CloudPhone Blog

The holidays are a stressful and busy time for a lot of people. And for those of us that live life as a small business owner or freelancer we especially feel pulled in several directions as we manage communications from all directions in our personal and business lives. But the good news is that voice technology can be our friend to help us manage the stress and the communication channels in our dual lives. Here are 5 ways voice technology can help you this holiday season:

1. Manage smarter (and safer) with virtual numbers - ever consider assigning and tracking a different number for personal versus work calls, but have them ring one location? Now you can with virtual numbers. But even more you can use one a number for events you might be planning or hosting. Or better yet, they could help avoid a dangerous commute.
2. Simplify your day with voicemail transcription – there are many benefits of being able to read your messages with voicemail transcription when you’re in a hurry and multitasking – and if you’re an iPhone® user, you don’t have to wait for the voicemail transcription feature to be available on your phone, if you're using a virtual PBX service (like Cloud Phone!).
3. Don’t miss a beat with call recording - when we are distracted and multi-tasking we might miss something important, don’t lose important info on your calls – record them so you can play them back later if needed.
4. Work from anywhere with call forwarding – if you are working in various locations either for personal or business reasons, you can use a virtual number for your business, which enables you to easily set up call forwarding. This way you can be reached where you are at the touch of a button, and your contacts don’t have to know that you are working from your family’s mountain house this week and the office next week, they just dial the same number.
5. Share the workload with call routing – with powerful features of a cloud phone solution such as call routing and "reach me anywhere," you can assign calls to co-workers or employees when you are busy, i.e. when you’re taking your kid to the mall (to see Santa!) on your lunch break but you don’t want to miss that important call from a client. Simply send calls to your co-worker for that hour all with the touch of a button.

There are many ways that technology can lower your stress rather than add to it with time-saving features like voicemail transcription. Just take a few minutes to get set up now before the holiday season is in full swing and you’re wondering how to manage it all. It’s easier than you might think!

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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As traditional gender roles continue to dissolve, mothers and fathers find themselves sharing both earning and childcare responsibilities. Looking to dispel old stereotypes of fathers solely as breadwinners, in early June, the White House held a conference to examine the changing role of working fathers in America today.

One of the goals of the conference was to promote “extensive workplace flexibility options” that make it easier for fathers to work and help take care of young children. But while large enterprises can address this issue with organizational policies like paid parental leave, small business owners may find it a little tricky. When you own a small company or work as a sole proprietor, there might not be anyone to pick up the slack if you take off even a few days.

 A cloud communications solution, however, can help make parenthood a little easier for both mothers and fathers by helping them do business more effectively from a home office. On top of being affordable and easy to set up, a cloud-based phone system maintained over the Web provides all the business features you’d get with a traditional wire-based office system, including:

• Reach Me Anywhere functionality that routes incoming calls to any device you choose, even if they arrive while you are cooking dinner.
• Voicemail transcription that lets you read voicemail messages when you can’t listen because your baby is crying.
• Web-based settings that is easy-to-adjust and accessible from anywhere you have an Internet connection, including your kid’s after-school karate class.

So if you’re a small business owner looking for a better work-life balance and a little more time with your kids, cloud communications solutions can get the job done—just like you do at work and at home every day.

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.

On Father's Day, sons and daughters everywhere will pay tribute to their dads on Father's Day with candy, breakfast in bed, fancy dinners and a host of other traditional celebrations. Unfortunately, it is a simple fact of life that not everybody will be able to celebrate this annual holiday in person. As a small business owner, sometimes important meetings or conference take you far and wide, even if the only place you really want to be is close to dad.

If you are going to be traveling for business this Father's Day—or at any other time—you might want to consider adopting a cloud-based phone service designed for small businesses like yours. Leveraging cloud technology, these systems are configured and maintained by the provider but allow you to adjust settings online. You also get some top-shelf features like:

• A digital text box for customized greetings that can be adjusted quickly on the fly
• Extensions for other employees or departments, even if the department is just you
• Voicemail to email service that ensures critical messages are returned in a timely manner

Additionally, the service can provide you with a company-specific phone number that rings to your mobile phone. With this feature, you can project big business presence even if you work alone out of a home office.

As long as you are going to be away from your dad this Father’s Day, you might as well call to wish him well from a phone system that will help your business thrive and grow. After all, you’re going to need all the money you can get so you can make up for missing dad’s day by showering him with gifts. 

INTRODUCTION:

Your “how to” blog post should teach the reader how to do something by breaking it down into a series of steps.

Begin your blog post by explaining what problem you are going to solve through your explanation and be sure to include any relevant keywords. Add in a personal story to establish your credibility on this topic. And make sure to end your blog post with a summary of what your reader will gain by following your lead.

Need some inspiration? Check out these "How-To" examples from the HubSpot blog:

• How to Write a Blog Post: A Simple Formula to Follow
• How to Do Keyword Research: A Beginner's Guide
• How to Write an Effective Meta Description (Yes, They Still Matter)

BODY:

Now deliver what you promised in the first section. This is the longest part of the post, so make it easy to read. Use short paragraphs, bullet lists, and bold headings to set different sections apart. 

Some common section headers include:

Step 1: Getting Started

Step 2: Do Your Background Research on…

Step 3: First Steps for…

Step 4: Analyze and Repeat

Step 5: Wrapping Up

You can use bulleted lists, numbered list, or multiple headings. Include as many steps, numbers, or bullets that will allow you to discuss your topic thoroughly.

Here are some pointers to make the best possible body of your blog:

• Include visuals
• Include short explanatory phrases in your headers
• At the end, transition into your conclusion

CONCLUSION:

Now it’s time to say goodbye and wrap up your post. Remind your readers of your key takeaway, reiterate what your readers need to do to get the desired result, and ask a question about how they see the topic to encourage comments and conversation. Don't forget to add a Call-to-Action to turn your blog post into a marketing machine!

Congratulations! What a lovely how-to post you've created. 

Recently, Fitocracy was featured in Entrepreneur magazine about adopting a cloud technology to improve customer service. The objective of the New-York based online fitness platform is to make exercise and improving health, more fun. Users who log their workout activity are awarded points and by completing quests, they could also earn badges. The problem was, with over 1.5 million users and estimated 100 personal trainers, the business was struggling with engaging customers over the phone. How could a small 8-person firm provide better customer service, while appearing as a giant in the fitness industry?

Finding a solution for better customer support.
Brian Wang, CEO of Fitocracy, was faced with the challenge of finding a way to drive growth and participation through user engagement. He wanted to encourage users to meet their fitness goals, but with his limited staff, it was difficult to support the large number of customers calling the office. Brian wanted an affordable, simple communication solution to help create a big business image, and provide reliable service that would improve customer relations. 

Reliable and steadfast support for clients
With Cloud Phone, a cloud-based phone system, calls are routed directly to the employees’ cell phones making it easier for clients to reach a Fitocracy rep. Brian was able to set the system up in a matter of minutes. There was no need for additional hardware or equipment and now he could manage his business communication easily online. By improving customer relations with a cloud-based phone system, Fitocracy was not only able to save money but also drive sales and revenue. 

What are your thoughts? Could a cloud-based phone service help your business? Share in the comments below!

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.

Baseball fans: It’s almost time for the annual MLB All-Star Game! As you fill out your ballots and think about the stars you’d like to send to Minnesota for the Midsummer Classic, here’s an all-star solution you should consider for your business: cloud communications small business phone system.

Like a great closer coming in to save a big game, this revolutionary business communications technology can help businesses save time and money this summer—and the rest of the year as well.

All signs indicate that the small business phone system will be a home run for businesses for years to come. In fact, according to Gartner, cloud computing will become the bulk majority of new IT spend by 2016.

Here’s a look at the cloud communications scouting report:

Cost savings: Putting together a successful big league team requires investing in low-cost, high-performance solutions—like All-Star first baseman Paul Goldschmidt of the Arizona Diamondbacks. You don’t have to go bankrupt by investing in a massive legacy system that your business will be paying for years down the road.  You can get twice the amount of production with a cloud communications solution for a fraction of the price.

A full arsenal of options: Just like Yankees start pitcher Masahiro Tanaka can take down hitters with a knee-bending slider, a deceptive splitter or a blazing fastball, cloud communications can provide a business with a whole suite of communications options. This includes text, chat and call features that allow users to stay connected wherever they are.

Reliability: By the time the All-Star game rolls around, we’ll see a lot of players who will be home resting with injuries in August or September. But with a cloud communication system, you never have to worry about your business winding up on the disabled list. Cloud-based systems are maintained by third-party hosts, so a weather disaster will never sideline your operation.   

 For more information about how you can invest in an all-star cloud communications solution from Voxox, click here.