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8 Ways Crexendo Hosted Phone Systems Can Help Your Business

Effective communications are essential for any business. Managers need to stay in close contact with work teams, teams need to maintain contact with each other, and everyone needs to have reliable, clear connectivity to their “customers”, whether that means actual sales teams, IT support resources, or coworkers.

In today’s “new normal” business environment where many employees are working from home or locations away from traditional office settings, maintaining efficient communication is even more critical to manage business activities.

Providing cell phone contact information has helped in managing connections with remote work teams, but the mobility of the current workforce leaves even cell phone access lacking in enabling efficient communication with employees and remote work teams.

Hosted phone systems provide a cost-effective solution for critical business communications.

What is a Hosted Phone System?

Internet technology uses Internet Protocol (IP) to communicate between servers on the web. By utilizing this communications methodology, voice conversations may be provided over the same network – voice over internet protocol (VOIP).

Hosted phone systems utilize VOIP technology to provide phone service for subscribers to the hosted service.

How VOIP Works

Just as business users communicate over the internet for email and business applications, phone data can operate over the same network. This provides efficient 2-way communications without the need for separate telephone cabling or engaging a traditional phone company for service.

Business employees can utilize familiar-looking telephone handsets to utilize VOIP phone services, or simply employ a headset that accesses the system through their computer’s USB or Bluetooth connection.

Benefits of Hosted Phone Systems

Implementing a hosted phone system provides multiple benefits for business users:

1.     Mobility

By utilizing the internet for phone communications, users can make or answer calls anywhere there is an internet connection. This is especially relevant for today’s mobile workforce, with employees spending more time on the road, at customer sites, or working from home.

With a hosted phone system, incoming calls can be customized to ring at multiple locations at the same time – office, cell phone, home, etc. This can be a significant benefit for sales teams, support personnel, or medical professionals. Lack of missed calls equates to better service and potentially increased sales.

2.     Wireless Connectivity

Wireless connectivity is not only important for mobile teams. Even within a traditional office environment, transitioning to wireless technology means workers can receive calls anywhere in the facility including breakrooms, conference rooms, and even when in transit between locations. Access to calls from anywhere is extremely valuable for support personnel, medical professionals, and managers.

3.     Flexibility and Scalability

Hosted phone systems can be customized to meet the special needs of any business. Combinations of VOIP phones, mobile phones, voice and data communications, handsets, and wired and wireless configurations can be tailored to business requirements.

Regardless of how the system is tailored for a business, employees are connected through the hosted system regardless of where in the building – or the world – they may be.

Users can be added or removed easily as business needs change. Scalability requires no changes or upgrades in equipment.

Phone numbers can also be modified dynamically so that if contact numbers change, new information can be changed immediately to provide accurate call routing.

4.     Cost

Hosted phone solutions are a cost-effective alternative to traditional dedicated phone systems. Installing an internal PBX phone system can be costly both from the initial purchase and ongoing maintenance expenses. With a hosted solution, the vendor provides communication functionality and maintenance of the system.

Rather than an expensive capital investment for traditional telephone service, businesses implementing a hosted solution have a stable and predictable monthly cost that is typically an operating expense.

5.     Reliability

Phone service is no longer reliant on carrier services – often involving multiple carriers to complete calls. Hosted phone systems are as reliable as any internet connection – anywhere in the world.

6.     Support

Hosted phone system vendors provide support for users 24×7, including maintenance, upgrades, training, and implementation.

7.     Features

Hosted phone systems offer businesses enhanced features that may not be available with other systems:

  • Call forwarding
  • Multiple destination ringing
  • Call recording
  • Conference calling

8.     Ease of Implementation

VOIP is a stable and reliable technology that can be implemented quickly and without the installation of equipment required by traditional PBX systems. Minimal training is required for end-users, assuring productive use of the system in a short timeframe.

Hosted phone systems also have no space or electrical requirements, which can be an added advantage where space is at a premium.

Implementing a Hosted Phone System

Getting started with a hosted phone system is simple. Smile Business Products Inc. (Smile BPI) offers a sophisticated Crexendo phone system with all the technology and features that provide businesses with powerful features and reliability at an affordable cost.

Crexendo will help your business realize all the benefits of VOIP communications with advanced features customizable to your needs.

Smile BPI communications professionals can provide additional information to get you started. Contact us today.

5 Benefits of VoIP That Every Business Needs to Know About

Despite the ubiquity of smartphones in daily life, landlines remain a staple in the business environment. Seen as professional, secure, and easier to manage than mobile phones, they’re nonetheless full of disadvantages, which can hamstring the ability of a company to communicate rapidly between departments or with customers. Many businesses are increasingly turning to VoIP to address these shortcomings.

VoIP stands for Voice-over-Internet-Protocol. It’s a form of telecommunications that relies on the internet rather than a telephone network. It’s sometimes known as internet telephony or broadband phone service. VoIP delivers many advantages to offices and is a smart choice for companies looking to upgrade their phone infrastructure.

5 Benefits of VoIP to Help a Business Thrive

Three different types of technology support voice over IP calling: IP phones, which can place a call anywhere where there is Wi-Fi; analog telephone adapters, which converts an analog phone signal to a digital one to use the internet; and computer-to-computer software calling, like Skype. All three of these methods are commonly found in the office. There are many VoIP benefits for small businesses. These include:

1. Multifunctionality

Anyone who has ever tried to look up contact information while talking on a phone knows just how difficult it is to do it without accidentally hanging up. On a landline, it’s even more impossible, requiring a person to balance the phone on their head while they rummage through another system – or put the device down altogether.

That’s dangerous. Research has shown that hold times negatively affect customer perception of a company.

Not so with  modern VoIP systems – particularly computer-to-computer software calling systems – often bundle multiple functionalities alongside telephony. This is possible because voice over IP works using the internet connection. Unlike a regular phone, a VoIP phone can do:

  • Instant messaging
  • Presence information
  • Teleconferencing
  • Video conferencing
  • Voicemail
  • Send and receive faxes via email
  • Call 911 Direct in reference to Kari’s Law

2. Improved Security

Security isn’t always the first thing that comes to mind when considering a phone. After all, it’s not obvious how a hacker can access a landline to eavesdrop on a conversation. The reality is, however, that it’s not only possible but almost impossible to prevent. A landline cannot be encrypted. No VPNs exist for it, and telephone services don’t come with things like antiviruses to detect unauthorized intrusion.

In contrast, VoIP phone calls take advantage of many of the security features found in the digital world. For example, it’s possible to encrypt VoIP phone calls, making them harder to intercept. As a result, VoIP may be attractive to companies subject to data compliance regulations because it offers more ways to secure the information that may be communicated to clients or colleagues.

3. Enhanced Mobility

VoIP is useful in an office because it’s a way to add extra lines without clogging up the phone lines, and employees can use it anywhere they have access to a computer and the internet. As a result, any device, such as tablets, can be turned into a VoIP phone. Employees can enjoy video conferencing and phone calls while they’re on the go from any location.

4. Reduced Expenses

One of the biggest reasons that companies turn to VoIP – sometimes eliminating landlines altogether – is that it’s a way to bypass the cost of hardware, maintenance, and service of phone lines. Growing companies may choose VoIP over adding yet another phone line and the fee that comes with that.

Since VoIP operates with the internet connection that a company already pays for, that’s one less bill that a company must pay. Likewise, many free VoIP services exist, making it a lightweight, budget-friendly solution for smaller businesses.

5. Better Connectivity

Research shows that as many as 85 percent of all calls go unanswered the first time a customer reaches out to a company. Even if that call is logged and returned, there’s again no guarantee that a connection will be made. A game of phone tag commences, wasting everyone’s time.

VoIP can eliminate phone tag and make it easier for customers to reach the business, or employees to reach their colleagues. By being portable and accessible on any device improves the chances that a call will connect the first time around, making everyone’s lives a little easier.

Get the Right Tools for the Job

Despite the many advantages that VoIP offers to the business environment, it remains an understated and underrated tool for the office. VoIP delivers many critical benefits, such as improved mobility and the option to receive phone calls over a computer. This makes it easier for employees to rapidly communicate with their colleagues and customers to deliver better service and business results.

Are you considering VoIP? Smile Business Products can help companies develop the right tools and strategies to succeed. Contact us today to discuss your telecommunications challenges.

What Can SmileTel VoIP Managed Communication Systems Do for Small Businesses?

What Can SmileTel VOIP Managed Communication Systems Do for Small Businesses?

When a business is first starting out, conventional telephone systems are usually enough to get jobs done. The executive team of a fast-growing startup is likely to rely on their mobile phones for business communication simply out of convenience.

At first, this system works. But as growth occurs, it becomes severely limiting. Managing a group of 1-3 ambitious, highly driven employees and a handful of customers is simple enough but quickly gets out of hand when managing even a modestly sized small business.

As your team grows, so do opportunities for long-distance collaboration. Once you begin to rely on regional offices or out-of-state collaborators, the costs of communication begin to mount. Add in international customers, distributors, or vendors, and suddenly, communication becomes a complex budget line item.

It is very important that you plan for that kind of growth and the migration to a full-fledged managed communication system that follows. Implementing a VOIP managed communication infrastructure when your business is still small is the best way to ensure a stable, working foundation for scalable growth.

How Managed Communication Systems Save Businesses Money

It’s a fact that businesses can save up to 75% on communication costs over landline phones using VOIP. A major portion of these are direct savings – the ability to make internal calls at no extra cost is a huge differentiator when it comes to effectively managing a business of any size.

But businesses both large and small realize a significant amount of these savings indirectly as well. Any company with a developed focus on customer service can generate indirect savings that outperform the direct savings VOIP telephone technology offers on a dollar-for-dollar basis.

Some of the ways a VOIP telephone communication system can help your business save money include making customer service more efficient and maximizing outsourcing potential. These benefits manifest in multiple ways in the VOIP environment.

Let No Calls Go Unanswered

Customer service is important. Many experts believe that, in a highly developed service economy, it is the most important value differentiator a business can exhibit. In these conditions, not answering a customer phone call is unacceptable.

With a comprehensive VOIP telephone system, you can automatically route calls in an adaptable and efficient way. The best telephone systems allow you to reduce the amount of time customers spend dealing with automated response programs, sending them straight to the customer service agent best-suited to deal with their specific problem.

Engage with Customers More Effectively

SmileTel VOIP managed communication systems allow customer service agents to enjoy immediate access to key customer data without having to ask customers to provide that data. This can be a powerful tool when dealing with already disgruntled customers who don’t appreciate having to call to get their problems solved in the first place.

With a robust VOIP system integrated with a customer relationship management database, a customer service representative can immediately pull up customer details, review past interactions, and update user information in real-time. This data can prevent small customer complaints from becoming major disputes.

Consolidate Customer Service Management

With VOIP, there is no effective difference between having an employee use their office landline or a VOIP-enabled phone at home. Telecommunication is just one of the major ways that VOIP managed communication systems help companies save money by reducing the necessity of managing large customer service teams on-site.

If your company outsources customer service, or plans to do so in the future, you can leverage VOIP connectivity to offer complete connectivity to outsourced service providers anywhere in the world. VOIP technology establishes a single, simple cost structure for international calls, saving organizations money on every call they need to make.

Choose the Best Telephone System for a Small Business

Certain telephone functionalities are a must-have for modern, growth-oriented small businesses. These functionalities include mobile compatibility, wireless access, and cloud infrastructure, all of which are crucial to leveraging maximum value out of any VOIP solution.

SmileTel’s solutions offer this kind of advanced functionality alongside valuable consulting and support from trained VOIP experts. Choosing the right VOIP system requires performing a professional communications audit where your regular communication needs are identified, catalogued, and quantified.

Using this data, we can determine what kind of hardware is the best choice for your particular office environment, communication needs, network limitations, and more. Our experts can deploy bandwidth-optimized solutions and offer ongoing support and maintenance for your managed communication systems, transforming a complex need into a simple budget line item with a single invoice.

Our team’s remote desktop capabilities allow for on-demand VOIP support and assistance. With SmileTel, there is no need to wait for technical support – it’s only a click away.

Find out more about SmileTel VOIP managed communication systems by talking to a specialist about your organization’s needs. Contact us today for a quote!