The assistant has many roles: a director’s right hand, the mainstay of a sales department, and an interface both within the company and with external partners.
The assistant is responsible for administrative matters on every front. He or she is highly resourceful, works in a methodical and organised manner, juggles priorities and manages urgent matters.
Discretion, resourcefulness, social skills and a service attitude are the inherent qualities of the assistant’s role.
But what about their tools, and more especially one of the basic tools, namely the telephone?
It is important for assistants to have the best tools at their fingertips: providing them with a Centrex solution means the certainty of choosing of a flexible phone, with multiple functionalities that can be upgraded for no extra cost.
Being at the heart of the company, the assistant needs an overall view of activity in real time.
Often the first point of contact for external callers, the assistant is approached day in and day out by callers asking to be put through to a specific department within the company.
With a Centrex solution, he or she can manage the lines of colleagues within the company from the operator console: the assistant only has to glance at a BLF (Busy Lamp Field) indicator light to know whether colleagues are available or not.
Just by pressing a phone key, the assistant can decide whether or not to transfer the call to the person the caller wishes to speak to. In the same way, he or she may intercept certain calls: this is what is often called “filtering”.
This means the assistant qualifies calls, ensuring managers are not constantly approached with requests outside the scope of their main role or of matters that interest them. Call diversion is also a very useful functionality: diverting a call to another phone ensures managers are not disturbed during important meetings while ensuring that the call is not lost.
In addition, more and more assistants are working remotely, and call diversion ensures that all business calls are answered, even from home.
Setting up and managing a phone directory is a task that usually falls to the assistant.
The LDAP of a Centrex solution enables directories to be organised by department and shared with colleagues, as well as enabling calls to be configured easily according to each person’s needs and preferences.
The fax machine, a tool popular with companies for many years, has been successfully reinvented.
The Centrex offer includes WebToFax functionality, enabling faxes to be sent via the internet, and FaxToMail, for receiving faxes by e-mail.
From the management interface, the assistant can manage faxes in a way that is straightforward, fast and up-to-date!
Telephony is at the heart of everything an assistant does.
Centrex functionalities enable assistants to work more efficiently and more easily.
A reliable, flexible and cost-effective solution will make the day-to-day work of a great many employees easier.