A phone extension manual template is a manual that is used to define instructions for using a phone extension in an office working environment. The office is a place where different native employees work and struggle to achieve the milestone set by management. To work as a team and complete the allocated tasks, they need to communicate with each other. Rather than relying on personal phones or emails, a phone extension system can be used to solve this problem. Every employee can contact another employee or manager whenever he/she needs assistance. Usually, a phone extension system allots different numbers, known as extensions. By dialing these numbers, employees can talk to each other. Moreover, being an employer, an owner also needs to communicate with his/her employees and a phone extension system is the best way to talk without personally visiting them. A phone extension manual plays a very crucial role in establishing a system where no employee can misuse this facility. They know how to use it, when to use it and how long to use a phone during office time.
Importance of Phone Extension Manual:
A manager is a person who needs a list of all extensions installed within work parameters to communicate with his/her subordinates. Moreover, he/she is also responsible for making sure all employees are following a phone extension manual. Since it is a good facility, an excessively used facility may create different problems. Therefore, this manual basically puts a check on the usage of extension lines during office hours. Moreover, departments should be in a position to talk to each other freely through extensions, since it is a very economical method. But to avoid being excessive usage, this manual can be placed on every floor of the organization. Employees should also be encouraged to read this manual once a year, to make sure all employees are updated. A phone extension list can also be used to place at every desk with the name and job title of each employee. This will ease the search process for all employees, especially for new employees.
Benefits of Using a Phone Extension Manual:
A phone extension manual provides countless benefits to an organization. However, a few are given below for quick understanding;
A handbook to Use: A manual is always a handbook which everyone can use to get benefits. It allows the users to understand what they can do and what they cannot do. In case of an emergency, what options they have and how to handle an emergency situation.
Role of users: A phone extension manual clearly defines what the rules are and how these rules can be used to perform. In the case of any violation, what actions can be taken place against those who mistreat this facility?
Communication and Contact: This manual plays a significant role in elaborating communication rules and how employees can contact each other. It is important to understand that everyone is busy completing his/her daily-based targets. Therefore, it would certainly be wise not to interrupt them without a valid reason.
Power of Calling: A phone extension system provides the power for all employees to call each other and even the outside world. Thus, this power needs to be governed by a systematic approach, which a manual can easily provide.
Templates for Phone Extension Manual:
Source: www.hw.ac.uk
Source: www.pabx.com.ph
Source: www.hamilton.edu
Source: www.ritelephone.com
Source: drexel.edu