Why Small Business Owners Should Switch to VoIP
Does your small business utilize landlines? Do you have more employees working remotely than ever before? Whatever stage your small business is in – you could benefit significantly from Voice over Internet Protocol or VoIP. VoIP gives small businesses the freedom to answer calls wherever they are, using the internet. VoIP is the perfect solution for small businesses looking to grow their operations with increased flexibility and easy scalability.
There are numerous VoIP benefits for small businesses and companies of any size. Utilizing VoIP gives businesses the ability to stay connected wherever they are. If you move offices, you won’t have to worry about transferring landlines. Setting up new lines is simple, making it easy for your phone services to grow with your business.
Once you learn more about VoIP, it will be obvious why it’s such a good choice for small businesses. Here are just a few more reasons why you should consider switching your small business to VoIP:
- Increased mobility and flexibility for employees.
- Improved connectivity during web and audio conferencing.
- Easy to scale when your business grows.
- Straightforward integrations with Microsoft Teams, Customer Relationship Management (CRM), and other programs.
- Text and SMS capabilities.
- Worldwide coverage possible.
- Improved reliability and responsiveness from traditional landlines.
- Low cost and unique features.
What is VoIP?
If you’ve never heard of VoIP, you might be wondering how it works. The concept is simple: voice data is digitized and sent over the internet. VoIP, or hosted phones, enable small businesses to make and receive calls over the internet, using various devices. Whether your company operates using laptops, tablets, smartphones, or a combination of devices, you will be able to stay connected with business VoIP.
The only thing your small business needs to use VoIP is an internet connection. Hosted phones use bandwidth only when needed, unlike traditional phones that use circuit switching. VoIP allows small businesses to send voice, video, and data over the internet. It offers a very affordable phone option that can keep your employees connected and mobile.
Why Make the Switch to VoIP?
Small business VoIP solutions are second to none. There are so many reasons to consider switching your business phones from traditional landlines to hosted phones. Listed below are a handful of VoIP benefits your company will enjoy when you make the transition.
Mobility and Flexibility
VoIP for small business offers mobility and flexibility that you can’t find with traditional landlines. Do your employees travel often? Are people working across different devices, whether at home or in the office? These are all reasons to make the switch to hosted phones. With VoIP, your employees can make and receive calls wherever they are – as long as there is an internet connection.
Staying connected has never been easier, with emerging technologies and the rise of remote working. Giving your employees the ability to be mobile and flexible thanks to VoIP will lead to increased productivity. As technology improves, so should your phone lines. Employees will be able to use a variety of devices with VoIP, from tablets to laptops to mobile phones.
Does your team utilize CRM, Outlook, or Microsoft Teams? Then you’re in luck. VoIP can easily integrate with these programs and more so that your team stays as productive as ever.
Business VoIP offers improved connectivity during web and audio conferencing. More small businesses than ever before are utilizing video calls to stay connected and productive, especially if employees are working from home. When you have VoIP, you don’t have to worry about spotty connections during these important work calls.
Grows With You
It can be an absolute headache to add lines with traditional landlines. Often your service provider will have to come out to your office or workspace and add the lines manually. This is such a hassle for businesses that need to get employees up and running right away.
One of the best small business VoIP benefits is the scalability hosted phones offer. It takes no time at all to set up a new line when you have a team member join. Whoever has access to the admin portal can add their line. It’s so straightforward and simple! Plus, you won’t have to buy a new hardwire or get stuck arranging your office to coordinate with phone plug-ins. If you ever move offices, your hosted phones can easily move with you.
Small businesses won’t believe how many amazing features they will have access to with hosted phones. From text and SMS capabilities to worldwide coverage, it’s easy to see why so many small businesses are making the switch to VoIP.
Here are a few of the features you can enjoy with VoIP for small business:
- Mobile management
- One-line sharing on multiple phones/devices
- Ring groups
- Voicemail to Email or Text
- Automated attendant
- Caller ID and call blocking, forwarding, waiting, and transferring
- Conference calling
- Contact Center/Call Center
- Fax to Email
- Hold music
- Web-based system administration
Traditional phones are not always reliable, especially after a storm or other event that causes power outages. It is often hard to contact your provider and get a clear answer about when your phones will return. With hosted phones, you don’t have to worry about that. All you need is a reliable internet connection to stay available.
Last but not least, cost always matters when it comes to small business budgeting. Choosing VoIP means lower costs than traditional phone lines. Most small businesses already have a reliable internet connection. Installing a hosted phone system doesn’t take much more, and adding lines is inexpensive. VoIP is a great deal for small businesses because it offers a low-cost option for phone and video calls.
Choosing VoIP for Your Small Business
Small business VoIP solutions offer companies a flexible hosted phone plan that can grow with your business. There are great VoIP benefits for small business operations, like easy integrations that boost employee productivity and features like hold music and an automated attendant. You won’t regret making the switch to VoIP.
Tips for Better Business Communications
Not long ago, the business world embraced simple, concise written communications as a powerful tool. Whether in business plans, white papers or daily correspondence, clarity was key. In recent times, communication seems to have been diluted by an onslaught of email, website content, text messages and now Facebook and Twitter posts. Many struggle to keep up with business correspondence in harried exchanges on the go.
However, email, blog posts, comments to blog posts, social media updates, plans, memos, reports, texts/SMS messages and more would be well-served by a more conscious awareness of some of the business communications principles of not-so-distant times. Yes, it’s more efficient to type “IDK” instead of “I don’t know” in a text message, but today’s acronyms can be balanced out with a measure of old-school business communication conscientiousness.
Whether you’re following up with clients on social media or crafting your latest business proposal, these tips can serve you well in today’s fast-based business communications climate:
Make an impression. Use a strong opener, title or headline, then supplement as needed. People tend to skim written communications these days.
Get to the point — efficiently. Use short, concise sentences and simple, to-the-point, no-nonsense words. Avoid jargon, buzz-words and obtuse “ten-dollar words” that your readers will have to “Google” to define.
Use those English skills. Take the time to use basic, proper capitalization and punctuation, even in text messages.
Simplify. Avoid lengthy emails or proposals with multiple points and topics; people just don’t have the attention spans they once did. Create a separate document for each topic with a new, fresh, engaging subject line. Recipients are far more likely to receive and integrate your message if you stick to one topic each.
Of course, business communications have ventured far beyond just the written word. Integrated Communications offers comprehensive telecom communications services for businesses, including:
• Business Telephone Systems
• Business Internet
• Business VOIP
• SIP Trunking
• Hosted PBX
• Conference Communications
• Telecom Consulting
Solid written business communication aligned with the latest cutting-edge technology creates an unbeatable partnership. Contact Integrated Communications for business solutions you can trust.
Three Reasons Why the Business Telephone is More Important Than Ever
More companies than ever are using VOIP (voice over internet protocol) or allowing employees to “bring your own device” and use smartphones on the job. With options like this at the disposal of an organization, is there a need for standard business phone systems any longer? Actually, a regular telephone line is still an important investment for most businesses. Consider these three reasons why having a business phone service is important for your organization.
Business Phone Systems Offer Quality – While smartphones and internet telephone options are convenient and often affordable, the audio quality does not compare to the quality of a standard business phone service. This is important if you use the phone to conduct business internationally–it can be very difficult to understand the other person talking if the line is not clear.
These Systems are Secure – When you are in a business that deals with confidential information, you want to protect the integrity of the data you share by phone. A quality business phone system is easier to secure and protect against wiretapping devices than a simple cellular phone.
A Business Phone Service Grows With You – Even if your company is on the small side right now, choosing a good system will allow you to expand it as the company grows. Right now you may only need a line or two, but these systems can be expanded to allow for dozens of lines across multiple locations.
These reasons are only the beginning. Having a “landline” phone for your business may not be one of the latest trends in technology, but it is an important way to make sure your company operates at the top of its game. Finding a company that can provide business phone systems, as well as a full-scale internet solution is a great option for the business owner who wants to save time, money and effort while he or she puts a company-wide communications plan together in or around Minneapolis or the Twin Cities in Minnesota.
How We Handled a Business Emergency: Disaster Recovery
The usual even-flow of office dynamics at Integrated Communications was no different yesterday, September 4th, than every other day at the small business in Golden Valley, MN. Kip and Thalina headed-out around 9:30 am to meet a client, Sandy shuffled through the morning mail, Mary was hard at work in the front of the office, and Nate, Nick, and Setara were wrapped-up in some calls in the three back offices within close proximity to our D-Mark. All was silent, all was still for a brief moment in telecom history, when a POP emanated from our electrical room, followed by heavy drilling noises. “What was that”, Nick yelled. “I’m not sure; is someone drilling”, Setara questioned. Thankfully Sandy made her way to the back of the office building to give Nick some mail, and that’s when she noticed the fire.
Our morning was filled with chaos, fire-fighters, a local news crew and a disaster recovery plan as our office encountered a small disaster; an electrical fire broke-out in our back electrical room.
How did we handle the disaster at our office?
Besides a crazed pregnant lady running panicked out of the building, the employees at Integrated were ready to contain the disaster, and start implementing a solution.
- Get everyone out of the building and to safety – We evacuated the building and stood a good distance away from the perimeter of our office
- Call 9-11 – The police were informed of the fire and the location of our building ASAP (further on this topic will be discussed)
- Extinguish Fire? – It was possible for our two shining heroes at Integrated (Nick and Nate) to locate a fire extinguisher and put the fire out, and then exit the building to get to safety while public safety officials arrived
- Notify Boss – Although Kip was on his way to meet with a client, we called him immediately to inform him of the situation ensuing at Integrated
- Speak with Public Safety Officials – After a few fire trucks arrived and the men and women of the Golden Valley Fire Department did their diligence in assessing the disaster, we spoke with the fire-Chief and received information on what may have occurred, and the proper steps to take now that the fire has been terminated.
- Contact proper channels – Insurance, Electrician, Clean-up Crew, and our folk at A Couple of Gurus (IT Company in MN) were called within minutes of the incident to be informed and to gear-up in an effort to help us solve any problems that may have occurred. (Thankfully, A Couple of Gurus accommodated our server worries and backed-up our entire system within a few hours of the fire).
- Go to lunch to debrief and come-up with a company game plan – After the event took place, and the proper people were notified, we ventured out to Doolittle’s for a quick lunch and company chat about what our next steps will be. While the office was to be cleaned and fumigated that night and the following day, we decided it was safer for the employees’ health to work from home until Friday (or further notice of safety has been recommended).
A HUGE piece of our disaster recovery plan was knowing who to call in case of an emergency. All of our bases were covered, and the proper people were informed of our situation within a moment’s notice. Great partnerships and equipment also hold value at a time when disaster strikes: Dave Johnson with Velocity Telephone graciously offered office space if necessary until our office and system were cleared for work…
And, on that note, the use of our VOIP phone system through Velocity Telephone came in handy in several ways on the day we needed it most. When the fire started, our phone lines were in flames as well – fortunately, with our VOIP phone system we were able to dial out to 9-11 without operating phone lines. Furthermore, our plug-and-play VOIP phone system made the capability of our employees working from home extremely feasible! Anywhere there is Internet, we are able to plug in our office phones and work – what a great feeling.
**Make sure your company is prepared for a disaster, no matter how big or small the event may be
And now for some pictures…
Homegrown Telecom: Business Internet MN
Near and far our toys and our cars are shipped and sold to us from out-of-State and out-of-Country. While this has been great for the consumer wishing to lower their overall spend, it isn’t great for the consumer who incurs problems and needs to get a hold of the manufacturer or have their issues solved in a timely fashion. Telecom, IT, and other technology facets, these days, seem to be no different; businesses big and small are working with carriers and vendors who are “housed” in another area.
Is this a problem?
Well, as these carriers grow and expand into uncharted territories, their appreciation and attentiveness for their clients depletes significantly. Calls being made by a client to their provider are being handled outside of the local sector and businesses are starting to experience extreme down-times as they wait for their connectivity issues and/or business needs to be handled – oftentimes incurring endless “on-hold” hours.
How can this be avoided?
Stay homegrown! Many businesses are beginning to turn back to their local providers and/or agents (such as business internet MN master-agent Integrated Communications) to handle their business’ services and voice and data needs. IT companies such as Velocity Tech Solutions are seeing the change and it’s becoming a huge factor for many local and multi-site businesses. Anne Tarantino of Velocity Tech Solutions (2013) notes, “Big businesses are competitive and are taking many local vendors out of the market; but, things are starting to shift back towards the use of local vendors as people realize the satisfaction, customer service, and timeliness with big businesses just isn’t there”.
If you are a business looking to ensure your needs are met and issues are being handled instantly, then you need to go homegrown. Integrated Communications has partnered with many local voice and data carriers, as well as phone and IT vendors to ensure your business has the proper resources just around the block. Call us at 763-443-7009 for questions regarding our homegrown style of business and the partners we love.
*Velocity Tech Solutions is a partner IT vendor of Integrated Communications – located out of Spring Lake Park, MN
Understanding Business Phone Systems #Training
Selecting a business phone system can be hard work – but, is that the hardest part? For many of our customers, ongoing training and/or initial comprehension of the product purchased seems to be an evaporating offering by business phone systems vendors and telecom carriers. The big WOW factor comes into play during the phone demo you and your executives sit through, but, once you’ve inked their papers it’s all very “thank you, come again”; it doesn’t have to be that way! In fact, at Integrated we partner with business phone systems providers who will ensure your company’s employees are well versed with the product purchased, as well as training a system administrator who may be put in charge of handling small changes with your new phone system.
If you are apprehensive about understanding your new business phone system, be sure to speak with your provider or telecom agent prior to purchase to guarantee they will offer you and your staff proper training. Check out our recommended business phone system provider if you are looking for a company that will be with you 100% of the way, guiding you through your new technology purchase.
Recommended for Excellent Phone System Training:
Company Name: Cutting Edge Communications
Business Phone Systems: AVAYA
Training Offered: SMB Market, Corporate Training – for end users and system administrators
Services Offered: Phone Systems, Structured Wiring, Programming, Training, Video Surveillance, Staging Preparation, Legacy Equipment Maintenance and Repair, Maintenance Plans, Firewall Security and VPN…
*A great provider should always offer your company a review of their product, a demo of their product, and training after implementation of their product – never settle for less.
Hacking – Your PBX Phone System at Risk
Hacking is a term we relate as a potential danger for our personal banking information, social media accounts, etc… Unfortunately, hacking goes beyond our individual assets and can affect the businesses we operate and utilize on a daily basis – no business is safe being hacked, including Billion dollar companies and banks (Facebook, Google, Yahoo, and even the Government is at a constant risk). If you are a business owner and/or IT administrator of any sorts, it is extremely imperative that you defend and secure your companies’ PBX phone system. We have all heard of the hackers that break-in through your voice mail due to poor password protection and give themselves international privileges on your company’s dime, but, what about the new age of VoIP phone systems hackers? Are you prepared to combat the new wave of one-click internet hackers out to get you for every penny you’ve got? Be prepared for both!
Here are a few tips from the experts we work with on securing your PBX phone system.
– Understand your provider.
According to Carl Wallin of Acticor Technologies (a phone vendor in the Twin Cities – check them out @ www.acticor.com), hacking has become a huge issue over the past few years – especially with the expansion of VOIP. One of their current customers’ phone system was hacked and as a result they were billed for over $8,000.00; unfortunately, the provider they were with at the time gave no lea-way or “grace”, so-to-speak, in that type of situation and the company was left to pay for the entire bill. Wallin suggests knowing what your provider’s protocols are in those particular situations: “speak with your voice provider ASAP regarding their preventative and quantitative measures for detecting and combating hackers. There are definitely providers I would not suggest for these exact reasons, and others that have developed and maintained software for these circumstances and are better equip to handle a disaster before it occurs, as well as prepared to tackle the aftermath of the hacking calamity if something were to transpire”. The Allworx system, provided by Acticor, addresses the issue of hacking and has impeccable software to protect against the lurking dangers of outside influences on your phone system.
– Understand the target.
Hackers do not generally target any of your “regular” phones – they target your 3rd party, generic extensions…your break room PBX, conference PBX, Android/I-phone applications, etc… Be sure to password protect ALL equipment used for your business, and speak with your providers about what they do for hacking detection and prevention. Default passwords just do NOT cut-it anymore. It’s time to move beyond the default password (you know – the 1234 or 0000) and create a sound password that is not easily detected or hacked by a computer.
– Understand Security Audits.
Regularly check and maintain security authorizations on your network and your PBX phone system. Be sure to remind your employees on a scheduled basis to implement a new password for both their phone (voice-mail) and their internet security check-points. Hospitals, as well as banks and other businesses requiring immense protection due to protocol and patient/customer privacy should be sure to place prompts on their employees’ system to activate a password change every few months.
Speak further with your telecom agent, phone provider, and vendor to make sure you and your company are protected from hackers and unwanted billing.