Prime Office Space has compiled a series of guides to help you with all your Office Requirements needs including Office Planning, Office Equipment, Communications Equipment, Office Furniture, Computer Software, Computer Equipment and Office Supplies.

This week we will be looking at:

Communications Equipment

Modern, high-quality office communications equipment makes a huge difference in business productivity and improves customer perception about the company.

Contemporary businesses have a multi-line phone system to handle a sufficient number of lines (typically more than two) for inbound and outbound calls. Each employee has access to a telephone and is able to transfer a call, place a call on hold, put a call on speaker or start a conference call for both internal and external customers. Also, a multi-line phone system has queuing and messaging capabilities and can also be linked to a computer for computerized call routing. The number of telephones that need to be purchased are subject to the number of employees, the business size and the call volume. However, with computerized call routing the need for more lines is possible as a result of downloading more data and using telecommuting options.

Routers and modems are two commonly used computer peripherals in any office. The router allows multiple computers and devices such as smartphones and tablets to join the same network, either wirelessly or through Ethernet connection. Most modern routers are wireless with one or two moveable antennas on the sides, or a built-in antenna. However, wireless routers do not necessarily provide Internet access and therefore the router must be connected to a modem through the Ethernet port. Once the router is connected to the modem, any other device that is connected to the router has access to the modem and the Internet. Although the router and the modem are separate peripherals, they can also be combined into a single device, which simplifies the setup and connectivity process.

Fax machines are also necessary in an office. There are customers who demand to receive the hard copy of important documents immediately. Fax is more secure than email because it generates a delivery notification (sent/failed) and also because any attempt to distort the data included in the document can and will be detected by the sending or the receiving party based on the T.30 fax protocol. T.30 fax protocol ensures the accurate reproduction of documents between two remote points by meeting the legal requirements of custodianship through digital signature. Fax also serves under the basis of “legally binding” ensuring that faxed contracts have the same power as the original hard copies.

Office communication equipment can facilitate workflow and improve operating results. Responding in real time to customer request and be available 24/7 through an advanced communications system increases customer loyalty and achieves a comparative advantage.

Next In The Series: Office Furniture