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There are two methods of forwarding calls on business phones used by companies.
“Extension Transfer” and “External Transfer”. Both are easy once you learn how to use them, but those who have no experience using business phones or who are unsure about how to use business phones, such as “What is extension transfer/external transfer?” There are quite a few people.
This time, we will introduce the three basic functions of business phones . At the end of the article, we will also introduce a convenient service that allows you to automatically forward incoming calls to your company’s landline phone to the mobile phone or smartphone of the person in charge outside the company.
3 Basic Functions of Business Phones Used in Companies
A business phone is a business phone that can share multiple outside and extension lines .
A single line can be shared by multiple telephones through a device called a main unit. Many companies use business phones as telephone terminals.
In addition to being able to connect multiple telephone terminals, business phones are equipped with functions that improve work efficiency, such as transfer functions and voice mail recording functions.
The basic functions of the business phone introduced this time are the following three.
- reserve
- extension transfer
- External line transfer
Although the functions installed differ depending on the model of the business phone and the main device, the above three functions can be used with almost any business phone.
I will explain how to use each.
reserve
Business phones used by companies can be put on hold temporarily by pressing the hold button, just like ordinary home phones.
While the call is on hold, a melody is often heard on the other party’s phone. You can resume the call by pressing the hold button again.
In addition, if you want to transfer an incoming call on a business phone to another employee nearby, you can use the hold function to verbally communicate your requirements to the person in charge, and the call can be passed on to that terminal.
Holding a business phone can also be used differently from holding a home phone as described above.
When relaying a call to an employee in a remote location, such as another room or floor within the company, first notify the person in charge that there is an incoming call on an extension line, and then transfer the call to the person in charge’s phone terminal. This is called extension transfer.
extension transfer
Extension transfer is a feature that transfers external calls through an extension.
By using the extension transfer function, you can relay calls to a person in charge who is in a remote location, such as another floor or a separate room within the company.
The extension transfer function, like hold, is basically a standard feature of all business phones. However, the presence or absence of the transfer button and the operation method differ depending on the manufacturer and model, so confirmation is necessary.
After placing a call on hold using the Hold button, here‘s how to call the extension of the person in charge in your company and transfer the call on hold.
How to use the extension transfer function
- take a call from an outside line
- Hold button pressed
- Dial the extension number of the person in the company (transfer destination)
- After the person in charge responds, request to handle the pending outside line
- hang up the phone
- The person in charge (transferee) presses the hold button or the trunk button to answer the call on hold
When you connect to the extension number of the person in charge in the company you want to transfer, you will receive a message such as “This is a call from 〇〇 (sender) of 〇〇 (company name). We will forward the call.” message requirements and hang up.
By hanging up the handset, the outside line is forwarded to the person in charge.
External line transfer
External line forwarding is a function that forwards incoming calls from customers to the company’s landline phone to the mobile phone or smartphone of the person in charge outside the company.
There are two methods of forwarding calls to outside lines : “automatic forwarding” and “manual forwarding” .
Automatic call forwarding is a method of forwarding incoming calls directly to the mobile phone or smartphone of the person in charge whose number has been registered in advance.
On the other hand, external line manual transfer is a method in which if the person in charge is absent when an incoming call is received, someone picks up the phone within the company and manually transfers it to the mobile phone or smartphone of the person in charge who is out. Most business phones use this method to forward calls.
In the case of manual forwarding of external lines, it is necessary to manually forward the call to the company’s landline phone and then manually forward it to the mobile phone of the person in charge or the home landline phone. is often chased by.
Although it is convenient to be able to connect a call with a customer to a representative who is out of the office, it is a disadvantage that the work efficiency and productivity of employees who receive and follow up calls at the company will decrease.
Therefore, I would like to recommend “Canario” , a call forwarding service that can automatically forward outside calls . I will introduce it in detail.
You can also call us outside the office! What is Canario?
“Canario” is a call forwarding service provided by NEC Networks & System Integration Corporation, which supervises this article.
Since the AI will automatically and simultaneously perform the intermediation and transfer, it is possible to prevent someone in the company from being overwhelmed by telephone work.
In addition, AI automatically recognizes the name of the person in charge and acts as an intermediary, so it is possible for the person in charge to directly respond to the incoming call on their mobile phone or smartphone. You can register multiple phone numbers as forwarding destinations.
Canario is equipped with various functions related to telephone business, including a call forwarding function.
- Name brokerage where AI recognizes and automatically transfers the name of the person in charge
- Simultaneous call to call all members of the organization when the person in charge is unknown
- Reliable message text conversion function even when you cannot answer
- Setting business hours to protect the work-life balance of employees
There is also a case where a company has implemented a complete remote work by introducing Canario. If you are thinking of introducing a call forwarding service, please feel free to contact us.
Article Summary
This time, we introduced the overview of the three basic functions of business phones and how to use them.
Business phones have three basic functions: hold, forward calls, and forward calls .
In addition, extension calls cannot be transferred due to the absence of the person in charge. In this case, it can be assumed as a disadvantage that the work efficiency and productivity of the employee who receives the incoming call will be reduced.
With Canario , you can automatically forward incoming calls to your company’s landline directly to your mobile phone or smartphone outside the company. Since the AI automatically performs the intermediation, it is possible to prevent someone in the company from being overwhelmed by telephone work.
By introducing Canario , both employees and customers will be able to carry out telephone work stress-free.