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Virtual PBX Office


Thursday, April 30, 2009


What kind of office do you have? Is it Dilbert, The Office, or Better Off Ted? You can actually tell a lot about your office by the phone system it uses. Don't believe me? Here are a few examples:
  • Analog Office – Change takes time and includes many planning meetings. The business is probably in a traditional industry and has a large overhead.
  • VoIP Office – This is a small company with shoestring budget, and a big dream. The business plan may be altered monthly but only because business is growing quickly. This description will change as more companies change over to Internet phone options.
  • Virtual PBX Office – Medium sized business with a clear vision and careful plan. Open to new ideas and places a strong emphasis on customer satisfaction.

Would you agree or disagree? How else would you describe your office?

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Auto Attendant Phone System


Tuesday, April 28, 2009


How automated is your business phone system? Can callers get where they want to go without a receptionist forwarding calls? How much time per day is spent sending calls to the right person? If you need to quickly point callers in the right direction for the most efficient customer service, consider getting a phone system with an auto attendant.

The auto attendant can have a professional message welcoming a caller and a menu to forward calls to a person, a department, or whoever can answer a specific question. This saves time and money, letting you help customers faster. It can also be set up so calls are forwarded to the right person, even if they aren't in the office, through call forwarding. And if someone is unreachable, the call can go directly to voicemail, keeping the annoying sound of ringing, unanswered phones out of the office.

Think of all the things an auto attendant phone system, like the one provided by RingCentral, could do for you.

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Voicemail Considerations


Thursday, April 23, 2009


What should you be saying to customers when they call? You may not always be at the phone to answer calls, but you can ensure that the voicemail message that is played is professional and appropriate. Ask them to leave their name and let them know that you will get back to them soon. There's no need to ask for their phone number when you use a virtual PBX system, since that will already be recorded in the call logs.

Also, if you are there to answer the calls but can't get to it right away, you can put customers on hold. The hold message can be branded for your company and offer the customer valuable information. Just don't keep them on hold for long.

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Fax Schedule


Tuesday, April 21, 2009


Do you need a fax to go out at the start of business? Does a client want an account update faxed over once a week? Sometimes a fax needs to be sent at a certain time and you might not want to wait by the fax machine to send it. That's alright, you can schedule faxes to send. Set it up using an Internet fax program. That way, you email the fax and it can print on the receiver's fax machine.

How easy is that? That way, you can go ahead with your business day, confident that the fax will be sent, on-time. Check out RingCentral and soon you won't have to wait by the fax machine anymore.

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Small Business Toll Free Opportunities


Thursday, April 16, 2009


While toll free numbers were once reserved for big companies and their customer service lines, this is no longer the case. Toll free numbers are easier than ever to get and they are increasingly affordable. Small businesses can benefit from this availability.

Suddenly, your company looks more impressive and secure. Customers find it easier to get a hold of our service department. You can even purchase multiple toll free numbers with recorded messages to offer more information about a product, location, or service. Your toll free number can be spell something on a number touch pad that’s easy to remember and adds to your branding efforts.

Having a toll free number can provide your small business with many new opportunities. Get a toll free number today or share how you’ve been able to use toll free numbers to increase business and get ahead of the competition.

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Choosing a Virtual Phone Number


Monday, April 13, 2009


What phone number do you want? Is it important to have a number that's local to your customers even if your office isn't? Do you want to have a toll free number that's easy to remember? By using a PBX service, you can choose your virtual phone number. And this phone number can make your company accessible.

Where are your customers and how can they reach you? This is an important decision for any business and having a virtual phone number gives you more options. Then, once you choose your phone numbers, you can set up an auto attendant, create custom messages, and send calls to different departments so that your customers can be helped quickly and efficiently.

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Virtual Office for Freelancers and Consultants


Thursday, April 9, 2009


Hiring full time employees can be expensive and time consuming. It brings necessities such as offering benefits, having human resources policies, and choosing the right workers for the right tasks. This can take a lot of time away from work and cause headaches.

Often, many businesses look at this and turn instead to freelancers and consultants. That way, they can pay for just the work they need and sign contracts for just the length of time they need to help. And if you are willing to have telecommuters, your talent pool can be worldwide, which can be a great advantage.

The only worry about having freelancers and consultants who aren't in the office is that you may not look and act like a cohesive business. Businesses can overcome this with some effort. Be sure to keep the lines of communication open. To help with this, have one virtual PBX phone system, so customers can call a central line to reach anyone and employees and freelancers can call each other simply by dialing extensions. Also, consider having events occasionally that bring everyone together for some face time and company bonding.

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Faxing Reliability


Tuesday, April 7, 2009


Did it send? Didn’t it send? Should I resend it? Should I call to verify it was received? Sometimes even the verification message isn’t enough to ensure that it got to the right person at the office or that they got all of the pages. When dealing with important contracts and other vital information, these are just too many “ifs.”

If you change over to Internet faxing, you can cut out a lot of these questions. You can send your fax to an email address. So instead of sending to a company fax machine and hoping it gets to the right person, you can send it to the right email box and cc anyone else who needs to see it. And, you know the whole document is there, so pages won’t be missing from the end. You can see when it is sent and you don’t need to call or resend. Just be sure the recipient has your email address listed as safe so that your fax isn’t sent to the spam filter.

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Phone System Features


Thursday, April 2, 2009


What would you like in your phone system but aren't getting because each feature costs extra? Do you want caller ID, call forwarding, or answering rules? Would you like an auto attendant with a professionally recorded voice mail? Get a number that is local for far away customers or set up a toll free number. There is a way to get this without all the extra charges.

Try RingCentral for a whole host of features included in the low monthly fee. Phone features can make life so much easier and help you run your business. It's just that easy.

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