CloudPhone Blog

Owning your own cleaning services company is tough. Whether you have a housekeeping services business or a mobile car wash, you are in charge of buying your cleaning supplies, coordinating calendars with a constantly changing schedule, keeping your books simple and accurate, and then finding time to actually clean. But to grow your cleaning services business you also need to find new clients and retain the clients you already have.

Some ways to alleviate administrative busy work include using digital services like Calendy for appointments, Amazon for supplies and Freshbooks for your finances – but something we'd like to focus on today is how to get a local phone line for your cleaning services business without the need to buy and maintain a traditional business phone system.

Virtual PBX services like Voxox Cloud Phone offer inexpensive business phone plans with professional features, including local phone numbers for the region(s) your cleaning company serves. With these local virtual numbers, you won’t need any special hardware or even an office phone because they connect directly to your cell.

Getting a local number through a virtual PBX service will help grow your cleaning services business in a few ways:

1. Handle all calls professionally.

Because all calls to your local business number are routed to your cell, you can answer on the fly or send calls to voicemail with just the touch of a button – whether you’re in the car on your way to an appointment or scrubbing a tub! Having complete control over your business’ phone communications, along with the support of a laundry list of professional features– auto attendant, call forwarding, SMS, call recording, etc. – means that your clients will always have the best possible customer service.

2. Appeal to the locals.

Using the area codes associated with the locations you serve will help build rapport with the community. People are often interested in supporting local service providers, and one way to spot a local contact is via their area code. Put these numbers on your business card, referral fliers and in local bulletins!

3. Enter new markets.

If you are actively working on expanding your carpet cleaning business to new areas, you can get a local phone number in a variety of places and reap the benefits. By expanding your service area, you’ll open yourself to more potential clients and more opportunity to grow your business. With Voxox Cloud Phone, for example, you can sign up for up to 25 different local numbers that all conveniently ring to the same phone –so you can find one, or several local numbers and neighboring area codes that fit your needs.

4. Manage your account on the go.

As a small business owner, you don’t have a lot of time to spare. So why waste those precious minutes managing two separate calling devices? With virtual PBX services (like Voxox Cloud Phone!), all calls are routed to your existing cell phone or that of your employees, as needed. You have different local phone numbers for various reasons, from tracking to marketing, but all calls end up ringing a single device. If you don't pick up, the callers are sent to a professional business voicemail, separating your personal and business communications seamlessly and efficiently. Plus, you can manage all of your virtual PBX features from your online portal – add more lines, remove numbers that you don’t need, etc. It’s simple, it’s fast and it will give you more time to focus on the things that really matter, like growing your business!

So, what are you waiting for? Go get a local phone number from a virtual PBX service and see how it can help your business grow. Set up is simple, painless and fast – but if you need help we’re here for that too.

For a small business on the go, the mobility that a cloud-based phone system affords can be a life-saver. Say you own a mobile car wash and detailing business. You have two employees who travel around the county washing and detailing cars by appointment. You don't have a physical office since your team is always at different locations. Instead you use a cloud-based phone service that works with your smartphone to keep you connected with calls to your virtual office and your employees through a single business line withextensions.

Someone on the team may prefer to receive voicemail notifications by SMS because they don't check email often enough, while others may prefer email communications, so as not to have any disruptions during an ongoing job. Also, some employees may find listening to full voicemails to be inefficient, and may instead opt for enabling voicemail transcriptions, such that the fully transcribed voicemails are emailed or texted to their mobile phones in order to quickly assess the urgency of the phone message.

As a cloud-based phone service, Cloud Phone provides the ability for you and your team to customize phone settings and access your voicemail remotely in whichever way is most convenient. Once the user is added, his or her settings can be personalized or updated at any time. Here's how it works…

Step 1: Sign into Cloud Phone and choose People from the menu in the upper right hand corner.

Step 2: Once you’ve chosen a user, tap Update Personal Info.

Step 3: Choose how calls are routed. Add new lines or change the configuration of existing lines.

Step 4: Update your voicemail settings, including notifications and transcription, by choosing Yes or No when prompted.

In today’s business world, where an office is anywhere you can get phone service or an internet connection, having a reliable and feature-rich cloud-based phone service like Cloud Phone is key to establishing a professional presence – no matter where life takes you or how you prefer to  stay in touch.

Plus, Cloud Phone comes with a 30 day free trial, is fully managed via web, with no upfront costs and no equipment to buy, so sign up today and see how it can change your business communications for good.

According to a study by Siemens Enterprise Communications, a business could lose more than $5,000 per worker, per year due to decreased productivity related to time spent attempting to, but not reaching colleagues to collaborate. The numbers climb even higher when accounting for other communication barriers. These financial burdens can be alleviated by using an intuitive, easy-to-use cloud-based phone service like Cloud Phone by Voxox.

Photo Courtesy of flickr User Jyri Engestrom
Before we go into how a cloud-based phone service can improve your communications and increase your business’ bottom-line, let’s see exactly why businesses have been struggling to communicate (according to the study above) :

• Nearly 60% of SMBs do not have a unified communications solution.
• Employees use communications technology in six different areas: PBX, instant messaging, conference calling, videoconferencing, contact center and faxing.
• Increasing mobility of the workforce is putting a strain on traditional business communications; nearly half of today's global employees are considered mobile workers, including 35% in the U.S.

With communications flying in all different directions, it’s no wonder businesses and their employees are struggling to stay in touch! But there's more. In addition to the above mentioned communication qualms, these five communications pain points are hitting SMBs the hardest:

1. Waiting for information (the time it takes to reach someone to pass along information or get an answer)
2. Unwanted communications
3. Inefficient coordination
4. Barriers to collaboration
5. Barriers to customer grievances

If your business is experiencing any of these pain points, you know just how adversely communication blunders can affect your productivity and how hard effective communication can be when you don’t have the right systems in place. To get your business on the right track, here are a few ways Cloud Phone services can provide an effective and efficient communication system within your organization so your business can stop wasting money on communication mishaps!
Connect From Any Device
Say adios to waiting around for information, because Cloud Phone can enable employees to connect seamlessly on almost any device (even the smartphone they already have!) and collaborate effectively no matter where they are. Ideal for businesses with team members around the globe or just down the street, companies with mobile services, on-call employees and freelancers can reap the benefits as well!  
Break Communication Barriers
Some cloud-based phone services offer a single number for all your business voice, fax, and text messages, which makes receiving and responding to messages is easier and more efficient than ever. Major communication errors like unwanted communications, inefficient coordination and barriers to collaboration and customer grievances caused by disconnected networks (text, call, IM, etc.) are no longer a problem once your team is connected with a unified cloud-based phone service.
Professional Calling Features
Enjoy professional calling features such as conference calls, Virtual Assistant, multiple extensions, call-forwarding, voicemail and voicemail transcription, custom on-hold music, video calls, language translation online meetings and a few more that will make you stand out among the competition.
Easy Set-Up and Management
Unlike traditional business phone systems, some cloud-based phones can be set up in as little as 30 seconds. Plus, there's no complicated, expensive hardware to buy. All you need to get started is download a cloud-based phone service, like Cloud Phone, to your phone and the rest is a breeze! Plus, with the ability to monitor and manage your call settings right from your smartphone, you’re always in control of your business’ communications.
Look for No Set-Up Cost and Low Monthly Fee
Not only will you be recouping lost revenue thanks to your improved communications, Cloud Phone service comes with no hefty set-up fee and will also save you big bucks on your monthly phone bill.   
These are just a few ways switching to cloud service can alleviate communication pain points and dramatically transform communication at your business. If you are interested in learning more ways to improve your company communication, check out our other cloud-based phone resources and be sure to send any questions our way!
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Having only one cell phone is great. You only have one bill and you don’t look like MacGyver trying to tackle the world of mobile technology. But as a small business owner, using the same phone for personal and business calls can get a little hazy –especially when you’re receiving both types of calls to the same number.

Imagine a new client calls your cell and gets sent to a personal voicemail that mentions nothing about your business. Chances are, they’ll start to doubt your professionalism and reliability.

However, there are services (such as Cloud Phone!) that enable you to establish a dedicated business phone line that routes to your cellphone. This has great advantages for customizing your "voice presence" for your business. Here are some key customization benefits to consider as part of having a dedicated business phone line:

 1. Corporate phone number: the first impression

The first thing your customers see when they want to make contact with you through the voice channel is your business phone number. When getting a dedicated business line, you can opt to have a toll free number or a local number or even multiple numbers for different customer segments. Each type of number has different uses, for example: toll free numbers could be great if you have a national customer-base or an e-commerce website, local numbers can help small shops or those new to the area establish a local presence.  

2. Business greeting: the right message for your customers

Make sure you take full advantage of customizing your voicemail greeting when you have a dedicated business line. When you record a customized voicemail greeting for your business contacts, you can reinforce the image of your brand. Your greeting sets the tone for your business and it's a great way to also convey your key messages. 

3. Voicemail settings: extra attention for your VIP clients

Since customer calls are very important and can be time-sensitive, you may want to customize your settings for your business voicemails. When you have a dedicated business line, this should be easy to do. For example, Cloud Phone allows users to set up voicemail transcription, send notifications via SMS and email, and more.

4. Extensions: smooth transitions for your business contacts

If you have multiple employees, departments, or just want to make your business appear more professional, some services offer business extensions, which will help you guide your business callers to the appropriate channel without the hassle of tracking them down or taking messages that can eventually get lost in the shuffle. As your business grows, you can assign employees their very own extension to route calls from your main business number. Each employee can customize their own settings and manage them with their own login.

You’ve worked hard to establish your business so it’s important to make the right impression when your customers, prospects, business partners, and employees call. Having the right voice presence is an easy step in building trust for your company and an effective way to communicate your business style. Plus, once your voice communications are in order, you can stop worrying about missing a call or answering the wrong cell phone and can focus on more important things like running your business! 

For more tips on how to advance your small business voice presence, check out our CMO's recent contributed article that published on MarketingProfs.com.

How does voice fit into your small business communications? Share your stories, challenges and ideas with us – Facebook, Twitter, Google+.

Opening a retail store comes with a lot of overhead. You need to stock the shelves, buy or rent a space and depending on your size, maybe even hire a couple of employees. One thing you don't need to do is spend a fortune on a business phone system. A virtual phone system is an inexpensive option for small business owners who want all the perks and features of an enterprise grade phone system, without all the extra equipment and high costs. 

Virtual phone systems offer virtual numbers, which connect with the devices you and your employees already own, so no matter where you are, you can always be connected and ready to help a client. The virtual number you choose for your business simply rings to your cell and can reach you directly or be sent to your auto attendant. You can also take control and customize your menu and setting options to help your team stay organized and efficient.

Now that you know what a virtual phone system is and how to get a virtual number, here are a few ways you can put this to use at your retail store:

1. Designate Departments on Your Caller Menu

Say you're a two-or-three-person shop, but want to give the appearance of a larger operation – a virtual phone system can do that just. With a customizable menu, you can create departments within your store for callers to connect with. Press 1 for sales, 2 for custom fittings and 3 for alterations, for example. Not only does this give you a large-scale professional feel, it will also give you and your employees a heads-up on why the person is calling!

2. Use a Toll Free or Local Number (or both!)

Whether you're strictly an online boutique or want to make a name for yourself in the local market, a virtual phone system has you covered. With the option to have a local or toll free number, or both, ring to the same location you can showcase your business anyway you wish. Toll free numbers are great to post on websites, while local numbers may work best in a local advertisement or on your store front.

3. Provide Stellar Customer Service via Text

Many fashion boutiques and retail stores offer exclusive styling sessions for customers who want that perfect look. Many virtual phone systems, like CloudPhone, provide two-way SMS from your business number, allowing you to schedule appointments or even give advice on an outfit to a VIP client. You could also give text alerts to clients when that “must-have” piece is back in stock!

4. Create a Custom Shop Greeting

Your store has its own unique vibe, so it’s only right that your business’ phone presence shares that image with every caller. Virtual phone systems come with an auto-attendant or a virtual receptionist. Whether you can answer the phone or not, let your auto attendant pick up the phone and greet your callers with a branded message that reflects your store's personality.

5. Start Small, and Grow Your Plan

As a new business owner you want to save money anywhere you can. With some virtual PBX services (like Voxox Cloud Phone!), you can grow your plan with your business – no need to pay for anything you're not using. As you bring on new employees, just add a line with the touch of a button. It's that simple.

If you’re still trying to decide which virtual phone system to choose, check out our feature rich platform. It takes just a few minutes to set up – leaving you with more time to add the latest inventory to your boutique website and shine the pumps in your new storefront window.

Valentine’s Day is next week! We all know that it’s the perfect time to add a little fun to your small business' image. Many businesses, like floral designers or hometown chocolatiers, make this holiday a priority and prepare far in advance with their marketing strategies. However, even if your business is not in the Valentine's Day spotlight, you can still get in on the V-Day love with just a little creativity and minimal time – simply use your business’ voice presence to get festive in a simple and super fast way!

For those of you using a virtual phone system, like Voxox Cloud Phone, you already know you have a slew of features at your fingertips. Here are a few ways to use those features to tap into the love that swirls around us mid-February.

1. Update your business voicemail with a timely festive greeting

Recording a festive voicemail greeting is a fun way to engage with your callers without ever picking up the phone. By including a quick Happy Valentine’s Day or using festive language – cupid, arrow, heart, candy - shows clients you’re not only committed to business, but also have a personal side.

On the off chance you’re one of the rare small business owners taking Valentine’s Day off, you can use this as an opportunity to update your voicemail to acknowledge the closure, convey when your business is reopening, and of course, wish your callers a Happy Valentine’s Day!

2. Add a menu option to promote your Valentine’s Day special

Many types of businesses offer Valentine’s Day specials, even the unexpected – dry cleaners, sandwich shops, and CPAs. If you are offering a V-Day special, adding in an option to buy or learn more about your V-Day special at the beginning of your caller menu will help build awareness and could even boost sales.

Looking for something out of the box? Add a menu option to talk to Cupid! Your callers will love it and you may gain more clients from the hype. Just be sure to have someone ready to answer the line.

3. Send a heart-felt SMS to your clients

We all loved getting Snoopy Valentine’s from our classmates. So why not give those same feels to our clients with a festive SMS? Sending a text to your customers wishing them a Happy Valentine’s Day, or sharing a V-Day promotion, is a simple way to engage clients and build brand awareness.

Really want to show the love? Run a text promotion and show your customers how much they mean to you by offering special, limited-time Valentine’s Day deals for current customers only. It could be a BOGO offer, a discount on their next service or purchase, or a free gift the next time they come in. Whatever it is –your customers will come running with open wallets (ahem, arms).

Incorporating these tactics into your business’ voice presence this Valentine’s Day is a quick and easy way to get in on the holiday love, connect with your clients when they may not expect it, and promote your specials and promos. If you don’t have a virtual phone number yet, it’s not too late. You can get one now with Voxox Cloud Phone and see how its features can go to work for you business.

There are several reasons why small business owners want call screening - especially around the holidays. Your business is booming with holiday orders and you can only make time for the most important callers. Another reason may be that a caller (think client or business partner) may need to be dealt with in a specific manner due to added holiday stress or deadlines, and you need to mentally prepare for that person. And it also might be that you want quality time with your family and just don't want to take business calls unless it's an emergency situation.

Regardless of your reasoning, call screening can provide a barrier between you and your callers - making your holidays more enjoyable and giving you some much needed work life balance. Plus, it's just one of the many free services that come with Voxox Cloud Phone. So, why not gift yourself call screening this holiday season?

Here are a few ways to put call screening, combined with other professional phone features, to work for you over the holidays (and everyday!):

1. Ho! Ho! Who?

You've probably called a number that asks you to state your name before connecting. With a professional calling service like Voxox Cloud Phone, you can require each caller to state their name and then choose to pick up or send to voicemail. The real gift here is that the caller will never be the wiser no matter which option you choose and it's a simple way to provide professional service to all inbound callers.

2. Christmas "Eaves"drop

Say you've decided to send a caller to voicemail because you didn't have time to talk, didn't recognize the name or maybe weren't sure if you can easily provide assistance at the moment. With Voxox Cloud Phone you can listen in on the voicemail message being left in real-time and pick up mid-message if something important catches your ear. This unique feature is called Eavesdrop and brings us back fond memories of Christmas mornings long ago screening answering machine messages from distant aunts and uncles - who then mention gifts!
3. An SMS Wonderland

The cookies are burning, your cat is climbing the tree and your grandma is requesting another hot toddy. This is when SMS comes in handy. You've screened the call and you want to answer, but just can't talk (read background noise), so you opt for business SMS instead. Voxox Cloud Phone lets you text contacts from your virtual business phone number so the conversation stays professional, you can get your work done and tend to your holiday guests all at the same time.

4. A Call to Remember

Holidays are busy and often require traveling or hosting. If an important call comes in that you can't miss, but also need to take detailed notes on, hit the call record button. This lets you listen in on the call at a more convenient time so you can recall all the details you might have forgotten - a present for your future self!

If call screening sounds like something you could use, tis' the season to sign up for a free virtual phone number and start saving yourself time and unnecessary holiday stress -- it will be the best gift you receive all year!

Virtual numbers have some powerful features that can help you convey a professional image and drum up business. From giving the impression you’re a local business in more than one region, to creating the perception of a larger corporation overall, to keeping your personal and work lines separate, virtual numbers allow you to create the type of "phone presence" that your business needs to succeed—without breaking the bank.

If you’re not savvy to all the ways virtual numbers can improve your business communications, or even what a virtual number is, read on for answers to all your burning questions…

1. What is a virtual number?

A virtual number is a telephone number (or "DID") that is not directly associated with a calling device or telephone line. Typically, virtual numbers forward incoming calls to pre-set mobile, landline or VoIP phone numbers that are associated with specific calling devices. Business professionals can opt to have one or many virtual numbers route to a single phone or multiple phones, based on their business needs.

2. How does a virtual number work?

Once you choose your virtual numbers, you must set them to route to phone numbers that are directly linked to a calling device, such as your cell phone. The virtual number provider typically has a portal for the set-up process. With Cloud Phone, for example, this takes less than a couple of minutes to set up.

Once the virtual number is set to forward to your calling device of choice, callers will be able to reach you through that number at that device. If you don't pick up the call, they typically will be routed to a separate voicemail that you can set up with the appropriate message, based on the goals of your virtual number strategy.  Some services, like Cloud Phone, also offer voicemail transcription for virtual numbers to make retrieving voicemails as easy as possible.

3. How do I make calls from my virtual number?

It's also possible to make a call from a virtual number. Some services will allow you to dial the virtual number and then, when prompted, dial the number of the person you’d like to call. Another option that may be offered through your virtual number provider is "web call back" where you enter both numbers into a web form and the two calls are bridged together instantly to create an outgoing phone call. The recipient will see your virtual number on their caller ID – just like any other call.

4. Why do I need a virtual number?

Having a separate phone number (or numbers) for your business can be essential to maintaining a professional image, but carrying around two mobile devices or being tied to a desk just isn’t convenient or cost-effective for many types of businesses. A virtual phone number lets you stay connected on business matters, while still keeping your personal communication on the same device. Also, you can gain strategic benefits through virtual numbers. For example, when selecting numbers to represent your business, you can choose phone numbers with area codes you want to do business in to help you build relationships with customers and potential clients in those areas. You can also opt for toll free numbers if there is no regional benefit to you, but you'd like the number to be memorable and professional.

From looking bigger to appearing local, virtual numbers can give you the edge your business needs to grow. Here are some additional resources on the benefits of virtual numbers for business:

Make Your Small Business Look Bigger With Virtual Numbers

4 Reasons You May Want a Virtual Number

Consumers love exclusive experiences, which is why temporary retail and dining establishments are a growing trend across the nation. Known as "pop-up" shops, these temporary stores offer consumers time-restricted access to goods and services, and a slew of benefits to owners and operators such as brand extension and the ability to experiment with new ideas and offerings on a short-term basis.

However, because many pop-ups are the products of entrepreneurs and small business owners, business phone systems often come second to stock and travel expenses. A toll free number is a convenient and inexpensive solution for any business looking to establish a professional phone presence, especially those who are on-the-go and rely heavily on voice communication.

Setting up a toll free number is not only a smart way to give your business a professional edge; it also allows you to keep the same phone number while travelling from city to city to build your venture. Here are 4 ways a toll free number can increase sales…

1. Connect From Anywhere

A toll free number that rings to your cell can be answered from anywhere, which is very economical and convenient for a mobile business. Keeping a steady phone number as you move your pop-up business will keep customers in touch to ask questions and gain knowledge regarding your business venture, such as your dates of your operations in their geographic area.

2. Pre-order and Phone Sales

Halloween costume shops and Christmas shops always pop up around the holiday season and some items, like trendy costumes and gifts, go quicker than others. Keep new customers happy by having their order in stock when you pull into town.

3. No Equipment

Without the hassle of costly equipment and maintenance fees normally associated with business phone systems, you can provide professional voice communications without breaking the bank – and with the right toll free number provider, you’ll not likely to ever need technical assistance because the maintenance is done in the cloud and all calls are sent directly to your cell.

4. Sound Professional

Pop-up shops can seem sketchy but a toll free number makes you sound legit by providing professional features like an auto attendant and call forwarding. Plus, these features will help you manage all of your calls and make sure that your customers never feel like you are out of reach.

There are many financial benefits of pop-up shops, and a toll free number can help you take advantage of all the perks temporary establishments have to offer. Have you started a pop up shop? We want to know your toughest voice communication challenge and how a toll free number could help – Facebook, Twitter, Google+, or LinkedIn.

The holiday season is a time to put work aside in favor of fun with friends and family, but sometimes, especially for small business owners, that’s not always possible. Luckily, with Cloud Phone, you can travel for the holidays and do work too!

Since Cloud Phone is a virtual phone system that connects directly to the mobile device you already own, it doesn't matter where you go to celebrate the holidays!  Whether you're on your couch with a warm mug of eggnog or in the Bahamas getting a winter tan, you can stay connected with your team and your clients, if you need to be.

Because Cloud Phone was made for business communications it comes with a ton of professional features that are perfect for travel and most importantly, features that allow you to enjoy your time with your friends and family. Here are our favorite features for getting business done when traveling:

Auto Attendant: The Auto Attendant is the center of automation for your virtual phone system.  With an auto attendant answering your calls, you don’t have to do a thing until you’re ready (quite handy during the holiday season, right?). Callers are welcomed by your company greeting and then presented with menu options in order to reach company extensions that route to other members of your team or forward to other phone numbers where you may be traveling to (even international). This can be particularly useful when you have VIP clients who need help over the holidays and you've promised to be available, or perhaps switching off "on call duty" with a business partner.

Voicemail Transcription: Voicemails are automatically transcribed and sent to your email so you can candidly read the message and decide if it’s urgent enough to pause Elf or to put down the hot toddy.

Call Screening:  Advanced call settings allow you to customize how your inbound calls are handled. You can require callers to speak their name before the system connects them to you. This allows you to discretely screen unwanted callers, particularly if you are only taking select business calls while with family. Alternatively you can set up your system to immediately connect callers to you without screening. In either case, simple controls allow you to accept or reject the call.

Business SMS: Texting is a fast and easy way to communicate, and now with Cloud Phone’s free two-way business texting, you can use it without having to check your business email (and get fully engrossed in work) during the holidays. If an urgent matter arises, try to tackle it via text as not to disrupt your family’s annual gingerbread house building competition.

For a list of all Cloud Phone features, go to the Features page.

Peace of mind is important during the holidays, and small business owners deserve it too!   Comment here to tell us your favorite Cloud Phone features that will help your business run smoothly during the holiday season - we'd love to hear from you!