Why We Love Business Security Systems (and You Should Too!)

Why do we have security systems? To catch the thief, right? Many businesses put in CCTV security systems after an event and hope the system will deter a thief. Although CCTV is a good deterrent, let’s look at additional reasons why we believe all businesses should have security systems.

Staff safety

Do you have employees who lock up at night by themselves? In the summertime, it stays light late, but what about winter? If you have a business security system, you install a monitor so an employee can make sure there is no one lurking around. This also allows you to monitor who is at the door during business hours. If it’s the local UPS guy, you can just buzz him in, but if it’s someone you don’t know, you can personally answer the door.

Know what’s happening in the dark spaces

Okay, so maybe this is more for places where young people meet. Maybe you have a restaurant or a clothing store that has a back room. Sometimes business between 2 employees or an employee and their friend gets a little frisky and they want some privacy. If you install cameras, and let it be known that areas are under surveillance, there’s less chance of an employee taking some extra time on the clock to have a good time. 

If you have places in your business where you staff does not pass by, and there is chance of theft, make sure you place those cameras in a way that folks know they are being recorded.

Positioning

We have talked in prior blogs about purchasing a system from a box store versus a vendor. Another reason for purchasing via a vendor is the position of the camera. Many of the cheap versions only have a certain mount or a certain distance they can run with the cable provided. In the worst places, it is important to have a high quality camera system that can be mounted out of baseball bat reach (not kidding – business security systems do not like baseball bats) but also have a good enough picture quality.

Take it to the police

Before you invest in a business security system, find out if the recording will look good enough for the police to get a positive ID. Without a good quality camera shot the police will not be much help. So stop the grainy pixels and get a camera that meets or better yet exceeds your wants.

About Us

Gaynor Telesystems Inc. has been proudly serving the North State Communities of Chico, Yuba City, Marysville, Eureka, Arcata, Sacramento, Davis, Woodland, Redding, and Red Bluff for more than 40 years. We hope the information you found in this blog was useful. To learn more about how Gaynor Telesystems Inc. can help you install, maintain or service business communication solutions, please contact us at 877-Gaynor1.

How to Prepare Your Office for Business VoIP

You have heard the term business VoIP and are ready to look into the key components needed for a successful installation of a business VoIP system. These key components are:

• Cabling Infrastructure

• Network

• Dial Tone

• Budget

Cabling

If you have not remodeled your office since 1975 you may need to look at your cabling. Cabling comes in different types, CAT 3, CAT 5 and CAT 6. For a business VoIP system to work with IP phones you will need to have at least CAT 5e cabling. Yes your phone and computer can share a data drop, in cases where you have great computer cabling. It would be highly recommended to have a network test done to ensure the cabling will handle this new system.

Network

You do not have to have IT staff on site to have a business VoIP system, BUT you do need to have someone who can manage your network. If you are a small business and put in a do-it-yourself router and network, it may work for the day to day operations but not for business grade phone systems. Gaynor recommends routers by Adtran for the business grade quality. Your network will need QoS. Without QoS your call quality will suffer and you will be frustrated with the quality of phone call. Vendors like Gaynor Telesystems, Inc. work with network companies to ensure the business VoIP system you install will work on the existing network, or will make recommends to get your network up to standards for VoIP.

Dial Tone/Bandwidth

Business VoIP is dependent on your bandwidth to the internet. If you’re using DSL, you will not be satisfied with the QoS and your phone system will not work. If you are a high data traffic company and using 50+% of your current bandwidth you still may not have enough. It is recommended you have tests done to ensure the bandwidth will handle the call traffic you have. In order to determine your traffic you will need information such as number of handsets, number of users, how many inbound and outbound calls, how long are the calls, and what is your data usage. A good vendor will be able to take this information and confirm your current bandwidth will work or offer a solution on what will work.

Budget

Just like all electronics, IP or business VoIP is coming down in price, but is still more expensive on the hardware side than the traditional digital or analog systems. If you do not have the cabling, network or bandwidth already in place, look at the reasons why you want business VoIP. The reasons may give you the return on investment you want or you may find it is not the right time. Also look to see if you are wanting an operating expense or a capital purchase. Each has its own tax implications, so talk to your tax advisor on which is best for you. If you are looking for an operating expense, look at hosted Business VoIP or leasing and rolling into the lease all the needed items. For a capital purchase a premise based system will most likely meet your needs.

Still not sure? Contact Gaynor below to have an on-site consultation to review your needs, your current infrastructure and your budgeting. We can assist you with finding your path.

Related Articles:

Basics of Business Communication Solutions: Business VoIP

What Do I Tell My Boss When Asked, What is VoIP?

Protect Your Time: Business Communication Solutions Made Simple

We are undoubtedly living in a fast paced world. Every day there is a new hot application or new feature that promises to make your life easier, as you sit at your desk and think, “I want simple.” Maybe you are the office manager and you outsource all your IT needs; maybe you are the business owner and understand just enough technology to make you dangerous. Whatever your role, you are looking at new business communication solutions, and have settled on a phone system. 

You have started your checklist of wants for the new phone system. The number one on your list is to have the system be easy to manage once it is installed. You want it to be easy to operate for your staff and easy to maintain. You do not hold a degree in computer science and you do not have the time to take a week long class to learn how to manage the system.

When you are researching new business phone systems, we recommend you ask for a demonstration on how easy the management of the system is. Look for these key factors:

You can manage the system from anywhere 

Maybe you are the traveling salesperson for your company, as well as the owner. Your travel takes you out of town, but you still want to be able to make those add moves and changes. Does the new phone system allow for connection anywhere?

Type of training given for management

You know you will need training, but realistically you cannot spend more than 30 minutes at a time on training. Ask the vendor if they can do remote training sessions, or better yet, are there videos on how to learn the management of the system.

Security of the system 

You have an office supervisor who will need some access, maybe to run reports or clear mailbox security codes when staff members leave. This person should not have access to creating people or making programming changes. Check and see if you can create different levels of security.

Ongoing Maintenance 

Does the system you are looking for alert you when there is a problem? You are not always in the office and want to be alerted via email if someone calls 911, or if there is an outage on any equipment.

Time requirement

Is the system you are considering easy to use? Maybe you know chances are you will be doing changes only a couple times a year. You do not want to use a service person for these simple adds, moves and changes, but also want to make sure it will not take hours for you to do. Time is money after all. Each phone system handles management in a unique way. 

At Gaynor Telesystems we want to show you how simple and easy management of business communication solutions can be. With today’s technology you do not have to be an IT professional to manage your system. We are here to show you how to reduce those add, move and change costs without sacrificing your time.

Gaynor Telesystems, Inc. has been proudly serving the North State Communities of Chico, Yuba City, Marysville, Eureka, Arcata, Sacramento, Davis, Woodland, Redding, and Red Bluff for more than 40 years. We hope the information you found in this blog was useful. To learn more about how Gaynor Telesystems, Inc. can help you install, maintain or service business communication solutions, please contact us.

Make Business Meetings Easy with a ShoreTel Business VoIP Solution

You are flat tired of airports, you want to be home for the summer and home in the fall, rather than constantly take plane trips for one-day meetings. If you are a business owner it is even more critical not to be gone, unless you are on vacation. Even seasoned travelers are getting tired of the airports and just want to do more, and be more efficient. Looking at options with a business VoIP solution might be the answer to your challenges.

Are you not sure you can do a successful remote meeting? The first thing to do is make sure you are running a good meeting. Do you have the right people at the meeting? Do you have an agenda? Is the meeting something that can be handled by others.? Do a self-check on how your meetings are going. 

Once you have honed in on your ability to have a meeting remotely, you can look at the hardware or software you might need in order to effectively make the meeting happen. The ShoreTel business VoIP solution has the ability to make meetings happen. This state of the art solution allows for both audio and visual conferences. Meetings you control with the options for audio and visual meetings done right through your ShoreTel system. You will no longer have to get on that plane.

Now instead of having that remote worker traveling to the home office, or the client’s site, use the technology to allow you to work from the comfort of your home office or your office conference room.

If you still have questions, give us a call at Gaynor, and we are happy to come to your place of business and provide you a demo of a ShoreTel business VoIP solution. Whether you are in Chico, Yuba City, Ukiah or Eureka, we are here to serve the North Valley’s communication needs.

About Us

Gaynor Telesystems Inc. has been proudly serving the North State Communities of Chico, Yuba City, Marysville, Eureka, Arcata, Sacramento, Davis, Woodland, Redding, and Red Bluff for more than 40 years. We hope the information you found in this blog was useful. To learn more about how we can help you install, maintain or service business communication solutions, please contact us at 877-Gaynor1. 

10 Ways Your Office Phone System Improves Your Customers’ Experience

Today’s office phone systems capabilities allow you to work anytime from anywhere. You may view this as either a good or bad thing – sometimes you don’t want to be accessible – but business competition in today’s economy is fierce. Your customers expect the highest level of customer care, and you and your staff need to be reachable, professional and customer focused at all times – no matter where you’re located.

If that’s your business model, is your phone system serving you like you serve your customers?

Use this checklist to evaluate if your office phone system gives your customers the experience they now expect from their chosen providers. Any items you can’t check off may signal that you could be getting more out of your phone system.

Reachability and professionalism

• Customers can access your sales staff anytime and anywhere with mobile capability that directs incoming office calls to be received on your sales staff’s mobile phones

• Outbound calls look professional, coming from the main company number, even when your employees are using their smartphones

• Customer focus is enhanced by connecting your CRM tools with Outlook to give you conversation history with your client

• Employee productivity is increased by merging call records with customer records to improve sales trending projections and staffing optimization

Employee productivity

• Employees and partners can communicate in ways that are easy and intuitive through audio and web conferencing, regardless of where they’re working

• Employees use presence features to be reachable by establishing if they are in the office, out of office, or in a meeting by using presence features

• Teamwork is made easy with voice and video calling, including screen sharing

Cost effectiveness

• Ongoing administration, such as adding a new employee is easy, not labor intensive

• Local support is available to train your staff to use features that improve customer experience

• You have the option of outsourcing your phone system management to an experienced local company

How did you do? Depending on your responses, here are some things to think about.

• If you scored an 8-10, you’re using your phone system to improve your customers’ experience as they work with you.

• If you scored a 5-7, there may be some phone system features you can use to improve your company’s competitive positioning and your customers’ experience.

• If you scored less than 5, it’s time to look at phone system capabilities you can bring to your company to help your staff be more reachable, professional and customer-focused.

You want your employees to function effectively while improving company productivity and increasing customer satisfaction. Your phone system should help you do all that – and boost your competitive advantage.

If you’d like to discuss your office phone system’s capabilities and see what’s possible for your business, contact Gaynor Telesystems below!

About Us

Gaynor Telesystems Inc. has been proudly serving the North State Communities of Chico, Yuba City, Marysville, Eureka, Arcata, Sacramento, Davis, Woodland, Redding, and Red Bluff for more than 40 years. We hope the information you found in this blog was useful. To learn more about how Gaynor Telesystems Inc. can help you install, maintain or service business communication solutions, please contact us at 877-Gaynor1.

Is My Budget Big Enough for a Business VoIP Phone System?

The end of year was good to you and this quarter is going even better. That long list of upgrades for your technology is becoming a reality. You sat down and prioritized what you need the most to grow your business. The next logical step for a major purchase is a new business VoIP system. You are not sure if you have the budget for it. Let’s look at the major pricing items that affect a capital purchase like this.

Infrastructure

Unlike a traditional phone system, the latest business VoIP technology requires working with your network. Taking stock in what your network looks like will be critical in your budget. Here are some questions to ask:

• Do you have the actual cabling needed to run a VoIP System? - You will need at least CAT5 Cable for each location.

• Do you have PoE Switches in Place? - If not, you will need to add, or have power supplies at each location.

• Do you have network support?

• Will you have to outsource your network programming? - This potentially means bringing in your IT vendor and having meetings with both your IT and communications vendors.

• Have you ever had your network tested?

• Does the current network meet the bandwidth requirements? - This can be a costly test if you have never done this before. At Gaynor we work with communications partners who can run a variety of tests, BEFORE you purchase the new business VoIP system.

Applications

Business VoIP solutions are all about applications. What are the most critical applications you need? Is recording a must have? Presence? Mobility? Remote Workers? Are you not even sure what you need? Start by looking at your problems and what you think the solution may be. Maybe mobility sounds great, but you know the sales and technical staff will not answer their phones when they are off site. So does it really make sense to invest in mobility now? You could buy the core system and know, since business VoIP is really about applications you can grow in the mobility in the future.

So you think you have a budget and you know what basics you need, but coming up with the capital might be a stretch. Here are some ways you can lesson your upfront costs.

Trade In

Many manufactures offer trade in discounts on both the older models of their office phone systems or a trade in on a competitor’s. They want their new business VoIP system installed. They then give incentives like free licenses, extra years of software assurance, or port discounts. Even ask about loyalty options. It never hurts to ask. 

Even if your communication vendor cannot give you a trade in, think about selling your system to another business, or even donating to a non-profit. There may be some tax advantages you can take. Be sure to consult your tax advisor first.

Leasing 

This is a capital purchase of course, or did you want this as an operating expense? Depending on your lease and working with your financial team, you can purchase a business VoIP system on a lease. At Gaynor Telesystems, Inc we align ourselves with several leasing companies that assist businesses with obtaining credit. Normally the only down payment is 2 advance lease payments. That sure does beat a large cash outlay.

Are you concerned the technology will change fast and in the end of the lease you will be stuck with outdated equipment? Many leasing companies today have technology buy outs. So in 5 years you can continue a lease type payment, but upgrade to the latest and greatest.

No matter what your challenges are, there is a way to get that new business VoIP system. The key is the ROI.  An experienced vendor, like Gaynor Telesystems can assist you with designing the system to your budget and helping to secure financing. Contact us today to learn more about budgeting and leasing.

Related Articles:

What is VoIP and Why Does My Business Need It?

Business, VoIP, & Office Phone Systems - Oh My!

To learn more about Gaynor Telesystems, Inc. and why we would make a good partner download our free offer below.

5 Ways to Avoid Costly Change Orders with Your Business Phone Service

Purchasing a business phone service is a partnership with a qualified licensed vendor and your business. You decide on a new system and cut the check. You breathe a sigh of relief. The process of installation starts off well, then BAM change order, then another, then another. You are now sitting at your desk and wondering what went wrong. How could this have been prevented?

There are some simple ways of avoiding costly change orders

#1. Communication

The business phone service vendor you choose is the expert. It’s their role to help you understand and make sense of all the choices you have. Look for a vendor who talks to you about your business; about how your business works, about your growth, about your future. Not just about today’s needs but needs that are 2 or 3 years down the road. It is also important that you are open and honest about what you want and do not want. You may not know the terms, like mobility or call accounting, but you can describe what you are needing. All business phone systems have similar features. With proper communication you will each have an understanding of what is needed when putting together that quote.

#2. Infrastructure

Again, you may not be the expert in what you have installed for cabling, network, switches, routers etc.  The business phone service vendor should be doing a walk through with you to determine if you have the correct infrastructure in place. The cost to re-cable a building may be more than the phone system itself. Be honest with the vendor. If you do not know if your network is ready for the new IP phone system, tell the vendor. Doing the testing prior will save not only time but frustration. If you have an outsourced IT department, bring them into the discussions. They will need to be part of the installation. 

#3. Dial Tone

At Gaynor it is not uncommon to get blank stares back when we ask what type of dial tone you have. Understanding and reading a phone bill is quite hard. The type and quality of dial tone is critical to the design and components parts of any business phone service. Also communicate if you believe what you have is working or not working. Do you get complaints of busy signals? Does the staff want to dial out and can't? When changing your telephone system, it may be a time to review your dial tone. Do this before the contract and avoid the additional change orders.

#4. Optional Features

Chances are you interviewed 2 or 3 business phone service vendors. Now you are getting ready to pick, but you may be getting confused on what system does what. Make sure you fully review the expectations of the system and what options you are choosing. Some features such as email to voicemail might be standard on some systems but not others. If you wanted this feature and it was not included, you would be looking at a change order. 

#5. Phone Handset Features

The number one change order that Gaynor Telesystems, Inc. sees is for the changes in the handsets. All business phone systems have multiple types and styles of handsets. Take your time in deciding what is right for your business. The break room can be a different phone than the backup receptionist, BUT if the break room phone is next to the file room that may be a highly used phone and should be the same as others. If your staff is used to having buttons that allowed them to see all the lines, is that still important?  If it is, make sure you have those buttons on the phones.

Gaynor Telesystems, Inc. prides itself on having less than 1% change orders. We take our time to listen to our clients, visit their sites and get to know their current and future needs. What to know more? Ask for a quote today to discover how we can assist you in getting that new business phone service without costly change orders. 

And remember:

“The most important thing in COMMUNICATION is to hear what isn't being said.”

~Peter Drucker

Worst Reasons to Buy New Office Phone Systems

If you're moving from your office or starting a new business, now is a prime time to buy an office phone system. Still sometimes though there is no good reason to buy an office phone system. Let’s face it, buying a new phone system will cost you time, money, and a small headache as you try and help your staff adjust and explain to your CPA what you just bought. So if you are trying to justify NOT buying, let me help you out.

Your Heart is Set on a Must-Have Feature

Many times clients will come and say they have to have THE FEATURE, and no matter what, they will buy a system because of that FEATURE. I had a recent client ask for the feature of Call Back During Queue. They are a small office, but insistent on getting the feature that allows callers to leave the queue and have an agent call them back. Now this is a small business with only 20 people and only 4 people that answer the phones. To get this one feature, they would have had to upgrade the entire system and spend thousands of dollars. I offered the solution of clients leaving voicemails and then the agent can call them back.

Features may be worth the price and hassle, but explore all options. Make sure the feature you are needing/getting has an ROI that meets your needs. Ask your trusted advisor if there are other options, and be open to handling your needs in a different way. As long as you are not dealing with a cookie cutter company, most should be able to find you a solution within your budget.

You Currently Have a Discontinued Product

All products get discontinued. Remember TAB Cola or the BetaMAX video player? Office phone systems come and go too. Just because a product is no longer built and distributed does not mean death. A good vendor will have resources to keep your system in working order for a few years to come. Most companies have at least 2 to 3 years past the discontinued date that they still support the products. 

So ask yourself, Is what I have meeting my office phone system needs? If so, stay put. But if you are expanding, moving or even need more features, look at the new system. But check out the options and do some research on tips for buying a phone system.

You Are a New Business

Maybe you are a new business. The first 2 months have been great and you have already hired 4 more people, but now things started to slow down. Investing in office phone systems may not be the best approach right now. Maybe you know you will have ups and downs and want to adjust your phone system needs with your staffing. So instead of buying a traditional system look at hosted or cloud based.

Many new businesses spend tons of money on getting the office ready with phone systems, copiers, office furniture etc. Instead of that capital outlay, check out hosted. Then when you settle into your business you can leverage your money and maybe the handsets and buy your own system.

At Gaynor we are here to assist you and be your advisor when purchasing office phone systems. But we have also told clients to stay where they are and not make that purchase yet. We want your business to be successful and sometimes NOT BUYING is the right way.

About Us

Gaynor Telesystems Inc. has been proudly serving the North State Communities of Chico, Yuba City, Marysville, Eureka, Arcata, Sacramento, Davis, Woodland, Redding, and Red Bluff for more than 40 years. We hope the information you found in this blog was useful. To learn more about how Gaynor Telesystems Inc. can help you install, maintain or service business communication solutions, please contact us at 877-Gaynor1.

5 Steps to a Hassle-Free Phone System Installation

You have made the decision – you are buying a new phone system. You chose Gaynor Telesystems, Inc. to be your phone system installation company. You ask yourself, “Now what?” You know you want an easy, simple, and most importantly smooth transition. Here are 5 steps to help make your installation hassle-free.

1.  Maps

Do you have a current map of your building? By having a map and the location of each person on the map, you will ensure you have not missed anyone. Who wants to miss the new person in the small closet office? With a map, you can cross reference with your extension list. A map is also a great place to determine what phone type/style each person has. The installers don't need know who Jan is, but can read a map to determine Jan gets the NEC UT880 phone.

2.  Extension List

Is your extension list current? Or is Sally who retired 3 years ago still on it? By having a current extension list with first and last names, the systems can be built with this information. Otherwise, the administrator (you!) will need to go back to the system to add information and make it current. Your phone system installation will not require an extension list, it just makes it easier. Easier equals-hassle free. Check the spelling of names too – the last thing you want to do is put Paula’s maiden name on the phone that she has not used since she got married.

3.  Dial Tone/Phone Line

Do you know what your phone numbers are? This will be a key area to ensure a good installation. You will be asked for numbers for your fax machine, your alarm, and your phone number you call in and out on. At Gaynor Telesystems, Inc. we ask for those numbers to distinguish between phones and other pieces of technology, then we can be sure we leave alarm and fax numbers alone. If you are getting new dial tone, double and triple check your orders.

4.  Plan Date and Time

Is your business normally busy on Tuesdays and Thursdays, but slow on Monday afternoon? Pick a time when your phones may be slow to minimize the impact of the phone system installation and how it may affect your clients. It will also help your staff ease into the use of the new phone system if you have a quieter afternoon.

Your system should not be down for more than a few minutes, depending on your application and dial tone changes, but it’s always good to plan for the worst, and expect the down time to be 1 to 2 hours. If you have a slower day picked out this will lessen the burden for all parties.

5.  Training

At Gaynor Telesystems, Inc. we’ve heard all the reasons not to send staff to training. Then we get calls that no staff can use the system and they hate it! So much for hassle-free. Training is key to a successful install. If you are going the route of having us “train the trainers,” make sure your trainers do in fact train the employees.

Better yet, have training as part of your phone system installation and have one of the professionals do it. Your trainers can sit in on multiple classes and can train the new employees as they come to work, or even catch those who may have been on vacation.

Phone system installation doesn’t need to be a nose bleed for you or your staff. With proper planning and using these 5 steps, you can have a hassle-free install. Gaynor Telesystems has been installing systems for over 40 years. We can help you determine the best way for your company. 

About Us

Gaynor Telesystems Inc. has been proudly serving the North State Communities of Chico, Yuba City, Marysville, Eureka, Arcata, Sacramento, Davis, Woodland, Redding, and Red Bluff for more than 40 years. We hope the information you found in this blog was useful. To learn more about how we can help you install, maintain or service business communication solutions, please contact us at 877-Gaynor1. 

Key Points to Teach Staff When Setting Up an Automated Attendant

Training has become a critical component of staff development. It is not uncommon in the work place for changes to require additional training. Whether you have an older phone system with voicemail or are getting a new system, adding an auto attendant will increase the need for staff training. Your reasons for an automated attendant can vary from needing less staff to answer the calls, to wanting a consistent message when each person calls in, or even that you are growing and want the calls to be answered in a timely fashion.

Whatever the reason, training is always a good idea. 

We recommend starting by advising the staff you are getting a new system and explaining how the system will work. A good vendor will provide training on how to answer calls and how to do the recording for an automated attendant. What a vendor cannot do is answer the why. As a boss you can answer the why. Once staff understands it will make the transition easier. Any business’s overall goal with an automated attendant is efficiency, but not at the risk of losing clients. So here are some key points.

Record Your Personal Voicemail Message

With an automated attendant, calls will now be directed to your extension without a person screening the callers. If you do not answer the call, it will be important the caller knows they got the right person, department or mailbox.

Return Calls/Messages

Nothing will frustrate callers more than leaving messages and not hearing back from someone. This is an important training aspect. Set time expectations on when calls should be returned. Maybe even in your recorded greeting you can state when you will call the person back.

Add Extension Numbers to Business Cards

You do not need to go out and spend the money to re-do all the cards, but when you place your next order, add the extension number to the card. This way it's easier for the caller because they will have an idea of what extension to press without having to listen to all the choices.

Update Your Email Address Signature

Just like your business card, add your extension number to the phone number listed in your email signature and it will make it easier for people to call you back.

An automated attendant can be a scary thing for a small business who has always answered its phone with a live person. As our lives move into a world of automation, it’s okay for a business to change. Just remember to keep that greeting short, sweet and to the point.

Do you want to know more about automating your system? Listen to our auto attendant by contacting us at 530-223-2979 - we like feedback just like anyone else! If you have questions, or would like to request a free demo with our sales staff to discuss your needs and how we can help you, contact us below.

Related Articles:

Automated Phone Systems Don't Have to Be Robotic

5 Reasons to Have an Automated Attendant on Your Office Phone Systems

Key Components to Consider Before Buying New Office Phone Systems

There are many reasons why you might be considering new office phone systems. Your old system is slow and inefficient. Your business is growing and your receptionist is overloaded trying to keep up with calls. Your employees are out in the field more often and are missing important calls. Just to name a few big ones. There are also many, many, things to think about when you decide it’s time for new office phones systems at your business. But before you decide on the features you want and have to choose the features you actually need, pause for a few moments and consider these key components.

Where Are You Now?

It’s easy to start thinking about all the cool office phone systems features you could get for your business – and we’ll talk about that in a moment – but first take a step back and consider what your business needs are right now. Ask yourself why you need a new office phone system. Some common reasons touched on above are:

• Your technology is just out of date. Just like any technology, there are always new and improved phone systems and features becoming available. You probably update your cell phone with the latest software every couple of months, and actually get a new cell phone every couple of years; phone systems need to be maintained and updated annually, and often replaced every 5 years or so.

• Your business is increasing. If you’ve noticed an uptick in business this is a good problem to have, but hard on your employees. You aren’t quite at the point where you can hire more resources, but you need to do something NOW. That’s where an Auto Attendant and Direct Extensions come in to help with call flow and customer service to connect your caller’s with the right department and help your receptionist with call flow in the process.

• Your employees are out in the field. Whether it’s your sales team making presentations or your service department making house calls, your staff is getting harder to keep tabs on. This is when Mobility would come in handy so that you can get a hold of your staff even when they are out in the office – and your customer’s can too.

These are just a few ways that new office phone systems can help meet the needs you have now, but it’s also important to consider what the future might hold.

Where Will You Be in the Next 5 Years?

Purchasing a new phone system for your business is an investment that you want to last. That’s why it’s crucial you consider where you see your business in the next few years. There are ways to plan for business growth and select the capabilities you want your office phone systems to have, but that you don’t actually anticipate needing for a while. For example, most basic phone systems come with:

• Voicemail for each person in your organization

• Emergency notification

• Voicemail to email integration

• Message notification

But if there are other things you anticipate needing as your business grows, you’ll want to plan ahead for those, such as:

• Auto Attendant

• Direct Dialing

• Call Accounting/Call Recording

• Mobility

• Conferencing

• Presence

• Multiple Office Locations

You may be small today, but you need to set yourself up for growth tomorrow.

Who Are You Considering Working With?

Arguably the most important thing to consider is the office phone systems vendor you choose to partner with. You want them to be aligned with your mission and able to support your vision, as well as able to offer you a customized solution that meets your needs. Read this blog to learn more about what to look for in a phone system vendor, such as cost, licensing, certifications, training, maintenance, and the special applications they provide.

To learn more about partnering with Gaynor Telesystems, Inc. download our free offer below or contact us today.

Find the CCTV Security Camera Designed to Fit Your Business Needs

Everyday we see an event that was captured by CCTV security cameras. Some make us laugh, some break our hearts with sadness. The truth is, as business owners, security solutions are becoming a hot topic and one that cannot be avoided for much longer.

Security solutions assist police with criminal capture, help new parents feel comfortable with day care facilities, and help schools keep an eye on who is on campus. Here are 3 options you should consider while searching for CCTV security cameras for your business.

Pelco - Evolution 360° IP Cameras

Pelco first introduced the Evolution camera about a year ago. Like many good products, it didn’t take off when first introduced, but now it’s a camera that is worth looking at.

For school application, here is a white page that is specific to the educational market and will help you understand why the 360 may just be the right camera for your office or school today.

Pelco - Thermal Imaging IP Camera with Sarix Technology

Coming from more of a military angle, the thermal imaging cameras are not always part of the conversation when looking for security solutions. While they’re still on the higher end of CCTV security cameras, they’re now available to all markets. Fog, smoke and total darkness are no longer a problem when you have thermal imaging.

Pelco - Sarix IL Series Micro Domes

Maybe your security budget is more of the 7-11 coffee variety. Pelco offers value lines of cameras too. You get the Pelco brand and workmanship at a value line price, offering a solution most businesses can afford. Security solutions do not have to break the bank, they only have to offer you protection.

Are you ready to start investing in security solutions? Not sure where to start?  At Gaynor, we provide FREE Design assistance for our customers who want to purchase CCTV security cameras.

About Us

Gaynor Telesystems Inc. has been proudly serving the North State Communities of Chico, Yuba City, Marysville, Eureka, Arcata, Sacramento, Davis, Woodland, Redding, and Red Bluff for more than 40 years. We hope the information you found in this blog was useful. To learn more about how Gaynor Telesystems Inc. can help you install, maintain or service business communication solutions, please contact us at 877-Gaynor1. 

Basics of Business Communication Solutions: Automated Attendant

You’re already familiar with what an automated attendant is, you just might not know it. The greeting below might sound familiar:

“Thank you for calling The Tech Company, where business and technology come together." If you know your party's extension, you may dial it at any time. Otherwise choose from one of the following options. For sales, press '1'. For support, press '2'. For our regular business hours, press '3'. For accounting, press '4'. Otherwise press '0' for the receptionist or stay on the line and somebody will assist you shortly."

An automated attendant offers multiple business communication solutions for your company. It’s simply a greeting on your phone systems that gives callers multiple options. The example above is how an automated attendant might answer the phone at your business. You can view other sample greetings here. It’s the first touch point your caller has to your business before being routed to the correct person or department in your organization.

While some people may argue it’s impersonal or even annoying to have an automated greeting, it actually provides some great benefits.

• Consistency – You know when customers call they are receiving the same information. If your business has multiple offices an auto-attendant also allows you to have one number for all locations, providing a streamlined experience.

• Reliability – You know when customers call they will always receive an answer, even if they call after normal business hours or on the weekends. Different greetings can be recorded and set to automatically switch. For example, you can have greetings for specific holidays, on the weekend, or lunch hour.

• Efficiency – You know when customers call they’re routed to the department they need right away with the push of a button instead of being put on hold. You can also customize the call routing based on both individual and department needs. For example, if the customer is directed to the sales department the extension of the sales rep next in line for a call would ring, versus the service department where the first person available would take the call.

• Don’t have too many options – Your callers only have so much time and patience. They know why they’re calling and they don’t want to have to listen to a long list of options to get to who they need to talk to. It’s best to limit the list to 3 or 4 options.

• Provide an opt-out option – Some callers may have a question and don’t know which department they need to talk to. It’s important that one of your options can take the caller directly to customer service where they can speak to a live human being and get the answers they need.

• Make sure your greeting is professional and appropriate – Have an employee who actually works at your company record the greeting and make sure it matches the type of company you are. For example, your greeting might be fun and bubbly if you work at a school, but more on the serious side if you work for a law office.

An automated attendant provides some great communication solutions for your business, but there are also some best practices to be aware of when using the auto-attendant feature.

Remember, an automated attendant does not have to be impersonal. You can record the greeting to reflect your business’ personality and provide just the right amount of options to get the caller to the person or department they need to speak with.

To learn more about the auto-attendant feature and other business communication solutions, Gaynor Telesystems can evaluate the capabilities of your current phone system, recommend an upgrade if needed, and help you decide if an automated attendant is right for your business. Contact us below for a free demo.

Related Articles:

My Receptionist is Leaving, Do I Need an Auto Attendant for My Office Phone Systems?

3 Problems Solved With an Auto Attendant on Your Office Phone Systems

3 Features of NEC Phone Systems Small Business Owners Will Love

NEC Phone systems have been available for over 50 years and Gaynor has been a partner of NEC for over 40 years. This is a winning combination for small business owners who are looking for new small business telephone systems.

NEC believes that no small business owner should be left behind. Here are some features small business owners love.

ACD – Automatic Call Distribution

Not just for the big companies, but for the small business telephone systems, the new NEC SV9100 has ACD with small business in mind. This NEC phone system, with the base purchase of the ACD, can have up to 20 agents.

What that means to you: if your billing department has 5 people and your dispatching department has 10, both can be part of an ACD solution, and you do not have to worry about buying extra seats or licenses as you grow.

For example, with the ACD in the billing department, you can see how many people actually call billing, what days of the week are busiest, and then can staff accordingly. ACD gives reports for managers to enable better customer service and better employee productivity.

Mobility

Staff today want the option of mobility. Not all staff will use it and not all staff will like it, but more and more business owners are looking at mobility. NEC phone systems have mobility built into them. They have the ability to allow your smart phone to ring when your desk phone rings. Simple and straightforward. NEC calls it mobile extension. The staff at Gaynor use it and we love the ability to call one phone number and know it will reach our team member.

Start Small and Grow Big

Small business telephone systems start small, but have the ability to grow big. NEC invests in small business. It knows that small business can turn into big business – why waste money just because you’re growing?

With the NEC SV9100 solution, you can start with a digital system of 6 phones (or smaller), but when you’re ready you simply add some software and a little hardware and now you can have a VoIP phone system. No need to throw out what you had, you just grow with VoIP phones, multiple sites, and larger ACD systems. NEC phone systems grow with you. You can invest in only what you need now and not what you need 2 years from now.

Do you need more information about the NEC phone systems available today? We are happy to provide any demos on small business telephone systems. Just click on our request a quote link below, and we will be happy to assist you. 

About Us

Gaynor Telesystems Inc. has been proudly serving the North State Communities of Chico, Yuba City, Marysville, Eureka, Arcata, Sacramento, Davis, Woodland, Redding, and Red Bluff for more than 40 years. We hope the information you found in this blog was useful. To learn more about how we can help you install, maintain or service business communication solutions, please contact us at 877-Gaynor1. 

Millennials & Business Communication Solutions: The Changing Workplace

Recently, I have been reading about how the incoming millennials are changing up the workplace. When it comes to business communication solutions, some articles suggest the desk phone is going away, others think voicemail is going away, and each opinion is different.

The truth of the matter is, the millennials are changing the workplace, but just how is still to be seen. Take the modernization of the computer. When it became common place, there were many who left or took early retirement because they could not change with the times. So here are some of my thoughts on the millennials and the workplace.

They Want to Be Part of a Team

This generation grew up in teams - soccer teams, baseball teams, swim teams and so forth. They are used to being with people. They socialize and talk out the problems and issues. Having an office that supports teamwork will be critical to the success and the retention of the millennials. They also want to have fun and have fun gadgets. That’s why business communication solutions like the ShoreTel Dock are great for millennials - they are cool and they provide the ability to be part of the communications team.

They Want Their Own Schedule

Now this can be a hard one for many businesses, especially if you expect them to answer the phone for the office. But there are some positions in the company where they can be mobile, flexible and still perform at high levels. The millennials will work hard and play even harder, but in their play, they are also developing business relationships that will take them to the next level. They are also new husbands and wives and even new parents. By having practices and options like mobility, you can help them succeed on their own schedule.

They Want to Be Heard

Many times the millennials have been in the back seat, literally. They were the first generation to have car seats until the age of 8. Yes, these kept them safer, but they also were not the center of attention. In college lecture halls, they were one of 500. Now that they are in the work force they want to be heard. They want to talk to their manager and offer ideas. If you are still thinking about what phone system to get ask them for their opinion. Ask them to sit in on the demos for the VoIP system.

The key is we don’t know what we don’t know about the millennials. All we do know is that they are here in the workplace and they are the future. So let’s embrace the change of the work force and have them be part of the VoIP conversations and talk about CCTV solutions.

They understand technology. They might not understand all business communication solutions technology, but they can and are willing learn. If you are ready to talk to us, but want your team to learn more, check out our resource section for eBooks and tools.

About Us

Gaynor Telesystems Inc. has been proudly serving the North State Communities of Chico, Yuba City, Marysville, Eureka, Arcata, Sacramento, Davis, Woodland, Redding, and Red Bluff for more than 40 years. We hope the information you found in this blog was useful. To learn more about how we can help you install, maintain or service business communication solutions, please contact us at 877-Gaynor1. 

Schools and ShoreTel Business VoIP Solutions: A Winning Combination

School systems all around Northern California are looking for phone system upgrades.

School budgets have been slashed and E-Rate funding has dramatically changed. IT departments have been tasked with looking for a long term communication solution.

Schools and ShoreTel are that winning combination. Here are some reasons to look at a ShoreTel Premise Solution for your business VoIP Needs.

Funding Options

Going out to a formal bid takes time, money and resources. Once you have narrowed down your VoIP communication options, you can look at purchasing methods for a new system.

ShoreTel is authorized for purchases via CMAS, WSCA/NASPO and PEPPM, just to name a few. These organizations allow purchases off the GSA and limit bidding requirements. (Check with your purchasing department for internal requirements).

So instead of getting bids from 20 different companies with 20 different solutions, you can narrow your search and have an idea of the pricing, as it has already been bid.

Central Administration

As the IT department, taking over the installation and maintenance of the business VoIP communication solution may be the last thing on your list. With the ShoreTel one-system architecture, you can have one main site and deploy your schools sites on your schedule.

You have options for integration of your current switches, so you can have a 2-3 year installation plan. With each site installation, you are adding parts to the site, but all the programming is done in a central location.

You can start the configuration and programming while schools are in session then deploy and cut over any lines over holiday breaks. No longer are you waiting for school holidays to do complete installs.

Special Pricing for Schools

ShoreTel wants to work with schools on their VoIP solutions. That is why a standard K-12 school gets an automatic $90 off list price for handsets. They have handset models in all shapes and sizes. The classic classroom IP phone will be $99 after the discount. No more $200 or $300 IP phones. When combining government discounts and handset discounts, you can save even more, allowing that IT phone system budget to do more. ShoreTel is committed to the lowest Total Cost of Ownership. To learn more, check out this article from Nemertes Research.

The key for any successful installation at a school is choosing a provider for the business VoIP solution. Gaynor Telesystems has been installing phone systems, VoIP solutions, and more in schools for over 30 years. 

We have the ability to sell via the government programs, and the know-how on installation timelines, process, and maybe most importantly, we understand how to interface with both IT, school administration, and teachers. 

To learn more, check out our success story with Modoc School District.

We are here to help schools choose the right solution. We know that budgets are squeezed, security is critical and timing is paramount.  Contact us today, we can meet with you and review all your options for a business VoIP deployment, whether it is this summer, or next year. 

About Us

Gaynor Telesystems Inc. has been proudly serving the North State Communities of Chico, Yuba City, Marysville, Eureka, Arcata, Sacramento, Davis, Woodland, Redding, and Red Bluff for more than 40 years. We have the information you found in this blog was useful. To learn more about how Gaynor Telesystems Inc. can help you install, maintain or service business communication solutions, please contact us at 877-Gaynor1.

Gaynor Telesystems February 2018 Update

Happy Valentine’s Day! In this month’s update, we want to help you celebrate with a special offer. If you purchase any system during the month of February and mention this post, you'll receive an additional FREE 6 MONTHS OF LABOR WARRANTY! Besides the special offer, here's a quick overview of what’s happening this month.

CCTV Camera Systems

Gaynor Telesystems proudly represents the ICRealtime product of Camera Systems. These systems are both solid and competitively priced. The 10-year hardware warranty is unmatched in the CCTV industry. Purchasing a business grade camera system with professional design and installation is key to the success of your security goals. Camera placement, views, day/night recording, and storage time are key components to a properly designed system. Today’s camera systems are full featured with mobile apps, and ICRealtime also has 68 camera models to choose from that integrate with Amazon Echo for live camera viewing. ICRealtime has also developed ELLA. ELLA is the first Smart Video Search Software using AI. Keeping your staff and facilities safe is a concern on everyone’s mind. We can design and install camera systems ranging from 4-400 cameras across your campus or facility.

VoIP Telephone Systems

Your ShoreTel Connect System is now Mitel MiVoice Connect. With the acquisition of ShoreTel by Mitel in late 2017, the product has a new name, but the same impressive design and feature set. Mitel has voiced strong commitment to the ShoreTel product line. You can read more here.

Gaynor Telesystems is confident that the ShoreTel product will continue to have a very strong showing in the VoIP marketplace under Mitel leadership and is still available for purchase under CMAS contract. This video gives an overview of the transition.

The ShoreTel/MiVoice security features set for the K12 education market has been of particular success. This very affordable software bundles provides your staff the ability to act quickly in an emergency situation. Key features include:

• 911 Emergency Notification – Desktop screen pops with Alert Tone

• 911 Emergency Notification – Automatic out dial to max 50 preset telephone numbers

• 911 call recording, up to 5 sessions.

• Nuisance Call Blocking

• Paging – onsite LOCKDOWN prerecorded paging announcement contingent upon integration to existing paging system.

• Phone and Group scheduler for classrooms – Block outside callers from accessing classrooms during instruction time. Authorized internal override to reach classrooms

Campus Security

Is your campus ready for a lockdown emergency? Gaynor Telesystems is the local service contractor of choice, providing security systems uniquely designed for your campus. One product that we recommend is the Valcom Class Connection and IP6000 Clock/Bell/Lockdown System. Valcom is the leader in the Education Campus Security marketplace. The Class Connection clock/bell system comes with easy to manage schedules and preset lockdown features. With our custom designed Lockdown Buttons, there is no more attempting to dial codes into your phone system and adhoc announcing the emergency. Those seconds make a big difference. Contact us to get a free campus analysis.

End of Support for Older NEC Systems

Is your NEC system ending it’s useful life? Are you aware of the new features available such as mobility and unified communications and how they can increase staff productivity and your customer service levels?

If your firm is not running on the newer SV platform from NEC it is likely time to get a free quote to upgrade. The older models such as Electra, Elite and IPK have been added to NEC’s end of support list. While Gaynor Telesystems technicians are well-versed in working on these platforms, parts are getting scarce and are only available on the secondary, used marketplace. This year, 2018, is the perfect time to refresh your solid NEC system that has served you well for 10-15 years! The SV8100 and SV9100 platforms are scalable and provide you the ability via a web browser to manage much of your system.

Financing Available

There’s no need to tie-up cash to get new technology! Gaynor offers competitive lease programs for all the systems we sell.

The vast majority (78%) of US businesses of all sizes–from small entrepreneurs to Fortune 100 companies–lease their telesystem equipment. Here are some reasons why:

1. Finance 100% - We can arrange 100% financing of your equipment, software and services.

2. 0% Down - We have financing options that have no money down.

3. Keep Up-To-Date - With financing you can keep all your technology up to date. Never buy technology again!

4. Save Cash - Save your limited cash for other areas of your business such as expansion, improvements, marketing or R&D.

5. Benefit from Bundling - Bundle the equipment, installation, maintenance and more into a single, easy to manage payment solution.

6. Hedge against Inflation - Lock in rates when you sign your lease to avoid inflation in the future.

Gaynor Telesystems has an easy application process with 24 hour credit decisions.

Today's Security Solutions for Safer Schools Offer More Than Cameras

CCTV school security camera systems are not a new thing, but have been a topic of conversation for many years now. Schools not only have to be aware of crime from outside individuals, but also from the actions of students on campus.

No longer are schools looking at security solutions as just cameras, they are wanting to see what other projects are available for safety. Here are a few options available for security measures for schools.

Paging, Emergency Alerts and Lockdown Notification Systems

Most schools have some type of bell clock system. Many of them are hundreds of years old (okay not really hundreds, but at least 20 years!). The cost of replacing those systems can be very expensive, especially when you look at the infrastructure.

With the  IP environment, changing out all the speakers is no longer a requirement. When looking at the simple security solution of a paging system, you want to make sure you can get clear messages out to everyone on campus.

Some options for today’s security solutions in technology are the alerts and emergency communications by VALCOM. Now with your VALCOM Emergency Notification  solution you can interface for both bell schedules and emergency announcements including Lockdowns. 

VALCOM is the only manufacturer of K12 Emergency notification systems certified by Homeland Security.  These affordable systems will keep your students & staff quickly notified of emergency situations with lockdown announcements, reader boards, mass notification via sms, screen pops and more.  

Cameras

CCTV school security camera systems are still highly used in both K-12 and college campuses. Pelco is a trusted brand leader in the education market. With Pelco, you can have a central monitoring location. Using IP camera technology allows you access from anywhere on the network with the correct rights and permissions. Thus allowing a security officer at one high school to look at an incident at another. 

When you implement a camera solution as part of your security solution, you’re able to use the cameras to look at events, whether they come from an outside intruder or a bully on the school campus. Placement of the cameras in common student areas is practiced by most school districts. Working with a professional is the key to finding the correct placement of the cameras. To learn more about CCTV camera installation, look at our success story at Corning School District.

Money is always a concern with schools. Working with a provider who understands purchasing methods like CMAS and WCSA are helpful to schools. It is also important to work with someone who can design your security solutions with you in mind – your areas of concern, the needs you have, and if you’re interfacing with any other projects.

Want to know more about our experience working with schools? 

About Us

Gaynor Telesystems Inc. has been proudly serving the North State Communities of Chico, Yuba City, Marysville, Eureka, Arcata, Sacramento, Davis, Woodland, Redding, Yreka and Red Bluff for more than 40 years. We hope the information you found in this blog was useful. To learn more about how we can help you install, maintain or service business communication solutions, please contact us at 877-Gaynor1. 

Signs Your Small Business is Ready for a Multi Location Phone System

This past year has been the year of growth. You have opened your third and fourth locations and now you are struggling to have good communications with all offices. The 3-line telephone system is no longer cutting it. You are a multi-location small business.

Small business telephone systems are the next step. Here are signs that you need to upgrade to a multi location phone system.

Employees are Using Cell Phones to Call Each Other

The lines are ringing on your system and clients want answers. You see that employees are talking with a client, putting the handset down and calling another employee with their cell phone. With a multi location system, you can have your employee place the caller on hold, then place an intercom call. Thus saving the need to use the cell phone.

If need be, you can then conference in the two other parties. Maybe you’re thinking conferencing is too expensive. With just a couple clicks of the mouse and the ShoreTel small business telephone system is now your conference unit. Check out this blog from ShoreTel on the benefits of conferencing.

You want to look like one company, with one message

You have decided the inconsistency in the way the phones are answered could be corrected by installing an automated attendant. The challenge is you do not want to purchase 4 automated attendants.

With a multi location phone system, you have one main greeting and all your callers can be directed from one main place. This also allows you to control employee costs by possibly eliminating an answering position. You can centralize your answering position and have one person be that voice of your company.

Small business telephone systems can have multiple layers of an auto attendant. You can direct callers to anyone on your phone systems. 

You have extra bandwidth between locations

You did what the network company asked. You connected your sites. You no longer have to deal with the management nightmare of 4 servers. Now you have centralized all your servers and network connections. The next step is centralizing your communications. 

When you have central communications, you can look and feel as one company. The ShoreTel premise or even the hosted/sky solution allows for multi site businesses to look and feel like one. 

So use that bandwidth and the connections between your offices. It will help improve customer experiences and employee productivity.

Still not sure a multi location phone system solution is right for you? We love the ShoreTel solution because it will grow with you. So start at your main site, learn how the system works, and then grow the system at your own pace. If you’re not ready to commit yet, check out our blogs to learn more about small business phone systems.

About Us

Gaynor Telesystems Inc. has been proudly serving the North State Communities of Chico, Yuba City, Marysville, Eureka, Arcata, Sacramento, Davis, Woodland, Redding, and Red Bluff for more than 40 years. We hope the information you found in this blog was useful. To learn more about how Gaynor Telesystems Inc. can help you install, maintain or service business communication solutions, please contact us at 877-Gaynor1.