CloudPhone Blog

A huge perk of the modern business landscape: an advanced communications package doesn’t have to break the bank.

There is no way around it; legacy phone systems are expensive. Their cost structures are loaded with fees and up-charges, and the complex infrastructure they require is enough to cripple startups with limited resources. Not only are they pricy to install, but downtime and repairs are commonplace as well.

Luckily, small business virtual phones provide a powerful and intuitive alternative for a company looking to leave its mark on an industry. Consider the two side-by-side:

• Legacy wire-based system: Single, dedicated lines with no free calling (international calls are outrageously expensive), huge upgrade and extension costs, and extra charges for call waiting, call forwarding, and call transferring.
• Small business virtual phone system: Maintained by a host over the Internet, with free peer-to-peer calling, scalable and costless upgrades and a variety of big business features like a professional auto attendant, voicemail-to-email notification, Reach Me Anywhere call forwarding and voicemail transcription.

Virtual phone systems make good financial sense because they require little-to-no additional training for employees or customers. Their intuitive interfaces operate on the backs of technology most are already familiar with—namely smartphones, laptops and tablets—completely negating the time and expense of training and the time it takes to start collaborating effectively. 

If your new company is looking for a way to make it through what can be a rough first year or two, consider making a small business virtual phone one of your allies. Because you’ve never had a friend like this. 

Ever been caught daydreaming and someone jokingly tells you to “get your head out of the clouds?” Well, when it comes to your small business phone system, the cloud isn’t a distraction—it actually provides major benefits like: 

Big Savings: With a cloud based phone system, you don’t have to worry about complicated, expensive equipment. You avoid unnecessary spending on hardware installation and maintenance, and also receive just one low monthly bill, meaning it is convenient as well as inexpensive.

Improved customer service: A small business phone system allows you to collaborate with customers and colleagues through your mobile device, significantly improving your ability to promptly answer important calls. With Reach Me Anywhere you can have calls routed to you or any of your staff anywhere, on any device, so customers get the service they need when they are in a pinch.

Professionalism:  Oftentimes small businesses struggle to project an established image, but with a small business phone system these organizations are indistinguishable from large corporations. From the business-specific phone number, to the professional auto attendant greeting, you get everything the “big boys” in your industry have. 

So if you’re in the process of re-examining your phone service, consider the fact that these small business systems were designed for companies just like you. So chances are they are going to be a better fit for your needs. So again, feel free to keep your head in the cloud—your bottom line will thank you later.

Did it finally happen for you? After months upon months of wishful thinking and fruitless efforts, have you solidified your business idea, secured VC funding and honed your value proposition? Are you ready to transform your startup idea into a fully-baked reality? Congratulations!

So now what?

The truth is that for the 543,000 new businesses that get started each month, a vast majority fail due to poor planning, a lack of forecasting and a failure to embrace innovation. But you don’t want to go down that path. After all, you have worked too hard and you have a killer idea. So what do you do after you get the big idea? To begin, you need to immediately consider the gold-standard technology that will take you from fledgling to full-forced in a matter of weeks. Let’s take a look at where you need to begin when it comes to 21st century technology:

• Assess Your Limitations: You can’t identify what services and offerings you need until you understand your limitations. For example, are you currently one-man shop, unable to support the payroll of multiple employees? Or perhaps you are operating your business out of your basement, even though you want to establish an international presence? Restrictions like these, for example, suggest the need for a robust business phone system, one that boasts a wealth of features from auto attendants that can greet your calls professionally to voicemail-to-email notifications that can allow you to handle calls on the go. Once you understand your setbacks you can identify the technology that will allow you to level the playing field.
• Evaluate Your Expertise: Are you all thumbs when it comes to technological installations, upgrades and compliance requirements? Then perhaps you need to go the cloud route and entrust these daily tasks with a third-party provider, especially when it comes to your phone. A cloud-based phone service for example, allows you to focus on critical business processes—such as growing your customer base and conceptualizing best-in-class marketing tactics—as opposed to mundane administrative tasks such as upgrades, maintenance and troubleshooting. You can leave all that to your third-party cloud provider.
• Consider Your Budget: As any budding entrepreneur can confirm, planning and sticking to a budget is of the utmost importance. While the big-ticket items like startup financing and office leases can steal your attention, don’t lose sight of the fact that other considerations—like technology—can eat up your budget. Therefore, after you get the big idea it’s important to take a look at your finances and determine where you want to place your spend when it come to technology. If you go the cloud-based phone service route, for instance, you can enjoy a reduction in CAPEX/OPEX spending—since you need less physical equipment and personnel to support your phone system. As a result, additional dollars can be allocated to other innovations such as WebRTC, UC and M2M technologies.

So now that you have technology considerations of your checklist, what’s next on your list?

In today’s mobile world, where it seems like everyone has a cell phone and can call long distance without paying extra, you may be wondering why 800 numbers still exist – after all, they are only useful for landlines and no one has those! Well, this perceived reality where landlines are totally gone, is just not the case. According to a Center of Disease Control (CDC) survey, nearly half of all Americans still have a landline, 41% of Americans maintain landlines (Source: CDC). What's more, the CDC also reports that 29% of 24-34 year-olds use a landline to keep in touch (in combination with a cell), and 15% of people living with non-family members still have landlines as well.

So, why are landlines still around?  Back-up, yes, but there are various other reasons too -- for example, some people may be in areas that don't have proper cell reception or broadband access. Another example is that of senior citizens for whom it may be simpler to use the technology with which they are familiar. Businesses, particularly those that cater to people who are reliant on landlines, may want to consider 800 numbers or other toll free numbers to ensure that customers are comfortable calling.

Not only do 800 numbers (and other toll free numbers) offer a guaranteed-to-be-free form of communication for your customers, but they provide other perks as well, such as:

• Give customers a widely available, easy to use means of contacting the company
• Remove insecurities about a business by evoking a sense of trust and the feeling of a large company regardless of business size
• Expand business reach with one toll free number that's a fraction of the cost of adding local phone numbers in many geographic regions
• Provide memorable contact number for promotional campaigns, making it easier for your customers to get in touch and respond to offers
• Seamlessly support your customers by routing your toll free number directly to your support staff
• With virtual phone systems, 800 numbers are inexpensive to maintain, easy to set up and connect directly with the phone(s) you already have

People still like to make calls to get certain issues resolved. Research from Invoca shows that voice conversations are the most influential yet overlooked interactions in a buyer’s journey -- for instance, 75 percent of consumers say a phone call is the quickest way to get a response from a company. By emphasizing the call channel, your business is likely to come out ahead. 

Exciting News! Voxox Cloud Phone recently received media coverage from major news outlets for playing a huge role by the US Navy to fight drunk driving.

Naval Officer Michael Daigle was able to set up Saferide, which allows volunteers to pick up servicemen who are too inebriated to drive. With DUI cases being a major problem for the military, Daigle’s ride service helped drastically lower drunk driving instances. The news covered some of Cloud Phone's key features such as affordable pricing and extension routing.

This is exciting coverage and we’re thrilled that Cloud Phone is being used to save lives and keep people safe on the road. Read the whole article here: "US Navy Turns to Cloud Technology to Reduce Drunken Driving" by Yuri Kageyama and and check out more details on this unique use case on the Voxox Blog

Petty Officer Michael Daigle

Voxox CEO, Bryan Hertz, with the Channel 10 ABC news crew

Ah, the tail end of summer time and the living is easy…or at least it should be. But let’s face it. As the owner of a fledgling company, summer is really just another season. That’s because securing VC funding and identifying the avant-garde technologies that will take your company to the next level is much more important than picnicking and beaching.

Photo Courtesy of Flikr User Steven Depolo

But what if you could achieve a perfect work-life balance and do both? Thanks to cloud communications you can. Whether that summer lunch takes place during the work day with a prospective business partner or on the weekend with your kids, you can remain connected thanks to the functionality afforded by cloud communications applications. For example, by leveraging Cloud Phone for your small business system, you can take advantage of the following capabilities while enjoying the nice picnic spread:

• Auto attendant, or the virtual receptionist that can professionally route your callers to your mobile device to uphold the guise that you are at the office
• Voicemail-to-email notification so that your voicemails can be delivered as voice packet attachments to your cell phone so you can respond to calls in real time
  
  
• Reach Me Anywhere, a capability that connects incoming business calls to you and your staff wherever you choose across any device

With spending on cloud services expected to surge to more than $180 billion by 2015, now is the time to cast your eye toward such technology if you have not already done so. Moving critical applications to the cloud—like your small business phone system—will not only save you money by allowing you to forgo expenses related to maintaining hardware and systems upgrades, it will also augment your productivity.

To learn more about Cloud Phone, a best-in-class cloud communications technology, and to try our service for free for 30 days, click here!

Being the tech savvy and business smart entrepreneur that you are, you know that a nimble, easy-to-use business phone system is a must-have to stay connected in 2017 -- so why is it that although communications technology continues to make strides every year (both in terms of convenience and cost-effectiveness), we continue to see antiquated phone systems in small businesses around the country? Let's do more this year to leave the old behind and rally around change for the better!

One key to making business communications effortless is to incorporate what you already have and use with what's new and simple. For many small ventures, "business phone system" doesn't have to revolve around special phone equipment and/or expensive contracts with local carriers.  There are services that quickly, easily, and affordably allow you to set up a business phone number and advanced business calling features. For example, with a virtual PBX service (like Cloud Phone!) you can instantly set up a business phone number that routes to your existing phone(s), among many other handy business features. This means you can easily use one device for all calls, but still keep your personal and business phone presence separate.  

So what are some of the awesome features of such a virtual business phone system? Here are 6 of our faves:

1. Extensions

Something that's a basic but important feature within a traditional business phone system is the ability to set up extensions, in case your callers need to reach a specific person or department within your small business.  The nice thing about the business phone number (called a virtual number) that you set up through a virtual PBX service is that you can also set up extensions that route calls to the cell phones of your business colleagues and/or employees, thereby bypassing the traditional type of business phone system setup entirely without losing the necessary connectedness.  It's so easy and doesn't require any special equipment -- just makes efficient use of everyone's existing phones, cutting out the expenses and keeping up with customer expectations.

1. Business SMS

Texting is the new calling – and has been for a while – so why are some businesses so anti-text? Maybe because their current business phone systems don’t support it. But there are virtual PBX services that do. For example, two-way texting is complimentary with Cloud Phone subscriptions, allowing you to quickly and easily send and receive text messages from your business number. 

1. Voicemail Transcription

Voicemail transcription puts all your voice messages into text so you can easily read them, then delete or save for later. One of our all-time favorite features, voicemail transcription is a great tool for busy people because it allows you to read a message if you’re in a meeting, check in on past messages without sorting through annoying voice files, or even forward the message to someone who can take care of the matter – all with just a click of a button.

1. Management Portal

User experience is important because it can make managing and customizing your business phone system simple and easy (as opposed to a waste of  precious time!).  With the right virtual PBX service, the management portal allows users to quickly access call logs, update settings, change billing info, upgrade plans, add numbers / extensions, contact support - and best of all, you can access it from any location or device.

1. Conference Calling

With a solid virtual PBX service, you can connect several callers at the same time on one call – which means even with dispersed team or clients across the country, you can still get work done. Conference calls save time and confusion from relayed messages, plus in 2017 we all know collaboration is the key to success. 

1. Call Recording

Have you ever been on a call only to hang up and then instantly forget an important detail? Or have a client call in with a support issue you wanted to forward to your tech crew? With call recording you can listen in on your past calls to review details like new phone numbers or confirmation numbers, monitor support issues, and to forward a recording to a colleague.  Bye-bye paper and pencil!

Among your New Year's resolutions for your small business: re-evaluate your current phone communications approach and try simplifying!  From the joy you feel when not spending a fortune on your business phone system to the points you'll score with your team and clients for staying on top of business communications, we know adopting new phone communications tools like a virtual PBX service will make 2017 better and brighter. 

When choosing a phone service for your business, there are many factors to consider. You want reliable service with sophisticated calling features your customers and team members expect, all at a great price. While some phone services might have a few of the qualities you’re looking for, most traditional business phone services / landlines don’t measure up to new technologies with respect to flexibility and cost-effectiveness.

In today’s world, where physical businesses, team members and even customers are located all over the globe, a cloud-based phone can be a life saver when it comes to keeping the lines of communications between team members open and affordable – no matter where they are.

Here are three ways a cloud-based phone service can help bring your dispersed team members together…

1. Connect with Team Members All Over the World

A cloud-based phone service can offer you an effortless way to keep team members connected whether they are in a different hemisphere or just down the road. Many cloud-based phone services work with the mobile phones your employees already have, which empowers them to keep in touch effortlessly. There’s no need for multiple mobile devices or complicated (and expensive!) traditional hardware, just one single cellphone that will connect wherever your team members roam. Also, some cloud-based phone services (like our very own Cloud Phone!) offer a way to connect employees globally via a 3 or 4 digit extension, which can make those international numbers much easier to dial.

2. Save on Those International Bills

These days, many small businesses rely on virtual employees who work across the country or even around the globe. With a cloud-based phone service you can say goodbye to the days of high international rates, spending hours (or even days!) tracking down employees, missed messages and unreturned phone calls, because a cloud-based phone service is so flexible and affordable that a modern entrepreneur just can’t go wrong here when it comes to cost savings!

3. Sophisticated Calling Features

Whether you’re a Fortune 500 company or a mom-and-pop, a professional phone service is a must. Not only does it give customers the impression that you’re a bigger business, but it also makes staying connected much easier for employees and business partners. There are many compelling calling features that a cloud-based phone service might have that will help your workforce do their jobs effectively. Here are examples from our cloud-based phone service, Cloud Phone:

• Dedicated business phone number (toll free or local) that forwards to any existing mobile phone or landline
• Simple 3-digit extensions that forward incoming calls to employees / departments anywhere in the world
• Voicemail transcription with email delivery
• Auto-attendant
• Call screening
• Web Callback
• And more!

If you’re still relying on outdated technology to keep your business communications afloat, it’s time for your company to move on to a more convenient, cost-effective and feature-rich business phone option like a cloud-based phone service. It will change the way your team members communicate, for the better!

Have questions about how to make the switch or want to share your cloud-based phone service success stories? Comment below or connect with us on social media – Facebook, Twitter, Google+.

With communications coming over a dizzying array of channels it’s no wonder that many companies can quickly become overwhelmed and fragmented. But there is hope. In fact, there’s more than that—there are cloud communications applications!

Cloud communications applications are the perfect way to seamlessly integrate your telecommunications strategy and tools into one intuitive system, and your one stop shop solution for a small business phone number. But even if you’ve heard a little about the technology, you may have missed a few things along the way:

1. Wires are O-U-T: When you leverage cloud communications you essentially put an entire enterprise PBX system in your mobile phone. When that happens, there is no need to keep a legacy wire-based system around the office. So it’s time to rip it out!
2. Set up in a flash: Did you know that with a cloud communications application like Cloud Phone you can start configuring your system in one minute? Yes, it may sound too good to be true, but it’s as real as the mobile phone you can use to get a business-specific number and get cranking right away.
3. Always affordable: Getting rid of on-premises hardware does more than make life easier—it helps you cut costs as well. Without equipment to maintain and keep updated in your office you cut out on recurring costs—forever!

Benefits like these make cloud communications an easy choice for small business phone system your business. And now that you know what these applications are all about, it’s time to get started!

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.

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.