Often, it can feel as though your business day is five minutes long. With so many meetings, customer interactions and ad hoc tasks it can be tough to sit down and think about more long-term issues. Planning considerations get pushed by a day, week or month and you never really find the right time to think outside the day-to-day running of your business.  

This unfortunately means that things can sometimes slip through the cracks. One such issue is how future-proof your existing systems, like your telephone setup, are. Are they working hard for your business or are they starting to show the strain? 

How do you know that it's time to change your phone system?

We’d recommend carrying out an audit of your existing small business phone system once a year. Set aside some time to look into how it’s performing on a daily basis. You’ll need to consider how it’s working for your team, your customers and your suppliers.  

Here’s what you should keep in mind when you audit your phone system: 

• Has your business recently gone through a period of change? Whether you’ve downscaled or grown, it might be that your existing phone system was implemented with different needs and goals in mind. Does it have all the features you need to work efficiently and effectively each day? 
• Can it be easily accessed and utilised by all members of your team? Many small businesses operate with a hybrid structure of working with team members working in the office, remotely or on the move. Can everyone access the phone system no matter where they might be that day? Can customers tell that they’re speaking to someone who might not be in the office? 

• Are there features you could be harnessing that you’re missing out on? Today’s cloud-based phone systems are always being developed so that they’re as powerful and useful as possible. Could your business benefit from the latest features that your competitors might already be using? 
• Do you experience a high volume of dropped or poor-quality calls? Customers who call with queries or issues expect to be able to speak to a member of your team without the risk of a dropped connection. They should enjoy crystal clear quality so their call can be dealt with quickly and without risk of misinterpretation.  

The answers to these questions should allow you to carry out an extensive audit that gives you a greater understanding of how your phone system is performing. In addition to the audit, make sure you collate feedback from your team to see how they find it.  

It might be that there are specific issues and bottlenecks that you aren’t aware of. Only by speaking to the users who utilise the system each day will you truly get a better understanding of the impact your phones have on your business. 

Signs that it’s time for an upgrade

 If you don’t feel as though you have time for an audit, then there are some tell-tale signs that you can look out for that show it’s time for a new phone system.  

Are you getting the absolute most from your money when it comes to your phone system? It might be that you have equipment that’s now obsolete or you’re on a package that isn’t suited to your specific needs. A new phone system will allow you to find a deal that’s right for you.  

Any kind of cyberattack or security issue can be extremely costly for your business. Attacks can come from any direction and might target any number of systems that you currently rely on. A study found that 43% of cyberattacks are aimed at small businesses, but only 14% are prepared to defend themselves. Using an outdated phone system could leave you open to a security breach. Upgrade to a new, secure system that always protects your data.  

The aim of any customer interaction should be that it’s positive, quick and resolved. If your average call time with customers is on the up, then it could be partly because your existing system makes it difficult to transfer them to the right member of your team. Today’s small business phone systems allow for fast and simple transfers so that customer issues are dealt with quickly and efficiently.  

To see how a powerful phone system can make a positive difference for your business, start your free trial today using the link below. It only takes a few minutes to get started and you can begin exploring the features and integrations that make CircleLoop so popular with small businesses.