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Some of the people who take calls at work are probably very good at using the transfer button. However, some people may be in trouble because they cannot use business phones well.
Therefore, in this article, we will specifically explain how to use the button to transfer the call . You can also check how to use the hold function and how to operate the extension call transfer button .
Explanation of convenient basic functions of business phones
Phones used at work (business phones) have a function that allows you to hold or transfer calls after picking up an outside line. In this chapter, let’s check the difference between the hold function and the transfer function and how to use them.
What is a hold?
By pressing the hold button on the telephone, you can hang up the call once without disconnecting the outside line or extension line. Depending on the phone used in the office, pressing the hold button often causes a melody (hold tone) to be played on the other party’s phone line.
Also, if you press the hold button during a call, the other party will not be able to hear your voice or sound. Therefore, it is common to use the hold function when transferring a call to another person or confirming the answer requested by the other person.
The procedure for using the hold button during a call on an external/extension line is as follows.
- Receiving external/extension calls
- Listen to the other party and press the hold button on the phone
- contact the person in charge or prepare the necessary response
- The person making the call presses the hold button and answers the call
In some cases, if the person in charge is not near the person receiving the call when a customer or other party calls, the person in charge may contact the customer using a business phone while keeping the line on hold.
In this case, if the first person to receive the call informs the person in charge of the hold button number (determined within the company), smooth handover is possible.
What is transfer?
Forwarding in business phones is the ability to send an external call picked up by one person to another phone.
How to use the forwarding button of the business phone is as follows.
- answer an outside call
- Listen to the other party and press the transfer button
- Inform the person in charge of the external call
- hang up the phone
In the case of forwarding, by pressing the button once and handing over the call to the person in charge, the outside line is forwarded the moment the receiver is hung up .
The point is that both the person who received the call and the person in charge can save the trouble of pressing the button . Also, if you use the transfer button, you can prevent mistakes such as answering the wrong call by pressing the wrong hold button.
There are two types of call forwarding:
- External line transfer
- extension transfer
“Outline forwarding” forwards an incoming outside line call to the mobile phone of the person in charge who is out of the office .
Then, what kind of transfer function is extension transfer? We’ll take a closer look.
What is “extension call forwarding” for business phones?
Some business phones have a button called extension call transfer.
Extension call forwarding is a method of forwarding an external call to a business phone to a person in charge within the company via an extension line .
The forwarding button mentioned above was a mechanism to pass the outside line to the outside line, but the extension call transfer is a system that literally relays the fact that there was an outside line, and the person in charge can answer the outside line call.
If there are multiple telephones in the company, or if they are placed in remote locations, it is difficult to call the person who is answering . is.
If you have separate floors or a large number of employees, a business phone with an extension call forwarding button will help improve work efficiency.
Some business phones have an internal call forwarding button and some don’t.
Some business phones can forward calls to internal lines, but unfortunately there are models that do not have this function . Even if there is a model that can forward internal calls, it is not uncommon that it is difficult to use due to budget constraints.
However, extension call forwarding is a very convenient function, so we recommend that you consider whether it should be introduced for business purposes.
In the second half of the article, we will introduce what to do if you cannot positively consider the introduction of a business phone with convenient functions, so please refer to it as well.
How to operate and how to use
If your company’s business phone has an internal call forwarding button, it’s common to use the following procedure.
- Receive an outside call and ask for a business
- The person receiving the call presses the extension transfer button
- Contact the person answering the call by extension
- When the first person to pick up the call hangs up, the outside line is forwarded
Depending on the business phone used at your company, there may be cases where extension calls cannot be transferred successfully using the above procedure. For details on how to transfer internal calls, we recommend that you contact the phone manufacturer and check the settings.
How to operate without buttons
If you do not have an extension call forwarding button, we recommend using NEC Networks & System Integration’s Canario .
If you use Canario, AI will automatically transfer the call when you tell the name of the person in charge who should answer the call by voice guidance.
The point is that there is no need for an intermediary and the transfer is done automatically, so the series of work is considerably reduced .
Even if you receive a call to your office and are out of the office, you can have it forwarded to an outside line, so you don’t have to worry about missing a business opportunity or losing the trust of your customers.
Canario basically does not need to be operated by employees if the AI is set in advance. If there is a call from an outside line, the flow is as follows.
- You receive a call from a customer
- AI handles the call (the caller verbally conveys the name of the person in charge)
- Answer the phone that the person in charge answered
If the caller does not specify a specific person in charge, all members registered with AI will receive the call. If you cannot answer the phone due to the absence of a member, etc., we will accept a written message, so it is possible to respond smoothly even after the fact.
summary
Business phones are equipped with convenient functions such as hold and transfer. People using it for the first time may not be familiar with how to use it, but please refer to the contents introduced this time and try to make full use of hold / transfer.
Some business phones do not have an extension call forwarding button. In this case, NEC Networks & System Integration’s Canario can be used in the same way.
If you are interested in the convenient functions of business phones and are looking for something easier to use, please consider using Canario on this occasion