Good businesses — whatever industry they are in — continuously search for ways to improve efficiency. Effective managers seek to improve processes in order to ensure that the greatest possible return is achieved through the smallest possible effort. Whilst it can be very easy to highlight inefficiencies in a production process, problems within a business phone system however can be much less clear. Inefficiencies of any kind ultimately cost money. Improving efficiency should therefore be a high priority of any IT manager looking to cut costs (and who isn’t?!).
What is efficiency?
Efficiency can effectively be described as the measure of total input vs total output. It’s about reducing waste whilst improving end results.
Let’s look at a simple example. The effort applied by a cyclist (input) vs their resulting speed (output) is a measure of how efficient the bike is. Just as the efficiency of the bicycle will be affected by factors such as drag and friction, the efficiency of a business phone system can be reduced by problems such as old hardware and ineffective features. Phone system inefficiencies demand unnecessary additional inputs of time and capital.
Consider it in another way; if all processes or systems within a company where constantly updated to improve efficiency, the end result would be an increasingly profitable company. Less input would be required to produce greater output.
How does this related to business phone systems?
Efficiency can be simply broken down into three areas; doing things well, successfully and without waste. With that in mind, we can draw some clear conclusions when talking about phone systems:
- Doing things well = having the right phone system features and functionality that are capable of achieving desired goals.
- Doing things successfully = having a consistently reliable phone system that won’t hinder your goals.
- Doing things without waste = cutting out unnecessary phone system costs, time spent and ensuring scalability to achieve goals
7 signs of an inefficient phone system
You are regularly using engineering call outs for minor changes
Quite simply, this is an unnecessary cost. You system should be adequately set-up to allow you to easily make small changes.
Your phone system is over 10 years old
Legacy systems lack necessary functions and features and will slow down your entire process.
You are not using a hybrid system
Ultimate efficiency simply cannot be achieved without the ability to use IP, fullstop.
Approaching your user limit? Are features and functions not working under increased load? Your system is not scalable. An efficient system is one that is able to grow with your business.
When your phone system is down, it is clearly at its most inefficient. Down-time can cause gigantic problems for businesses.
Costly software / firmware upgrades
An efficient system does not require such expense to make improvements.
Paying extra to get “standard” security features
This is not an efficient use of budget. ‘Standard’ security features should come as standard (the hint is in the name!).
Is it time to upgrade?
If any of these inefficiencies are ringing true then the answer is more-than-likely ‘yes’. In our next article we’ll guide you through testing your set-up to evaluate whether or not you getting the most from your system. In the mean-time why not download our ultimate guide to efficiency below?