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5 Indicators Your Business Needs a Cloud Based Phone System

Posted by Erica Berry

Sep 27, 2019 8:31:00 AM

Every business is unique, but one thing all companies have in common is the need for effective, efficient and reliable means of communication. When it comes to phone communications there are a number of options to choose from, each with varying costs, contracts and capabilities—but there’s one that stands out among the rest: cloud based phone systems!

Cloud based phone systems sound and act like traditional phone lines, but since they are hosted in the cloud and run over your existing cell or landline, there are a plethora of advantages—like no expensive hardware to buy or maintain and the ability to go mobile. As a small business owner managing the daily operations of your growing business, you have more to worry about than installing a new phone system. By choosing a cloud based system you’re taking the worry (and expense) out of the equation.

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So, if you're considering a change, here are 5 signs a cloud based phone system is right for your business:

1. You Have a Growing Team

Choosing a cloud phone system is one of the best ways to ensure you’ll be able to scale your business. Since these systems are hosted in the cloud, you can easily add or remove lines—both local and 800 numbers—all with just a click of a button from your cloud based management portal. Want to add an extension? That’s easy too. And, many cloud phone providers offer contract-free service, allowing you the freedom to do what is right for your business.

2. You Want Professional Features

You want a professional voicemail greeting, voicemail transcription, business SMS and call forwarding, but don’t want to break the bank? With a cloud phone system you can have it—and more. Today’s cloud phone systems have all the advanced features you want and need, including the ability to add multiple extensions, message management, call forwarding, voicemail, business SMS, and different physical phone options. It’s like having a Fortune 500 phone system in your pocket, for a fraction of the cost.

3. You Need Remote Capabilities

If being tied to a desk isn’t for you or your team, you need a cloud based phone system. Cloud phone systems can easily be hooked up to ring on your cell—or any phone of your choice (your home landline, hotel room, office line or at the lake house). The name of the game is convenience and a cloud phone system lets you take it anywhere.

4. You're Crunched for Time

Whether you don’t have time to wait for technicians to set up (and inevitably fix) a traditional business phone system, or you’re on the go and can’t wait for a phone call at your desk, a cloud based phone system has you covered. With features like find-me-follow-me, voicemail transcription and a cloud based account management portal, you can be connected from anywhere, on any device—on your time.

5. You Want to Save Money

Does the idea of saving on your phone bill make you and your accountant happy? Because there’s no expensive hardware to buy or maintain, and no-rerouting or wires to deal with, a cloud phone system gives you all the features you want and need (and probably more) for much less than a traditional business phone system. Plus, since many offer service with no contract and the ability to add or remove lines as you need (with no minimums or service fees), you’ll be saving money left and right.

If you like saving time and money, sounding professional, and being mobile, a cloud business phone system is just what you and your business needs. If you’re ready to take the plunge (in this case it’s 1 easy step that take less than 2 minutes), we’re here to help. Take your business to the next level today with a reliable, easy to use, and affordable cloud phone system.

Topics: Virtual Phone System, Business Call Routing, Business Phone Number, Business SMS, virtual numbers

Do's and Don'ts of Texting Your Customers

Posted by Erica Berry

Aug 26, 2019 8:30:00 AM

According to textjury.com, text messages have a 209% higher response rate than phone, email or Facebook and 90% of text messages are read within three minutes! But how do you keep the right balance with effective mobile marketing vs. annoying your customers? Here are a few do’s and don’ts (with more stats from techjury.com) to follow before you hit send.

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Do’s

1. Send coupons and promotions! Consumers redeem SMS-delivered coupons 10 times more than other types of coupons.

2. Keep it short and sweet. A concise message highlights the value proposition of an offer more effectively because of the limited space—and let’s face it, lengthy messages usually fall in the TLDR category.

3. Start a conversation. As many as 45% of people reply to branded text messages they receive.

4. Make a plan. A well-defined and persistent text campaign will set you up for SMS marketing success. Be sure to review analytics regularly and make changes as necessary to enjoy the greatest returns.

Don’ts

1. If customers or potentials have not opted in, don’t hit send. While a whopping 75% want to be texted deals, promotions and updates once they’ve checked yes, unauthorized consumers will most likely be turned off by your messages.

2. Never forget the power of loyalty programs. Loyalty SMS is the new loyalty card (except they can’t be lost or put through the wash). More than two thirds of consumers who enroll in an SMS loyalty program benefit from their participation—and your business will too!

3. Generic links have got to go! Using concise, branded links in your text message marketing campaigns can improve conversion rates.

4. If you think your clientele isn’t tech savvy enough for mobile marketing, think again. While not everyone has a smartphone with internet access, 5 billion people in the world can send and receive SMS messages—which means SMS marketing allows you to reach mobile users that other advanced marketing campaigns cannot.

So why use text message marketing? It’s affordable, has a wide reach, and reaps a higher open and response rate than many other conventional marketing channels—and only about 35% of marketers currently use SMS to reach their customers! If you’re looking to gain an edge over the competition, creating a text message marketing campaign should be at the top of your list!

Topics: Business SMS

Your Customers Want You to Text Them, Give Them What They Want!

Posted by Erica Berry

Mar 6, 2019 7:44:00 AM

If you're like most people, your email inbox is flooded with offers and promotions from businesses that you'll never open or respond to. You may also be receiving phone calls from suppliers and vendors wishing to sell you products that you don't have time to chat about. So why do they keep coming? Because these companies haven't switched over to business SMS.

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To put it frankly, phone calls and emails are becoming increasingly less desired when it comes to consumer communication, and texting is the new frontier. According to a recent SMScomparison.com infographic post, when given the option between text and phone call, over half of all consumers would prefer text messaging for customer support—and texting just outperforms, with 95% of all text messages opened and responded to within 3 minutes of being delivered, compared to emails which have just a 20% open rate.

While we think these numbers speak for themselves, here are a few other stats from SMSComparison to get you thinking about business text messaging:

  • Text messaging is the #1 preferred communication for customer support
  • 95% of texts are read and responded to within 3 minutes of being delivered
  • 3 out of 4 customers want offers sent via text message
  • 90% of customers have gained value from text message loyalty programs
  • 9 out of 10 consumers would like to communicate with businesses through text message, whether this be through sending alerts, reminders, back and forth communication, etc.
  • More than 50% of users prefer text message over phone calls from businesses
  • 98% of text message are opened compared to 20% of emails
  • Average CTR for text message is 9.18%, compared to 0.90% for Facebook
  • 64% more likely to perceive a business in a positive light when they have access to direct communication
  • US consumers are 5 times more likely to send and receive text messages than phone calls

Sure, there are times when you need to call or email, but for many important messages, consider SMS as the best option for your busy customers!  Make sure your communications plan includes business SMS so that you're reaching your customers in the way they prefer to be reached. 

Topics: Business SMS

4 Ways to Engage Customers When They Just Don’t Have Time to Listen

Posted by Erica Berry

Sep 28, 2018 10:30:00 AM

With back to school now in full swing, everyone is just a bit busier. Whether you are a business owner who happens to be a parent, or if you own a business where parents or school age children are your main customers, you know that back to school season and school months can be a hectic time for your business!

Staying top of mind for your busy clientele and making sure your calendar is full is key to keeping your bottom line intact—shout out to photographers, local barbers, restaurant owners or the neighborhood coffee shop! With new technology and automated systems, it’s easier than ever to stay in touch with your customers in a number of ways.

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Here are a few ideas on how to keep your clients engaged:

1. Send Extra Text Reminders

Sending an extra text reminder is never a bad idea on the regular, much less when parents are busy running around shopping for tonight’s groceries or dropping kids of at practice. By reminding your clients about their hair, nail, massage, etc. appointment several times leading up to it (i.e.: a week before, day before and day of), there is less chance it will slip off their radar and a better chance you won’t be stuck with an empty, unpaid seat.

2. Make Old Fashioned Phone Calls

Depending on your business and your relationship with your clients, calling your customers before their upcoming appointment or reservation is a great way to make sure your calendar stays booked. If you own a restaurant, confirm the reservation a day ahead of time. If the original customer can’t make it, at least you’ll know the table is open for another paying patron.

3. Offer Timely Discounts and Sales

Everyone loves a deal, especially money-conscious parents, so why not take advantage of it with a promotion or coupon? Sharing a text or email campaign offering your clients a discount on coffee during a certain time of the day (perhaps right after school drop offs) or a coupon to your restaurant on a usually slow week night is a great way to drum up business!

4. Record Themed Voicemails

If you own a business like a photography studio or a hair salon where incoming calls are the norm, have fun with your voicemail greetings. Try holiday themed ideas or a play on words with your business name or the season. For example, “Hi there! Are you FALL-ing into a hairstyle rut? Our expert stylists can help. Please leave your name, number and preferred time to come in and I’ll get back to you shortly. We look forward to sprucing up your ‘do!”

When put to work strategically, automation and technology can save your small business time and money – and generate business! At Voxox, we aim to make running your small business easier by providing a convenient, reliable and cost-effective solution for business phone communications.

Have any other ideas on how local business can use technology and automation to engage their customers? We’d love to hear it. Comment below!

Topics: Cloud Phone, Business SMS

Five Smart Uses of SMS for Small Businesses

Posted by Natasha Grach

May 10, 2018 10:44:53 AM

It's often a bit awkward having to give out your personal cell phone number so that clients can send you text messages about business matters. Luckily with technologies like virtual PBX services, you can give out a "http://info.cloudphone.com/blog/5-clever-ways-to-use-phone-numbers-to-grow-your-business" target="_blank">business phone number and have both your business calls and texts instantly routed to your existing cell phone. You maintain a professional image and separate work/life identities via your dedicated business line, while also evading the extra cost and hassle of having to manage two devices. How often do business owners find themselves texting back and forth with their clients and employees?  It's so informal, right?  With 90 percent of people reading a text message within the first 3 minutes, according to MobileSQUARED, it's the fastest and most effective way to get in touch! 

Here are some uses of two-way business texting that can be highly impactful, while also not encroaching as much on your work life balance as handing out your personal cell number might.

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1. VIP Customer Support

Providing great customer service is essential for keeping clients happy, but sometimes phone and email communications just won't cut it. That's where text messaging comes in. Giving your VIP client contacts -- the ones with the killer accounts -- access to text support through your business phone number (aka ability to reach you anywhere at anytime) is a sure way to keep them happy and coming back for your products or services.

2. Escalation

Texting with clients and colleagues is a fast and efficient way to escalate an urgent matter. Sometimes you have to explain a situation in depth, whether it's an email or a voicemail, but the person you're trying to reach is not in front of a computer or can't pick up the phone and listen to a message (in a meeting, perhaps). A text can be incredibly useful to notify someone about an urgent communication that you've sent them -- and also a quick way to receive a response. 

3. Company Announcements

With hundreds of emails coming in each day, it's inevitable we will overlook one here and there -- even if it's internal, and from the boss. Plus, with teams working remotely and with little time to spare for distracting and long group meetings, text announcements just make sense. So, next time you have a company announcement like a new initiative, sales incentive or social event, try SMS. You'll be able to communicate the details effectively without upsetting workflow. 

4. Subscribing to a Work-Specific SMS Marketing List

There are times when you need to subscribe to a work-related marketing list. But there's that fear of using your own personal cell phone number, in case you start getting unwanted communications, reminders, marketing offers, etc. If you have a virtual PBX service providing your SMS-enabled business phone number for your company, you can always add a temporary virtual number to your account for things like this. The cost is low and this additional virtual line can be canceled fast.

5. Take Orders

If you're buying something for business purposes, you might want your business-related texts to be captured separately from your personal texts -- another handy use of a virtual PBX service. Say you're ordering supplies, or even pizza for an office party...always good to have a separate record of your business expense-related communications.

SMS is an essential part of our everyday lives -- it's how many people connect these days and it's accessible to nearly everyone. SMS can be a very useful tool to keep in touch with clients and colleagues when phone and email just won't do -- but keeping your business identity separate from your personal identity is typically a good idea.

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Topics: iPhone, Android, Cloud Phone, Texting, Mobile Productivity, Business SMS, Cloud Phone Mobile App

The Proof is in the Texting: Why You Should Add SMS to Your Small Business Communication Mix

Posted by Natasha Grach

May 10, 2018 10:28:56 AM

SMS helps you grow your business by instantly connecting you with the people you need to reach when you need to reach them. While other forms of communication, like phone calls and email, certainly have their spot in the business communications roster, it’s time to make SMS a front-runner and here are some stats that will push you to take the leap.

We just published a brand new post on the Voxox blog with a slew of stats on SMS effectiveness that will show you where texting can make a difference for your business.

Did you know that you can send and receive text messages with your Voxox Cloud Phone number? Using SMS through your virtual phone system keeps your personal messages and your business messages separate. Getting started with business SMS is super easy (here’s how).

 

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Topics: Cloud Mobile Phone, Business SMS

Voxox Cloud Phone Now Supports Two-Way SMS for Toll-Free Numbers (and Gives Business SMS Away for Free!)

Posted by Natasha Grach

May 10, 2018 10:28:20 AM

 

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We are excited to share that our Cloud Phone service is now supporting two-way SMS for toll free numbers!  Not only that, but Cloud Phone customers will also get complimentary SMS that they can use with their toll free numbers. It's an awesome deal - check out our announcement here.

Topics: Texting, Toll Free Number, Business SMS

How to Improve Your Customer Service with SMS

Posted by Erica Berry

May 10, 2018 10:23:31 AM

As a small business owner you know great customer service is very important for not only keeping your current clients happy, but also for attracting new business by way of referrals. You also know that providing top notch customer service isn’t always possible when you’re on the go or when you’re out working to build your business. So, how can you do both? With SMS.

SMS isn’t just for big corporations with mega marketing budgets. It’s actually a practical solution for small businesses looking to provide stellar customer service. SMS is an affordable and simple way to reach and be reached by clients. When your business phone number is connected to your smart phone, you’ll always be able to help.

Here are a few ways you can use SMS to improve your customer service.

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Provide Speedy Service

Texting is a quick and convenient way for clients to communicate a problem or ask a question. Likewise, it’s often quicker and more convenient for you or your team members to respond to a text than answer a call.

Here’s a scenario:

Say you own a two person car repair shop. You have a client at the front desk paying for a repair and your mechanic is out in the garage working on a car. At this same time you receive a text and a phone call – which one are you more likely to respond to in the moment? Our bet is on the text.

Rather than listening to a voicemail, calling back and playing phone tag, the text allows you to read the question or comment and reply immediately – you could even include a photo (ie: a snapshot of your mechanic working on the client’s car). Prompt responses make customers happy. Phone tag does not.

Record Keeping

Texting gives both you and the customer a record of the conversation, conveniently storing important information right on your phone. Have you ever been in a situation with a client where referencing a text saved you face or helped you provide better customer service? So have we. Not only is it handy to know what you and a client have discussed but having the ability to easily pull up important information like an order number or an address straight from a text makes staying on top of customer care easy.

Here’s a scenario:

You own a small screen-printing shop and do work for all your local schools. Baseball season is right around the corner and the team has ordered new jerseys. A pre-season game was added to the roster last minute and they need the jerseys stat! The client texts you with the order number asking if it can be rushed. You research the order number and see that only half of the jerseys have been printed. You assure the client you’ll have them ready by the end of the week – plus you’ll even drop them off. The client messages you the address and you’ve not only made their day, but also made it super easy on yourself to map your route on your phone’s GPS. 

Skip the Hold Music

Texting allows you and your clients to reach one another directly. No waiting on hold, no phone tag or leaving voicemails that go unreturned for days – or for eternity. Ease of communication can make or break a business deal and can cause current clients to love or leave your business.

Here’s a scenario:

A potential client of your PR company is coming into town to meet you and your team. The client is arriving early and wanted to bump the meeting time up. They call to let you know but are stuck on hold. Out of frustration they hang up and call again. After several attempts and a voicemail, they show up at your office annoyed (and two hours early). You’re in the middle of a conversation with another client and have to cut the call short in order to accommodate the in-person meeting. Now – imagine all of this would have been avoided if your potential could have texted to let you know they were arriving early!

Help Multiple Clients

Juggling phone calls isn’t easy, but messaging several people at once can be. Whether you have a steady stream of messages or experience bursts during busy seasons, you’ll find SMS to be a customer service life saver. 

Here’s a scenario:

You run a small floral shop and are always slammed around the holidays. While you’re able to take orders over the phone and in person, text requests are easy and allow your clients to message in an order without waiting on hold, reaching a busy signal or coming into the shop. Once the order comes in, you can send a confirm number, ask any questions and also get card messages, verbatim. Plus, once the order is ready you can send a text alert, or even give them a heads up when the order is delivered.

Your small business already has a reputation for providing exceptional customer service, so keep it up and make it easier on yourself with SMS. Learn more about SMS for business here and get started today. It’s fast, easy and your customers will appreciate it!

Find out more about Cloud Phone features!

Topics: iPhone, Android, Cloud Phone, Texting, Mobility, Business SMS

Business Phone 101: How to Get a Local Phone Number

Posted by Erica Berry

May 10, 2018 10:20:30 AM

You want to get a local phone number for your business, but you don't want a landline and you don't want to carry--or pay--for another cell phone plan. We don't blame you. Local phone numbers can be invaluable for businesses looking to gain credibility in a local market, especially with businesses built and run out of a personal home. Getting a dedicated "virtual number" that routes to your mobile is a financially practical and convenient solution for your home-based business.

Virtual numbers work directly with the cell phone you already have, which means you have no equipment to buy, nothing to service, and just one phone to keep track of throughout the day. Getting a local phone number for your business is easy - and inexpensive- if you know where to look. Here's what you need to know before you select a provider:
1. User & Department Extensions
Just because you're a one person (or small) operation working from your home doesn't mean your business phone communications should suffer. Some services that provide virtual numbers may also offer multiple extensions to allow you to either hook up multiple people to the same line or create "departments" to give your company a bigger business feel -- after all, as an entrepreneur you do wear many hats! The number of extensions can impact the price, so be sure to choose what best fits your current needs. Voxox Cloud Phone offers unlimited extensions, with the option to add or remove extensions on the fly as your business changes, without charge.

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2. Minutes
Some businesses use their calling features all the time and some just don't. Knowing how often you'll be on the phone will help you pick the best plan for your needs, at the best price. From paying per minute to plans of 1,000 to unlimited minutes, it's easy to find a calling plan that's right for you.
3. Text Messages
Clients and customers of days past may not have appreciated a business-related text message, but as people rely more on SMS for everyday communications, business to consumer SMS is on the rise. Imagine being able to text your client a meeting location, or update them on the status of a project with a simple text--and vice versa. It's fast and it's easy. If you're not sure text is right for you, look for a plan with a lower number of monthly messages and move up as you see fit. Or go for unlimited and text your heart out.
4. Number of Lines
The number of lines you can have on your single plans differs from the number of user and department extensions. Lines refer to new numbers. So if you have a home office and want two lines (say one is for clients and one is for your suppliers) you'll need to choose a plan that allows multiple phone numbers. Providers like Voxox Cloud Phone also let you choose between local and toll-free numbers, or a mix of both if you sign on with multiple lines. Read more here on why both types of numbers might be good for your business.
5. Features
Not all virtual phone numbers are created equal when it comes to features. Some features, like voicemail, come standard, but other conveniences like conference calling and voicemail transcription might come at a premium. Check out the listings of included features before you select a plan, and make sure you're not getting charged extra for those features you really want.
6. Free Trial
Just because you think you need something, doesn't mean you do. By seeking out a provider that offers a free trial period of at least 30 days, you'll have a chance to try the service and see if it fits your needs. If you love it, keep it. And if you don't, look for another provider or communication channel that better fits your business.
7. Management
Being able to manage your account easily on your own, without having to call a representative and wait on hold, is a life saver for busy business owners. Voxox Cloud Phone, for example, offers a simple and intuitive online management portal where you can add and remove lines and extensions, and pay your bill. You can even track activity to see if your current plan is right for your changing needs. If you find out it's not--go ahead and choose a new plan with the click of a button.
8. Cost
The cost of getting a local phone number via a virtual number is lower than you may think – considering the convenience and much needed features that should come with it. With a basic plan starting at just $12 from Voxox Cloud Phone, you shouldn’t have a problem finding something within your budget. Plus, unlike traditional mobile and landline plans, you don’t need to buy any extra equipment, or pay technician or start up fees.
Is there anything else you may want to consider when looking to get a local phone number for your business? Let us know and we’ll help answer your questions. Check out our plans and features here.

Topics: Cloud Phone, Virtual Phone System, Local Number, Business Phone Number, Business SMS