Maximize Your Phone Setup

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Since we’re early in the new semester, with most campus operations taking place from home offices and in virtual settings, it is a good idea to make sure that your department’s phone system setup is optimized for the way we do business now.  On top of that, with the frequency of personnel changes that occur at a busy campus, it is always a good idea to make sure you are only paying for the phone lines that you really need/use and that your monthly billing charges are correct.  With these factors in mind, we encourage all departments as you have time to consider the following:

If your department uses a “Calling Tree” to allow callers to select from a menu of available options, is that tree still up to date for the way you do business today?  Conduct a review of your setup to make sure it is still accurate by calling into your main Calling Tree number and listening through the options. ITS personnel can also assist you with a description of your current setup upon request. (Are “Calling Trees” a new concept to you? See article, “Campus Phone System—Did You Know?” for more info.)

Do you use “Hunt Groups” to help your department handle larger call volumes? If you do, is your current setup appropriate for your department’s current structure? And if you don’t use Hunt Groups, would it help your busy department more effectively handle calls? (Are “Hunt Groups” a new concept to you? See article, “Campus Phone System—Did You Know?” for more info!) 

When was the last time you reviewed your monthly phone charges?  Are you paying for extensions you no longer use? Is your list of users accurate? We suggest requesting a billing audit with ITS to true up your billing and your user descriptions.

If you have any questions or need assistance sorting through your Calling Tree, Hunt Group, or billing information, please reach out to us at