CloudPhone Blog

Regardless of the industry you're in, your business needs a way for customers to contact you directly. While email and online forms are convenient for some, many consumers still prefer to speak with an actual person when contacting a business. As an entrepreneur or small business owner, you may be wondering what's a better option for you -- going the local number route or the toll free number strategy. 

Many businesses have already discovered the benefits of having a toll free number, but if you're not sure if an 800 number is right for you, here are few questions to ask yourself:  

Do you want to encourage customers to place orders over the phone?

Advertising a toll free number is an effective way to drive phone traffic because it can be easier to remember. Choosing a toll free number with a pattern or repeat numbers means people are more likely to call you, generating more sales!

Do you provide customer service via phone?

A toll free number has the perception of being customer-friendly, as the idea is to make calls free of charge for customers who want to connect with you. In the age of the mobile phone and unlimited plans, the cost savings of a toll free number isn't what is used to be, but the perception of reliable customer service is still in play here. There's nothing worse than needing help with a product or service and finding it nearly impossible to get a hold of a real person -- talk about frustrating! The toll free number is inviting and accessible, so it makes your customer feel welcome to give you a call (and more likely they are to remain a customer).

Would a higher call volume benefit your business?

Whether you sell directly over the phone, have a brick and mortar or are a consultancy, more calls generally mean more sales. A toll free number can also give the impression that you have a large operation -- providing the instant credibility you need to gain more business! 

Do you have a broad geographic customer base?

Wherever you're based, if you are able to serve customers outside your local area, a local number may be limiting. A toll free number can help you capture new markets.  

Did you answer yes to any of the questions above? If so, it may be time to take advantage of all that toll free numbers have to offer. Still have questions?  Comment below or ask us on our social networks – Facebook, Twitter, Google+, or LinkedIn.

Whether you are working on fixing a customer’s broken cabinet, cleaning gutters, repaving a cracked walkway or any other job, the common denominator is that you are out working in different locations. As professional “Mr. Fix It,” you do all kinds of work for your clients, from month-long major projects to quick emergency repairs and you need a small business phone system.

Considering how much time you spend out and about, spending money on a brick-and-mortar office doesn’t make much sense. Still, even if you decide to forego a traditional office, you need to be reachable to potential and existing customers. For instance, if you are out working on a roof somewhere, you probably aren’t going to want to reach down and answer a call coming in from a client who needs a walkway repaved.

That is where a small business phone system comes in to play. Rather than wasting money on space and equipment you don’t need and will never use, you can get a business-specific number using just your existing mobile number. Additionally, you can set up professional greetings for incoming callers and customize them any way you want by accessing your settings through the Internet. The entire system is maintained by the vendor in the cloud, so you don’t have to worry about setup or maintenance.

On any given day, you could spend a morning putting in a new mailbox for one customer, an afternoon across town fixing a garage door, and the evening hours repainting a family’s living room. So you need communications capability that fits your mobile work life while also providing big business phone features. Because as you well know, you aren’t called a handyman because you sit on your hands—you are paid to use them.

The toll free number has evolved over the years from a novelty during the days when AT&T had a monopoly on them in the 1960s, to the ubiquitous customer service and marketing tool it is today. But the world has changed. Modern customers often aren’t as concerned with who is going to pay for a call, especially with many home phone plans now including long distance and mobile phones which will ding them for minutes no matter where the call is ending up. So it begs the question: are toll free 800 phone numbers still relevant today?

The early days

From the creation of 800 numbers in the 1960s to the 1980s AT&T held a monopoly on them, and charged a premium many times those of regular calls for the service. Fortunately that came to an end in 1982 when the monopoly that was “Ma Bell” was divided into more seven independent companies. The ensuing competition for long-distance rates, including 800 numbers, drove rates down. This opened the door for businesses that previously could not afford 800 phone numbers and many adopted them as a standard business practice.

Following the breakup is also when the vanity number cropped up. Customers could now select their phone number associated to numeric keypad codes and with it unforgettable corporate numbers. This innovation changed the way businesses marketed phone numbers forever. 800 phone numbers became so popular and such an accepted business practice, that by the late 1990s there were none left and thus the creation of 888, 877, 866, and, most recently in 2010, 855 numbers were introduced to meet growing demand.

The year 2000 and beyond

While the Internet age has delivered a multitude of voice options for consumers including various VoIP offerings and the growth of mobile phone usage has changed our communication patterns and business landscape, the need for toll free numbers is still present today. Even though the draw of the toll free number has less to do with cost to the consumer than in the old days thanks to the unlimited phone plans of today, toll free numbers still offer the perception of reliable customer service. They offer a professional image for businesses, as well as the ability to appear larger, either in size or geographic scope. This is especially important for businesses looking to represent themselves across various cities and states, but also for the smallest businesses who want to appear larger and more established. That combined with the advances in technology that allow for call forwarding with the aid of a virtual assistant make it an essential business tool even in today’s mobile world.

What’s next?

Some have even speculated that we may see 1-800 data in the future, where customers will avoid costly data usage to glean customer support via the web. We will have a front row seat to that debate, which is sure to continue. One thing is for sure, there is no replacement for talking to a live human being, whether that dialogue kicks off with a web search or not, you will want to make sure you have all the bases covered. Customers expect to be able to contact you in their preferred mode of communication and for some that still means picking up a phone and calling someone. For many businesses, offering 800 phone numbers means projecting a professional, larger appearance while also giving them the ability to pair it with many modern conveniences to route calls.

So yes, they are still relevant today, for many reasons. Wondering if you need a toll free number? Visit our recent post to learn more, 4 Ways to Gauge Whether You Need a Toll Free Number.

If you own a small business that’s been passed down through generations of your family, chances are that it’s pretty important to you. You probably have a reputation in town for being reliable and for charging reasonable prices, part of the reason customers keep coming back to you.

Unfortunately, the economic climate is a bit unstable at the moment and you can’t always be sure what your revenue will be from month to month. But even in the most financially trying times the business means too much to you personally to ever sell it—and you know business always picks back up eventually and a cloud based phone service can help.

One way to ensure you’ll be able to pass the company down to the next generation is to adopt a cloud-based phone service. A cloud communications phone application puts all the functionality of an enterprise system in your mobile phone. That means you can go meet with new clients or suppliers and still be sure you won’t miss a crucial business call. You can also have your voicemails transcribed and sent directly to your email so you can read an important message during a meeting without leaving the room.

Furthermore, with a cloud-based phone service you can slash your communications expenses because you don’t have to worry about hardware installation or equipment maintenance; the entire system is maintained over the Web by a third-party vendor, so you can start seriously thinking about ripping out your legacy wire-based system.

A family business is about more than making money. It’s about a connection that lasts for generations and a feeling of pride an entire family can share. Cloud communications can help make sure that connection remains unbroken, far into the future.

usinesses need phone systems, so why stick to a traditional phone service when you could have a virtual PBX? Virtual PBX combines traditional telephone service with the Internet “cloud” to offer more features, greater flexibility, and significant costs savings. Companies using a virtual PBX service can reap significant savings on their monthly phone bill and forego investment in new phone equipment -- one of the biggest perks of virtual PBX. Greater capabilities and freedom, coupled with major cost savings, sounds like a deal you and your business can’t refuse. Here's how all those saved dollars add up:

Low Cost Calling

Small businesses that switch from a traditional business phone system to a virtual PBX service (which uses VoIP) reduce the cost of their local calls by up to 40% and international calls by up to 90%, according to tech.co. Even if you're running an inbound call enter, or make just the occasional phone call, your cost savings will add up, not to mention all the enterprise grade features that come standard with a virtual PBX service. 

• Save on local calls
• Dramatically reduce your international calling bills

Save Money on Equipment & Startup Fees 

If you're starting a new business, choosing a VoIP business phone system can cut initial startup costs by as much as 90% (Tech.co). However, that cost savings is amplified even further with a virtual PBX service, which eliminates the need to buy or lease physical phone equipment for your business. Just connect the smartphone you already use to your system in the cloud. Look for virtual PBX services that also offer faxing to avoid having to get a separate fax line or a fax machine.

• No cost for phone equipment
• No extra fee for a fax number or costly fax machine

No Cost (and Easy) Maintenance

When dealing with a traditional phone company, any changes you make to your phone system will cost you. Need another line? Expect to pay for setup and service. Want to downgrade? You'll have to wait until the end of your contract and you most likely will have to pay some fees. With a virtual PBX service, you don't have to deal with any of that, but here’s what you do get: 

• No maintenance or support fees
• No downgrade fees
• No extra fees for adding extensions
• A system that can grow with your company, regardless of size to accommodate your business’s current and future needs. Adding lines, removing lines, changing lines and hiring remote workers can all be managed through your personal web dashboard. 

Reduce Overhead with Telecommuting

A typical business could save $11,000 per person per year by offering telecommuting positions, according to GlobalWorkPlaceAnalytisc.com. In fact, the same source says many businesses show teleworkers are also 35-40% more productive than their traditional counterparts. With a virtual PBX service, you can keep remote workers connected seamlessly and improve productivity rates, which ultimately reduces overhead. With a virtual PBX service, workers can be anywhere across the globe and, as long as they have an internet connection, it would be just as if they were sitting right in the office. This flexibility allows you to find and retain talent, and accommodate practically any type of remote worker situation.

• Reduce costs by offering more positions to telecommuters
• Use virtual PBX service to provide a more productive and efficient work environment

A virtual PBX service offers all the great things you love in a traditional phone system like reliability, without all the things you don’t like high costs, clunky hardware and geographic restrictions – plus a lot of extras like high-end business features and flexibility. Do you have any other ways you save with virtual PBX?  Comment here or on our social channels (Facebook, Twitter, Google+, or LinkedIn.)

Monthly box subscription companies are a perfect option for those looking to give a gift or participate in some self-indulgence. They’re convenient, fun and often offer exclusive products at significant discounts – and the demand is high! It’s no wonder box subscriptions companies are popping up to cater to an array of different demographics and interests.

But, with these box subscription businesses booming, how do the people behind them keep up with customer feedback, complaints and inquires? By building strong communication channels between themselves and their customers – including a professional, yet easy to manage, business voice presence.

For box subscription services that don't have a physical office location, a virtual phone system may be the most cost effective voice presence solution. Virtual phone systems offer a ton of features that a small business with a disbursed or traveling workforce may need to effectively and efficiently communicate with customers. Here are some examples:

1. Customizable greetings allow you to brand your voice presence just as you would your packaging and website. If your box subscription service is called “MeowBox” and is targeted toward millennial cat owners, having a fun greeting incorporating your brand name might be just what you need to secure brand loyalty or persuade a new customer to buy. Customization with a virtual phone service is typically easy to manage so you can change your message as often as you would like, allowing you to test out different messages and keep customers up to date on important information – if certain products are out of stock, wait time on responses, etc.
2. Mobility means you can take your business phone anywhere. If you’re at a trade show looking for new items for your next box and your business partner is out of town, or if you have team members dispersed across the country, you can all stay in touch with customers conveniently from the smart phones you already own.
3. Menu options and caller directories let incoming callers choose who they want to talk to. Whether you and your team (or maybe just you), are together in a room or spread across the country, callers can choose which department – billing, sales, product information, package tracking, etc. – they want to talk to. Not only does this give your business a bigger feel, but it lets you organize calls and get the caller to the right person quickly.
4. Voicemail transcription is a no brainer for a box subscription business. If you’re busy stuffing boxes and trying out potential products, do you really have the time or hands to take notes while listening to a voicemail? Probably not. Voicemail transcription takes the words down for you so you can easily read, save, respond or forward any messages you get.
5. Easy set up allows you to sign up for a virtual phone system and have it working within minutes. Some virtual phone services are easier to set up than others, but pretty much all are easier than setting up equipment for a traditional phone system. Plus, since the phone system works virtually, you never have to worry about the headaches and costs of maintenance.
6. Scalability lets you add and subtract lines as your demand changes. During holiday seasons, as subscriptions and gift box orders rise, adding a few extensions or virtual numbers for seasonal help will ensure you always have the services you need, at a price that fits your current situation.

If your business’ phone presence can’t deliver on all these features, then it’s time to think outside the box (pun intended) and sign up for a virtual phone system. We can have you making calls in just 3 steps – get started now

As a mobile consultant, you have the luxury of travelling, making your own hours and maintaining a solid work-life balance. However, since you’re on the go, you also face some communication challenges – especially when it comes to your business phone.

Let’s address those phone communication challenges now and see how a virtual phone system can help.

1. Your clients are calling your personal cell number OR you’re carrying and paying for two cell phones.

Don’t mix business with pleasure, they say – so why are you sending your business and personal phone calls to one number? Because you don’t want to have two cell phones AND pay two cell phone bills. Or, maybe you’re already doing this and no longer want to juggle the two. Either way, with a virtual phone system, you won’t have to pay double or manage two phones.

Virtual phone numbers are hosted in the cloud and connect directly with the smart phone you already have. This means that when a client calls your virtual number (aka your new business number) it will ring to your personal smart phone... but your virtual number also has its own professional greeting system and menu options, so if can’t answer the phone, don’t worry! Your caller will not be sent to your “Hey bros this is Bobby” voicemail that is meant for your personal contacts. Instead, your prospect, partner or customer will receive a professional custom greeting from you (ex: “Hello, you’ve reached Consulting by B.”).

A virtual phone system will give you peace of mind by providing a professional image for your business, save you money on a second phone, and give you access to personal contacts – all from one phone.

2. You have team members and they are also using personal cell numbers for business.

If you’re working with a remote team, chances are they are facing the same challenges as you. Personal and business calls coming into one phone line, carrying multiple devices, etc. A virtual phone system will not only ease these woes for you, they will do the same for your team.

A virtual phone number can be linked to multiple devices, so if you want to connect your business partner or your handful of employees to your new business phone number, no problem! The virtual phone system will act as a hub where you can then create different “departments” (billing, shipments, marketing, etc.) or add a directory to the caller menu so each team member has their own extension. Not only does this make your business sound super professional and provide major credibility points, but is also really convenient for your callers.

3. You have a hard time keeping up with business voicemails and important messages.

Voicemails are a nightmare. Listening to them, remembering what someone said, finding paper and a pencil to write down the call back number, it’s awful and chances are you end up spending too much time on the logistics and/or miss out on a lot of business opportunities because of missed messages. Virtual phone systems offer a saving grace – voicemail transcription. Voicemail transcription does exactly what it sounds like; it transcribes your voicemails so you can read them. This is awesome for busy people because you can read, save, send, go back and read again, or just delete entirely, all without ever listening to anything. While you might have appreciated being able to say, “Oh, sorry, never got that voicemail,” to a high school acquaintance who is always inviting you for drinks at a bad time, you will never have to say it to a client who wants to make a purchase or solicit your services. 

4. You do not have a professional phone presence.

We’ve touched on this a bit in the other points, but it’s important and worth revisiting. A professional phone presence is a necessity for a business –no matter how small. A virtual phone system offers a slew of professional features like:

• Auto attendant
• Department or personnel extensions
• Custom voicemail
• Inbound faxing
• Call forwarding or simultaneous ring settings for multiple phones
• Call screening
• Voicemail transcription

5. You know your current phone situation isn’t working, but you don’t have the time to find a new business phone solution.

If you’re experiencing this, you’re not alone and congrats to you for taking the first step – Googling an alternative! Virtual phone systems with the right user experience should be very simple to set up (Cloud Phone, for example takes less than a minute!) and you can manage your account from the cloud. This allows you to scale easily as your business grows and changes, and you only pay for what your business needs, resulting in overall cost savings and increased convenience.

For mobile consultants, having a virtual phone system is business phone communication heaven. If you want to give it a try, you can do a free 30-day trial with Cloud Phone any time. Share your feedback below or via our social channels!  

Imagine you have a growing consulting firm. Other than yourself, you have 4 employees -- a business manager, 2 account managers, 1 billing specialist. You're not planning to share an office, as everyone is working remotely from their homes. (You hired people you trust, from prior gigs, so you're comfortable with a virtual office.) 

While planning your business venture, you've been giving out your personal cell phone number, but now that you have client-facing employees who also deal with vendors, partners, etc., you want a unified business image, which starts with a single, centralized business phone number. Since you don't have a physical office, you've been exploring the concept of a cloud-based phone service that allows you to assign simple extensions to your virtual employees stemming from your main business line. 

This is where Cloud Phone's employee extensions come in handy. Once you sign up for this cloud-based phone service, you can add an extension in three easy steps:

Step 1: Enter the employee’s existing mobile number.

Step 2: Enter their first and last name.

Step 3: An extension will be instantly assigned. Accept it, or assign one of your choice.

Simple, right? Now you can manage admin privileges with the hit of a button and even customize individual cloud-based phone service settings in a matter of seconds.

When you have employees that need to be available to clients and partners via phone, you want to establish a consistent professional presence with a robust cloud-based phone service. Cloud Phone comes with a 30 day free trial, is fully managed via web, with no upfront costs and no equipment to buy, so give it a shot and see just how much it simplifies your life!

Do you find yourself in a perpetual state of packing and unpacking? Is your personal theme song the Allman Brothers’ classic road anthem “Ramblin' Man?” Do you think of your bedroom at home as more of a pit stop than a destination? If you answered “Yes” to more than one of these questions, congratulations, you are living the life of a traveling salesman.

As the proud owner of a small company, business takes you to places far and wide as you pitch your product and network with contacts. This month it’s meetings in Chicago and Philadelphia, next month trade shows in Las Vegas and New York; the bottom line is you’re always on the go. But as you hop around, you may find yourself worrying about missing important emails or calls from potential clients or partners. Well fortunately, a cloud phone system designed specifically for small businesses can alleviate your worries and get you on the road to a thriving business.

In 60 seconds or less you can set up a virtual, cloud-based phone system that turns your cell phone into an enterprise-level solution. You don’t need to be a tech whiz to use call conferencing or voicemail to email to set up extensions for other employees; all you need is a mobile phone number. You also get your own company-specific number, meaning you no longer have to give out your personal contact information to every potential contact you meet.

So if your natural habitat is a hotel room and you’re looking for growth that moves at your pace, consider adopting technology that gives you the power of an enterprise phone system without the major hassle and expense.

It’s no coincidence that all phone commercials stress their competitive pricing, but only cloud-based phone services really provide just that.

Phone systems are an expense many businesses consider a foregone conclusion and a sunk cost. Additionally, downtime, hidden fees, and lackluster support are considered norms. But traditional providers sticking to that old-fashioned model are in for a rude awakening, because there’s a new sheriff in town—small business virtual phones.

By offering service maintained by a host over the Internet, a small business virtual phone lets businesses slash hardware installation and maintenance expenses. Cloud technology also makes the service more reliable and less vulnerable to disasters. Better yet, the monthly fee associated with the service is peanuts!  

Small business phone service also take all the business features of a legacy enterprise system and make them accessible from the one thing professionals almost always have in front of them: their smartphones. Those features include:

• A digital text box for customized greetings that can be adjusted quickly on the fly
• Voicemail transcription that lets you read messages when listening isn’t an option
• Reach Me Anywhere call forwarding that ensures you are reachable anywhere
• Instant conference calling that facilitates better collaboration
• A business-specific number that you can start giving to clients right away

To review, small business virtual phone systems are less expensive than legacy service, and they are feature-rich. They are easier and faster to install and more convenient to use and maintain.

Remind us: why exactly would any business want to stick with a legacy system?