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If you are looking to increase the professionalism in your business and receive countless benefits at the same time, you may want to consider purchasing an automated phone system for your office.

An automated phone system, also known as an automated attendant, an auto attendant or a phone auto attendant, is a system that receives incoming calls and connects the caller with the appropriate person. In other words, the system is used to take the calls that a receptionist would normally answer. It doesn't, however, completely replace the receptionist. A caller can still talk with a receptionist or secretary, but the automated attendant is set up to intervene first. So is it really as good as it sounds? Yes, but it gets even better. Automated phone systems use CTI, or computer telephony integration, which enables a computer to perform normal phone functions such as making and receiving voice instructions, faxes, and data calls. It also offers the following functions and benefits that have proven to be useful in any business.

What Functions are Offered?

One of the functions offered is a dial-by-name directory, which is especially useful in a large business that has several employees and extensions. This directory stores the name and extension of everybody in the company. When a person calls in, the system has them type in or say the last name of the person they're looking for. When the name of the person is recognized, the automated attendant is programmed to immediately connect the caller to that specific extension. Some systems are also programmed to inform the caller of the extension for future calls.

Another useful function allows employees to put their phones on "do not disturb" setting. If someone tries to call in, the phone will not ring but will but will forward the incoming calls directly to their voicemail. Similarly, if the caller only wants to leave a message and by-pass the employee completely, they can use express messaging which will take them directly to voicemail.

Some automated phone systems do not have the dial-by-name directory but are still able to inform callers of important information. For instance, a company can set up their phone system to notify callers of their business hours, address, directions, special prices, fax numbers or email addresses, or any other information. Some companies even explain answers to frequently asked questions on their automated system to avoid having their work interrupted with customer calls all day long. With any of these functions, it is important to note that the caller is not completely cut-off from speaking to a real person - assistance from a receptionist is always an option.

Some other functions include recording phone calls, screening live calls, transferring calls to internal or external phone lines, networking, and conference calling with both internal and external phone lines.

What Benefits are Gained?

Automated phone systems have been popular for years among large companies and call centers. However, these systems are now being made specifically with the needs and requirements of small businesses in mind. In fact, it seems that every business and organization, large and small, is using an automated phone system. They inform movie-goers of the movies and show times that are playing at movie theaters, they help customers pay bills online, they allow customers to place their takeout orders for restaurants, and some colleges even use them for student registration. The students simply use the key pad or an interactive voice response to register for classes or check their grades. The possibilities really are endless.

The automated phone system is very efficient, saving you time and money. Not only does it takes a majority of the work away from receptionists and secretaries, allowing them to utilize their time with other projects, but customers are also satisfied. Instead of being transferred from person to person without ever getting through to the intended person, callers can immediately be connected with the person they are trying to reach. Automated phone systems will show callers and customers alike that professionalism is the top priority in your organization.

About the Author: Jessica Little is a Web Content Specialist for 10x Marketing. For some great information about Automated Phone Systems, please contact Simpliphones today.