CloudPhone Blog

Between warm weather, baseball games and the-late setting sun, summer is a season for fun. But during the work week, sitting at your desk day after day looking at the beautiful weather outside can seem like torture.

You’ve thought about breaking up your work routine to make this summer more exciting but you don’t know how your small business would run without you in the office. And that is why you need a small business phone system.

 A cloud-based phone service designed for small businesses lets you effortlessly manage all your communications entirely from your mobile phone, making it easier, less costly, and more efficient to do to business on-the-go. This kind of phone system allows you a little flexibility to your summerby letting you meet with clients out of the office, attend a trade show or anything else that piques your interest. 

A small business phone system also offers the features and functionality of an enterprise service, such as:

• An auto attendant that greets callers professionally and presents them with menu options
• Reach Me Anywhere technology that connects incoming business calls to any location you choose, on any device
• Voicemail transcription that turns voice messages into text that can be read when listening is not an option
• Instant conference calling, so even when you’re out of the office, it will be like you never left
• A business-specific number that you can give to clients and customers instead of your personal number

So consider deploying a small business phone service and introduce a little variety to your summer—nobody wants to be stuck in the dog days for months on end. 

Regardless of your age, you most likely grew up with the idea of office buildings as business hubs. But while physical office space certainly remains a part of how many companies operate, it’s not right for all organizations. Renting space in a building is expensive and for small or mobile-heavy companies spending a sizeable chunk of a tight budget simply doesn’t make sense.

In an effort to cut unnecessary expenses and boost mobile productivity, business owners are increasingly turning to virtual offices. A recent study by online market research firm uSamp revealed that 62 percent of small businesses allow employees to work remotely. Separate research conducted by the office research firm Instant shows that the global flexible workplace market increased by 9.1 percent from July 2012 to July 2013.

One of the most important cogs in any virtual office is a phone system that provides the features of a legacy enterprise system. Completely web-based and maintained in the cloud, a small business virtual phone is designed for mobile and at-home workers. Using an existing mobile number, business managers can obtain a separate, business-specific number, professional greetings, extensions for individual employees and more. System settings are accessible from smartphones, laptops and tablets and because the vendor is responsible for the service installation and upgrade costs are non-existent. 

In business, one-size-fits-all is rarely a sound strategy because companies of varying size, budget constraints and goals have varying needs. In time, small or new businesses may find they need office space, but if it’s not a necessity today, spending money on rent and hardware only makes turning a profit more difficult—and no business, small or large, wants that.    

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!

Telecommuting is increasingly becoming the norm for many businesses both small and large. According to the United States Census Bureau, an estimated 3.7 million employees work from home at least half the time. But with people out of the office, telecommuting definitely presents a unique set of communication challenges.

While email, texts and cell phone calls might work for some, other businesses want to show a more professional image, and also want professional calling features and custom options traditional landlines and mobile plans just don't offer. This is why smart businesses are turning to virtual numbers.

Virtual numbers are beneficial for companies with remote employees in a few ways. They offer mobility, customization and the ability to choose a toll-free number, for businesses with a national presence or a high call volume, or a number in area code where the company does business, which for some businesses is key to establishing a local presence where there might not be one physically. Virtual numbers are also the perfect solution for telecommuting employees who need professional telephone access without the hassle of extra equipment. Typically, virtual numbers forward incoming calls to mobile, landline or VoIP phone numbers that are associated with specific calling devices – meaning employees can take both personal and business calls to different numbers on one phone. Depending on your employee’s specific phone communication needs, they can also opt to have one or many virtual numbers route to a single phone or multiple phones.

Features will vary depending on your provider, but voicemail transcription, intelligent call routing, customized greetings, inbound fax capability and online management settings are just a few that you might want to look for from your virtual numbers provider. With all this available anywhere, even from your employee's couch, it’s no wonder telecommuting is on the rise.

Here are a few highlights regarding what the world of telecommuting looks like these days according to GlobalWorkplaceAnalytics.com:

• Since 2005, regular work-at-home, among the non-self-employed population, has grown by 103% and 6.5% in 2014, representing the largest year-over-year increase since before the recession.
• From 2013 to 2014, the employee population as a whole grew by 1.8%, while employees who telecommute population grew 6.5%.
• Half of the US workforce holds a job that is compatible with at least partial telework and approximately one quarter of the workforce teleworks sometimes.
• 80% to 90% of the US workforce says they would like to telework at least 2-3 days a week.

It’s clear that telecommuting is here to stay, so if you’re ready to make the switch, check out these step-by-step instructions and pricing for virtual phone numbers through Cloud Phone. Or if your remote employees have experienced improved communications since switching to virtual numbers, share your success stories with us – comment here or on our social media channels –  Facebook, Twitter, Google+, or LinkedIn.

Over the past several years, business experts have increasingly touted the idea that trust has evolved from a feeling to a crucial element in business. Depending on the level of service they provide to consumers, businesses either stockpile customer trust in bundles or begin to lose it until almost nothing remains.

The numbers support this assertion. For example, according to a Zendesk survey, 39 percent of customers continue to avoid vendors for two years after a bad customer service experience. Furthermore, 48 percent said they had recommended that others not buy products or services after having a bad customer experience. What these numbers illustrate is that a reduction in consumer faith in a company is directly correlated with revenue loss. 

One of the ways businesses can simultaneously increase trust and provide a better customer experience is by getting a company-specific, local small business phone number from a small business phone service. First, if you are a small business owner at a trade show passing out business cards, you don’t want to have to give your personal cell phone number out to potential customers. Your trustworthiness may be in question from the beginning, decreasing the chances of generating new business with that prospect.

Additionally, if you have employees spreading the word about your product in targeted locations throughout the country, each of them can also adopt a local number that gives your company a local feel. 

What some small or microbusiness owners may not know, however, is that these small business numbers are available with little hassle and almost no setup time. With best-in-class technology, all you have to do is enter your mobile phone number into a little box on the web and you are ready to go.

When it comes to trust, you’re either putting it in the bank or spending frivolously in a way almost certain to come back to bite you—saving seems like the better option.  

Oftentimes, the size of a company is inversely proportionate to the amount of downtime the owner gets. The fewer employees the business has, the more responsibilities fall to the person in charge. 

If you own a small or microbusiness, we understand you shoulder a lot of the burden for getting things done. Still, in order to stay productive during the hours you do work, you need some time away for yourself. So here are five things you can start doing right now to achieve better work-life balance:

Find time to get away...completely

We understand that sometimes a 15-hour day with no lunch break is simply unavoidable. But it becomes a problem when those days become the norm. Finding time to shut off all your devices, turn your brain off and just relax will get you recharged when it’s time to get back to work.

Work from home

Even if you’ll be busy conducting business, it’s nice to spend time in comfortable surroundings and with people you might not see as much as you’d like. Working from home gives you more face time with loved ones, which is invaluable. Today’s technology makes telecommuting easier than ever as well. You can use a small business virtual phone, for instance, and none of your customers will have the slightest idea that you’re talking to them from your living room.

Let others carry the load

As a business owner, you may have the urge to make sure you work closely on every project. But if you hired employees, you have to trust your own judgment and believe they can handle the responsibilities you throw at them. Not only will working yourself to the bone burn you out physically, the quality of your work will suffer as well. Simply put, nobody can be two—or 20—places at once.

Figure out when you work best

For whatever reason, some people do their best work at 6 a.m. while others are more productive at 10 p.m. It doesn’t really matter as long as you know when you work best and schedule accordingly. Don’t schedule a crucial client call during a time you usually feel a little low energy.

Take care of your health

In the short term, skipping meals or cutting down on sleep might seem like a way to increase productivity, but it’s likely to come back to hurt you down the line. Cutting out lunch, for instance, may just leave you with less energy during the afternoon hours. Not sleeping enough can hurt your productivity on a given day, but it also weakens your immune system. When your defenses are down, you’re more likely to get sick and miss significant chunks of time.

Some of these practices may be difficult to put into place, especially if you have contradictory habits deeply ingrained already. But these suggestions will put you in a better frame of mind and help you achieve better focus. In turn, your business will grow and thrive—and that’s the reason you work so hard in the first place.

Often times, the size of a company is inversely proportionate to the amount of downtime the owner gets. The fewer employees the business has, the more responsibilities fall to the person in charge.

If you own a small or microbusiness, we understand you shoulder a lot of the burden for getting things done. Still, in order to stay productive during the hours you do work, you need some time away for yourself. So here are five things you can start doing right now to achieve better work-life balance:

Find time to get away...completely

We understand that sometimes a 15-hour day with no lunch break is simply unavoidable. But it becomes a problem when those days become the norm. Finding time to shut off all your devices, turn your brain off and just relax will get you recharged when it’s time to get back to work.

Work from home

Even if you’ll be busy conducting business, it’s nice to spend time in comfortable surroundings and with people you might not see as much as you’d like. Working from home gives you more face time with loved ones, which is invaluable. Today’s technology makes telecommuting easier than ever as well. You can use a cloud-based small business virtual phone, for instance, and none of your customers will have the slightest idea that you’re talking to them from your living room.

Let others carry the load

As a business owner, you may have the urge to make sure you work closely on every project. But if you hired employees, you have to trust your own judgment and believe they can handle the responsibilities you throw at them. Not only will working yourself to the bone burn you out physically, the quality of your work will suffer as well. Simply put, nobody can be two—or 20—places at once.

Figure out when you work best

For whatever reason, some people do their best work at 6 a.m. while others are more productive at 10 p.m. It doesn’t really matter as long as you know when you work best and schedule accordingly. Don’t schedule a crucial client call during a time you usually feel a little low energy.

Take care of your health

In the short term, skipping meals or cutting down on sleep might seem like a way to increase productivity, but it’s likely to come back to hurt you down the line. Cutting out lunch, for instance, may just leave you with less energy during the afternoon hours. Not sleeping enough can hurt your productivity on a given day, but it also weakens your immune system. When your defenses are down, you’re more likely to get sick and miss significant chunks of time.

Some of these practices may be difficult to put into place, especially if you have contradictory habits deeply ingrained already. But these suggestions will put you in a better frame of mind and help you achieve better focus. In turn, your business will grow and thrive—and that’s the reason you work so hard in the first place.

Effective communication with clients is key to long-term business success. Small business owners are always thinking about new ways to reach and stay in touch with their customers – from social media to text to email to video chat. But even with all these new communication channels, savvy entrepreneurs know that their phone etiquette is critical to initiating and maintaining strong customer relationships.

So what exactly do your customers expect from your business with regards to phone communications and how can you provide it?  Here are three expectations that customers have and how to address them...

1. Customers Expect Businesses to Answer Promptly

• 3 out of 4 people think that calling is the most effective way to get a quick response – NewVoice
• 85 percent of people whose calls aren’t answered will not call back – message-direct.co.uk

Solution: Rather than relying on traditional business phones that require special equipment, professional setup, and a wall jack, switch to a virtual PBX service. Virtual PBX services (like Cloud Phone) enable you to get a dedicated business phone number online and route it to your mobile device. With some services, you can do this in just a few minutes. Virtual PBX features allow you to be responsive to your clients anytime, anywhere – giving them the service they crave.

1. Create a Professional Phone Presence

• 25 percent of customers feel they’re kept on hold too often – NewVoice
• More than half of callers get irritated if they don’t speak to the right contact immediately – NewVoice

Solution: Consider virtual numbers. Say you have several Etsy shops -- you can easily sign up for multiple virtual numbers and assign them to the different shops or product lines. Virtual numbers can be routed to the most relevant colleagues for each designated area of your business, even if they just have a mobile phone as their sole calling device. Virtual numbers are also very useful for geographically disbursed businesses. The seamless call routing, regardless of location, makes your business look ultra professional.

1. Provide Excellent Customer Service

• 66 percent of customers will switch companies because of poor customer service – Accenture
• 40 percent of customers will look to purchase from a competitor because of their reputation for great customer service – Zendesk

Solution: While we don’t know the answers to all of your customers’ questions, we do know that in many fields and types of business, providing a clear and simple way to reach you via phone is essential to having a strong reputation for customer service. Some questions are too complex to look up online, so customers prefer to call. Some customers like to sound out their questions and/or confirm they are getting the right information by calling. For the simpler inquiries, features like custom voicemail messages can be very useful as they allow you to share important information upfront, which, at times, takes care of the question right

1. Solve Problems Fast

• 62 percent of customers have to repeatedly contact a company to resolve an issue – Harvard Business Review
• 86 percent of people are happy to pay up to 25 percent more if they get the right customer experience – RightNow

Solution: Use features like "reach me" call forwarding, which dials multiple numbers on your list to reach you, as well as voicemail transcription with email and SMS notifications so that you are on top of the calls and voicemail messages you are receiving from customers. Take advantage of modern telephony conveniences to be instantly made aware of any major issues that your customers are experiencing and calling you about. With all these ways to stay in touch, there’s no reason to let a call go unanswered.

Phone etiquette is vital to the overall health of your small business. It does not take a lot of effort (nor money!) to provide effective, fast customer service, and the benefits will surprise you. Do you have any tips on effective voice strategies? Comment here or visit our social pages!