If you are looking for ideas before purchasing a telephone system to finalize your home office set-up, here are some tips that may help.
1. Keep it simple. Don't invest in an expensive, complicated telephone system unless you need it. Get the most basic equipment and operating plan that will help your home office run efficiently. That may be as simple as a desk phone with an answering machine. Make a list of your most pressing communication needs and check out phone systems that meet these needs.
2. Look for extras you need, not just those you may want. While an attractive color or design may be desirable, the cost may take a chunk out of your profits. Or conference calling may sound great, but if you don't use the service, why pay for it? Itemized billing, special lighting features, and additional voice mailboxes may be more than what you will ever use. Most home offices can get by with one business line and one telephone rather than two.
3. Estimate monthly usage costs. If you expect long distance charges, shop for a suitable monthly plan. But if you won't be making many out-of-town calls, you probably don't need an "800" number for your phone. Check the cost of a plan for a limited number of calls if you don't plan to do much calling from the home office. On the other hand, if you will be making frequent sales calls, look for a value-based price plan.
4. Get a reliable message device. From voice mail to a simple answering machine, be sure you have something in place to receive callers' messages if you are unavailable to answer the phone. You may want a pre-recorded "personal secretary" message option or perhaps prefer to record a message yourself. Give clear, specific directions to callers who may want to get important information to you instead of waiting for you to call back.
5. Look into combining computer and telephone service. Some companies offer a lower monthly rate to customers who coordinate their telephone and computer bills. Find out if you are eligible for a discount if one company handles both services for you. Some companies may be able to coordinate your business phone services with your residence telephone service. Ask about this option, too. In addition, you may want to inquire about pager or cell phone options if these can help your business.
6. Ask about hidden, annual, or upcoming fees. Taxes, user fees, and temporary discounts may change in the future, resulting in an unexpectedly high bill. Know in advance what to expect if you sign on for a specific calling plan for your business. Find out what you can do in the event a bill contains errors with regards to the number of calls made, how long the calls lasted, etc.
Shop around to get the most reliable service for the best possible rate. You can browse communications services online as well as visit stores in person. Describe your home office needs and ask about a good deal for your set-up.
