considered, the sheer accuracy of information and the extensive database should tip the balance in favor of paid reverse lookups. The small fee charged to do a reverse lookup is more than worth it.

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Never Miss a Telephone Call Again

A Hill asked:

If you are running a small business operation then you will probably find yourself with more to do than time to do it: you’re just going to an important meeting and the phone rings; you’re driving and the phone rings. You’re not in the office and the phone rings and rings. That won’t give a good impression of your business. Surveys have shown that 80% of callers will not leave a message on an answer phone and call the next company they can find. That is a lot of potential business you could be missing out on.

However, if someone is always on the end of the phone in a standard professional manner, then you need never miss a call or lose the chance of a business opportunity. Call answering is, literally, the answer.

Using a call answering service will give you round the clock telephone answering by real human beings, responding in the way you would like them to, taking all the necessary details – every single time. Professional call answering operators will take names, company details, telephone numbers and forward them on to you in the way you wish (e.g. email, fax, SMS), so that you can call the caller back when convenient to you.

Imagine the boost a telephone answering service could give to your business. How many calls have you lost because you couldn’t answer the phone? How many business opportunities have slipped by because they rang someone else because you couldn’t take the call? How many calls do you simply know nothing about because the caller found the phone engaged? How many calls have you been annoyed by because they are telemarketers or time wasters?

All such frustrations can be a thing of the past if you take up a call answering service. If you are in the office and can take the calls, then you can do that, but as soon as you’re unavailable you can divert calls to the telephone answering service, and the call answering company will take care of the rest for you. You can usually make changes to your requirements without a phone call – you can do it online instead!

In these days when time can mean money, call answering is one way to make your resources go even further. You can have a full time receptionist for the fraction of the cost of hiring someone to sit in your office.

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Telephones : a Real Gift of Modern Times

Dennis Jaylon asked:

Telephones can be termed as one of the greatest gifts of modern technology. Its effectiveness cannot be undermined. It has indeed brought about a revolution in the way communication was carried out. Imagine the day when telephones were not invented. Imagine the difficulty that one used to undergo before a piece of information can be delivered.

It has not been long when people relied on letters to share their feelings or send a piece of information. And it was days before one actually received the letters. In many cases, letters were received after the event had taken place. Needless to say that it lead to frustration and anger of not receiving the information on time.

It was this anger that fueled the need of inventing a device which would facilitate communication, and make people living at distant places communicate as if they are sitting with each other across the table. These thoughts were worked upon and telephones invented, which fitted the bill perfectly.

It completely transformed the way communication was carried on. The days when one piece of information took days to reach its destination became history. Now people can chat as if they were face to face with each other – needless to say that it became an immediate hit. People were simply overjoyed of being able to talk to their friends and relatives who were hundreds of miles away.

The initial spate of success gave way to further improved versions of telephones. Telephones with every transformation became more useful and fashionable, to the extent that today a time has come when phones can actually be carried in the pockets. Not only this, phones today are not limited to making or receiving calls alone, instead they have now wide range of features programmed into them, which really has transformed it into a multi-utility phenomenon.

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Francis Githinji asked:

Sometimes i sit and i wonder how ugly the dating scene was before the invention of technology. People used to send letters which either reached the intended people or got lost. Mails are good but they are not reliable. The feedback process is delayed. The modern technology has enabled instant feedback. Telephone dating, mobile dating and Internet dating are some of the best things that are used to facilitate dating. Nowadays, it is quite easy to meet a date, since the correspondence is faster. Just imagine sending a letter in January so that you can be able to meet your lover in April. It is so obnoxious. Today you can meet and chat with your date as soon as you wish since you only need to agree on the venue and the date.

Telephone dating was invented earlier to compliment the letter writing. Mobile dating has come to make it even easier. With this kind of technology, long distance dating and online dating is no longer a hard nut to crack. Actually it is very fashionable. Internet dating is on the rise since it suits many people whose lives are becoming unbearably fast. The world is becoming a small global village since you can visit any corner of the world while still sitting on your desk. People do not have much time to move around searching for love or meeting their partners. They are busy carrying out their demanding daily activities. As much as they are occupied you will agree with me that communication is a key to every successful relationship. You should value your social life as much as your professional life. In fact your carrier success depends highly on your personal life.

Communicating regularly helps you to focus on your personal life and you feel you are involved in the other person’s life. If you narrate your simple activities to each other you develop intimacy which in turn ignites passion and before you know it you are madly in love. Telephone dating is major contributor to successful dating. You might have seen someone in the morning but you still want to say something once you reach the office. Pick up that phone and let her know she matters a lot to you. It will make you feel special and loved. You can talk to anyone anywhere thanks to mobile phones. You do not have to wait to get home or office to talk to your sweetheart. Mobile dating and Internet dating has actually made travelling fun. You can chat on your journey through a mobile phone or through the Internet. A laptop makes your flight a shorter one.

On the other hand mobile dating and Internet dating has in a way promoted infidelity. All you need from a person you have admired is only an e-mail address and a mobile number. This jump starts an extra-marital affair. Telephone dating is not so famous with the cheating spouses since it does not allow privacy. Mobile phone and an e-mail address allow privacy since they are personalized. Want to catch a cheating spouse? Look out for his/her behavior with his mobile phone.

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The Money Lending Telephone Procedure

Uchenna Ani-Okoye asked:

Once you are organized in a work area and with the basics for operating your business, the next move will be to get the word out that you’re ready to offer your services to people needing money, and for people who are willing to invest. This means advertising, visiting, making contact in some way with both the people needing money, and those wanting to realize a profit in the process of lending their money. And don’t forget – often those who do not go with you for one reason or another may supply you with fine referrals.

The more you advertise and talk to people about your services, the more successful your business is going to be. So first of all, we suggest you run an ad in the classified section of your local newspapers. It might read like this:

Money available! Business start-ups, expansion needs,

construction loans, cash-flow problems. Call 123-4567.

You should run such an advertisement in as many of your area papers as you can afford, every day, for at least a month. This means that you’ll have to have an advertising budget; with the money either coming in (or available) to meet these costs before you even contract to run your first ad. (This is part of the necessary planning that has to be done before you actually open for business.)

At the same time you’re running the ad inviting people to come to you for their money needs, you should also be running a daily ad such as this one:

$350,000 Needed! Will pay maximum interest. Growing business,

excellent profits and tax benefits. Call 123-4567.

Now the purpose of the first ad is to build your list of people wanting money – needing loans that you can process. The purpose of the second ad is to build your list of investors in your area with money to put into some of these business proposals you get from the first ad. Obviously, you’ll get more people wanting to borrow money than people with money to invest; but once you begin running these two advertisements, you’ll be on your way.

When you place your first ads, start checking and following up on similar ads you see running in your area newspapers. Usually, they will be listed under “Financial Loans Wanted,” or “Money to Loan.” However, don’t neglect to check the “Business Opportunities Wanted” classification as well.

When someone calls in response to your “Money Available” advertisement, who ever is acting as your secretary should get the name of the caller, the name of the business, the telephone number, amount of money needed, kind of business, and most appropriate time for a consultation. This can be handled most efficiently with pre-printed telephone message pads. So you simply collect information from all these incoming calls, look it all over and start making your call-backs.

Basically, your call-back conversation should sound something like this: “Hello, John Jones? This is Mr. Money Broker returning your call about money for business financing. I understand that you’re looking for about $100,000 in order to set up an auto tune-up shop. You stated that you are already pretty well organized with a business plan and location, and that you feel you have pretty good collateral. That’s very good. Before we talk any further, however, I’d like to tell you a little about our company.

“We represent a number of large lending organizations for business financing, as well as a number of private investors who are looking for new ideas and businesses to invest in. Their primary requirement, of course, is that they be assured of getting their money back, but further that they will make money from such an investment”.

“What I do is work with you in preparing your loan or investment package so that it will be attractive when it is presented to prospective lenders. It is very important that your proposal be complete and in the proper order. It is also of the greatest importance that it “looks good,” and “sell” the people it is taken to. The prospective lender must feel confident in granting you a loan or investing in your business. Once we’ve got your presentation together, I then take it to some of my lending or investment sources and work toward obtaining you the money you need”.

“As I’m sure you’re already aware, it’s most important that your proposal be prepared properly, and presented to the people who are in a position to give you the money you’re asking for. I work with you to see that your proposal is the best my people have ever seen, and then I take it to the people who have the money and are looking for a good investment. For this, I require a $100 broker’s retainer fee. I then go to work on your specific money needs. What we need to do now is set up a time and date for me to meet with you so that I may review your proposal. Would tomorrow morning at 10:00 be all right with you, or would 11:00 be better?”

The important thing is to be in control of this telephone conversation; to tell the prospect only what you want him to think about; and to sell him on the idea of getting on with it by paying the broker’s retainer fee of $100. Only after you have collected that, of course, will you start to work on evaluating his plan and getting him the money he needs.

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