Telephone System Trends Increase
Productivity
BY DOUG BOYD, ESI
In the small to medium-sized business environment, the explosive growth
of converged voice and data applications on both traditional and
server-based PBX platforms has enabled the development of competitive,
low-cost front-office phone systems that are easy to use and offer a
variety of feature-rich computer-telephony integration (CTI) applications.
These integrated phone systems are helping companies dramatically increase
internal productivity while enhancing these companies' ability to respond
more effectively to customer needs.
Most integrated phone systems today offer productivity-boosting
features such as voice mail, automatic call distribution, caller I.D.,
live call screening and recording and a standard TAPI interface. This
article will discuss industry trends in integration and CTI and provide
specific applications that can improve employee efficiency, productivity
and customer satisfaction.
The Products
The products available today are single-platform, with a single
operating system. Gone are the days of a telephone system KSU (key system
unit) with an attached voice mail system or a separate board that plugs
into the KSU back plane. These older systems offered severely limited
functionality because they were, in effect, transferring calls between two
platforms. Today's newer systems can be either single-platform with a
high-performance proprietary operating system or a server-based product.
Each product processes all call functions on a common system. This
eliminates call hand-offs and enables the easy-to-use, advanced,
productivity-enhancing features discussed below.
Productivity-Enhancing Features
Voice mail and auto attendant features are standard on most phone
systems sold today. Integrated systems eliminate many of the common
complaints of the old systems. They allow you to dial while on hold,
thereby eliminating "voice mail jail." Calls can be answered
live or by the auto attendant. If you prefer to answer customer calls
live, with the auto attendant answering your other calls (employees,
personal calls, vendors and others), your operator can provide a higher
quality of service to your customers.
Automatic call distribution (ACD) used to be an expensive option. Today
it is standard on most advanced systems. ACD answers a call and either
sends the call to designated personnel or places the call on hold for the
next available person in the group. The system will use the telephone
display to show the number of calls waiting, so additional personnel or
supervisors can take the next call in queue to improve customer service.
Without the ACD feature, an operator must place calls on hold and try to
remember which call is to be transferred next. Today's advanced small
business systems with multiple ACD group capabilities allow you to set up
small ACD groups for individual departments. The improved efficiency and
accuracy in call handling improve not only service, but overall customer
satisfaction. Also remember, with the dial-while-on-hold capability
mentioned previously, an advanced integrated system lets a customer dial
out of an ACD group at anytime while on hold. This eliminates customer
frustration and improves customer service and your company image.
Live call recording means the days of having to hand-write messages are
long over. Wrong telephone numbers and lost "pink notes" are a
thing of the past. With a single keystroke, a receptionist -- or anyone
feature-authorized -- can record a conversation. The conversation can then
be transferred as a message into a recipient's voice mailbox. A few
systems even allow you to simply touch one or more DSS keys during the
recording and automatically transfer the message into one or more
mailboxes. The answering party will no longer have to ask the caller to
repeat information, which saves time for both parties and offers a much
more efficient and professional way to handle customers.
One of the most commonly viewed disadvantages of an auto attendant is
that your calls are no longer screened. Live call screening puts you back
in control of which calls you answer. When a call comes to a station and
the caller begins to leave a message, the telephone speaker is
automatically activated and you will hear the calling party leaving you a
message. If you want to take the call, you just lift the handset and are
automatically connected to the caller. Unlike older voice mail systems
that ask the caller to state his or her name and then call the station,
the new systems do not notify the caller that the call is being screened.
Live call screening offers a much less obtrusive process, while still
improving the user's productivity by screening unwanted calls.
Many individuals already have caller I.D. in their homes. Integrated
phone systems today provide caller I.D. as a standard feature. When a call
comes to a station or office, the caller's name and telephone number
appear on the telephone display. If a second call comes in, call-waiting
caller I.D. displays the name and number of the calling party and, with a
single keystroke, you can toggle between calls, just as you would at home.
Caller I.D. can help improve customer service by prompting you with
important incoming calls. Some non-integrated phone systems that are based
on older technology have attempted to provide caller I.D. by adding a
separate box and module; this provides only limited caller I.D. features.
Some systems will display caller I.D. only on calls answered by the auto
attendant. Many older systems lose caller I.D. information if the call is
transferred. Finally, many systems do not provide customers with the best
productivity enhancer: call-waiting caller I.D.
A TAPI-compliant phone system lets you integrate the functionality of
your PC with your telephone system. For example, a PC with special
software can be set up to read incoming caller I.D. information provided
by your phone system and bring up a screen of that information so that you
have immediate viewable data about the calling party. (Obviously, the
database of information must be set up in advance to display the
information.) With Microsoft Outlook and a TAPI-compliant system, you can
use Outlook to dial automatically from your personal directory. In many
cases, the efficiency and ease of use -- along with the greater
availability of personal information -- make it possible for the user to
provide more personalized service. Buying a new telephone system that
lacks TAPI-compliant capabilities will severely limit access to the
advanced applications available today and in the future.
The Beginning Of Evolution
No current article about telephone systems would be complete without a
discussion of the convergence of the circuit-switched and packet-switched
network and the accompanying evolution in telephony products.
Traditionally, voice has been carried over the public-switched
telephone network (PSTN). Customers have become used to the high quality
and reliability of this system. The 99.999 percent up-time to which we
have become accustomed is not easily duplicated in other environments, yet
the evolution to a packet-switched network is well under way.
Why is there a movement to packet-switched technology? Packet-switched
technology (i.e., the LAN, WAN and Internet) is more efficient and allows
greater flexibility as well as potential cost savings. No longer will you
have to manage two separate internal and external networks. Common
operating systems, hardware, software and cabling will simplify
installations, MACs (moves, adds and changes) and administration.
Two different types of products are emerging in this environment. The
first product category consists of network servers or appliances that run
on proprietary hardware and software. These products offer high
performance and reliability. Since manufacturers generally build all the
major product components and develop all software, they have complete
control of the product, thereby eliminating software and hardware
conflicts. The downside is that you probably will have to rely on a single
vendor for software enhancements.
The second category, a typical PC PBX product, consists of a PC and
voice boards. The operating system on which the software is based is
either Windows (usually Windows NT or, more recently, Windows 2000) or
Linux. In a typical Windows and Windows NT software evironment, hardware
conflicts and quirks will probably still exist. If you are willing to live
with these issues, you may eventually realize the potential advantage of
greater availability of software. It has been thought that Linux has shown
more reliability in some applications, particularly in maintaining file
servers, but it remains to be seen whether it is ready, or sufficiently
well supported, to be a mainstream operating system on which
mission-critical business telecommunications can rely.
There is a great deal of change underway in the telephone system
industry. The traditional circuit-switched products have some notable new,
highly integrated systems that offer enhanced features and high
reliability, and these systems will be around for years to come. If you
purchase one of these products today, make sure the manufacturer offers an
easy way to eventually connect to a packet-switched network environment.
This will enable you to purchase a system with the features you need and
avoid being left out a few years from now, when you might want to take
advantage of the performance and cost efficiencies that packet-switched
networks offer. (Sooner or later, you will.)
The server-based, LAN/WAN/Internet packet-switched products offer
another possibility. In most emerging technologies -- as happened in the
early days of the PC revolution -- critical applications usually tip the
scales in the decision process. The need for certain functionality
outweighs the drawbacks and risks associated with being the first wave up
the beach and users are willing to venture into the new frontier. This
will be the case in the PBX arena. New applications, such as seamless
calls over the LAN, WAN or Internet to multiple locations, or virtual
telephones using DSL or ISDN, immediately come to mind. There is also the
promise of virtual ACD groups with agents in different locations, as well
as potential cost savings by using existing or upgraded bandwidth to
eliminate dial-up telephone charges between offices.
The most important key to increased productivity: Purchase a product
that both fits your needs today and will still allow flexibility for
future technology advances. Don't take a step backward in functionality
for the sake of technology, with only a promise that the functionality and
reliability you need today will be available in the product tomorrow.
Doug Boyd became president of ESI (Estech Systems, Inc.) in 1998.
ESI designs and manufactures high-efficiency, low-cost telephone products
including the VoiceWorks automated attendant and voice mail system, the
PhoneBill call accounting system and the IVX (Integrated Voice Exchange)
family of all-in-one digital phone systems.
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