Every business needs organization in order to be able to run smoothly. With everyone in the same building, this can be done by meeting up and divvying up responsibilities. And needed files can be in one set of filing cabinets. Information, papers, and colleagues are within reach when needed as a reference or resource. With a virtual office, organization can be a bit harder to come by and takes careful preparation. If a client calls with a particular question, who will the call be forwarded to? If you need a file that’s in a different location, how can it be accessed? If a coworker is traveling, how will the tasks be divvied up while they’re out of the office?
The key to all this is a clear plan followed by regular communication. You need to have a clear understanding of who does what and where responsibility lies. Regular reports are helpful to make sure nothing slips through the cracks. Fortunately, you can set up a virtual office by having one phone system connect to all employees. Through phone and email, you can keep in touch, almost like you’re in the office down the hall.
It takes an especially talented and organized manager to bring together workers in disparate locations. What have you done to keep a virtual office running smoothly?Labels: Virtual Office
Posted by RingCentral
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What can your phone system do? In these tech-savvy times, a phone system that can alert you with an email when you get a voice mail message is great. An auto attendant that can forward calls to the right place saves time and money. Having a call ring on all your different phones can be a great way to keep in touch even when you aren’t in the office.
However, these phone system features aren’t available through just any service. To get this level of service, without a large price tag, turn to virtual PBX. Your phone system operates through your Internet line and you can change the settings with a few mouse clicks. Your phone system can now keep up with your real-time business.Labels: PBX, Small Business
Posted by RingCentral
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Going from office life to telecommuting can be a bit of a transition. Setting up your office ahead of time and planning for how you will stay in touch with contacts can make a big difference. Here are some tips on things to consider and how to get started on the right foot:
- Get the technology in place first. Have office calls forward to your home office line so that nothing gets dropped during the transition.
- Keep in touch. Make a point to be on email, IM, and phone so that you don’t end up out of the loop.
- Set aside work time and home time. If the two start to blend, you’ll begin to feel like you’re working at all hours of the day and may burnout.
Labels: Call Forwarding
Posted by RingCentral
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What is your favorite thing about a virtual PBX phone system? There are many things to love about this option now being available for every size business, from a home office to a corporation. The price is low and the quality is high. Installation is a snap and an account can be changed by pressing a few buttons. The system can be expanded as a company grows. Calls can be sent to any phone, anywhere in the world. Receptionists can spend time doing more vital company tasks while an auto attendant routes calls. There are many highlights of virtual PBX. Which ones attracted you to the service?Labels: PBX, Phone System
Posted by RingCentral
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Most of us have tackled recording a voice mail message before, whether it was a serious message for work or a funny message at home. Asking for a name, phone number, and brief message has become second nature. But what about creating a recording for your small business? This is more than just having a way to get back to someone who called, this is the first impression many customers and clients will have of your company. How can you make sure that impression is a good one?
- Plan the message carefully and prerecord. Preparation is the key to success. Write a script, record the message, and share it with others. Don’t publish until it’s perfect.
- Test the entire call-in experience. Does the message make sense to all potential callers? Is the call forwarding sending calls to the right places? Do some test runs before customers start calling.
- Considering having the message professionally recorded. No matter how prepared you are, professional equipment and actors will probably improve the message. It doesn’t have to be expensive and it can last for a long time.
Labels: Small Business, Voice Mail
Posted by RingCentral
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You may have an office in one city and an office in a satellite office or telecommuter in another city, long distance charges may add up. Just keeping up communications between your employees shouldn't be that expensive. Instead of paying those fees, it may be time to embrace a long distance alternative.
Instead of calling back and forth between zip codes, connect all the offices with extensions. This way, the phones that are further away get a VoIP number in the zip code of the main office. It makes calling coworkers easy and inexpensive. Plus, it makes it easier for clients and customers to contact your employees when needed. Why pay for long distance when you don't have to?Labels: Digital VoIP
Posted by RingCentral
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Everyone these days seems to be looking for high quality at low cost. And, through technology, this is available like never before in the phone service industry. For instance, if you can’t find money in the budget for a receptionist, you’re in luck. A virtual office receptionist is the next best thing and can fit easily into modest budgets. Customer calls will be answered by an automated system with a message of your choice. They can choose from a menu or access a phone directory, ensuring that calls are routed to the correct person or department. This saves you time and gets your customers’ questions answered sooner. And calls can be directed to different voice mail boxes so that messages left outside of office hours are already sorted and can be answered quickly the next morning. A virtual office receptionist can be a great way to provide value to customers and clients without adding much to your overhead. Labels: Small Business, Virtual Office
Posted by RingCentral
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Like email, sometimes you can be victim of fax spam. This could be intentional spam or just needlessly long documents that you really don’t need a copy of. With a traditional fax machine, this can be a waste of ink, paper, and electricity. Worst of all, you have no control over what you’re being sent. It doesn’t have to be that way.
With an online fax service, you see the document on your screen first, so you only have to print out what you need. Spam can be deleted with a click of a button and block the sender. It’s just that easy. Don’t let fax pranks and fax spam cost you money or time again.Labels: Fax Service
Posted by RingCentral
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These days, when someone wants more information, they turn to the Internet. Yet, not everyone has access to the Internet and not from everywhere. Real estate agents are just a few of the clients overcoming this by using RingCentral. By assigning a property a toll free number and posting it on the "For Sale" sign, prospective buyers can call for more information that doesn't fit on the sign. There's no need to keep leaving fliers and you know exactly how many people have gotten more information on the house or office building. Having a toll free number that goes directly to voice mail can be a great way to turn a lead into a sale. It gives customers another option.Labels: Toll Free Number, Voice Mail
Posted by RingCentral
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