This Estate Agent in southern England has three branches. The branches are local to each other and the staff need to be in regular contact. Staff are also travelling a lot both visiting properties and the other offices.
Each office had its own phone system which rang on all desks in the office. The issues with the existing system were:
- Calling an office and finding that the staff member you wanted was out. This ended up in most staff calling staff mobiles rather than landlines, increasing costs significantly.
- Each office has its own phone system so if a call is taken in one office there is no ability to transfer it to another.
- When staff are out of the office, need to call their mobiles – again no ability to transfer calls
- 3 different phone systems with three different support contracts and support contracts
- No ability for one office to handle anothers calls if staff are out of the office
- Voicemails are only accessible in the office
- Instructions and sales are being lost due to difficulties in contacting staff
With this list of issues, it’s no surprise that the client was delighted when the client found out Gradwell could provide a new system that worked across all the offices as if they were one, included mobiles into the office system and reduce costs by over £1100 per month!
Two months later the business has settled into its new phone system:
- Each office has retained its existing telephone number but calls that are not answered in that office are routed to other offices after 30 seconds.
- Each person that travels regularly has the Gradwell app on their mobile phone that acts an extension on the office network, so it rings wherever they are – no hunting across offices for them
- Key staff that take regular inbound calls now have direct dial numbers that follow them to whichever location they are at and even forward to their mobile
- Voicemail messages are emailed to staff immediately
- Customers are now commenting on how quickly they get through to the right person wherever they are
- Costs have been reduced by £1107 per month
Overall, a very happy customer!
If you want to improve your office communications while cutting costs, get in touch with George at Gradwell today on 01225 580555.