CloudPhone Blog

It’s Friday afternoon and the beautiful weather has you dreaming about sneaking out of the office to meet your buddies for a quick round of golf. You’re entitled to a little work-life balance; you work hard to keep your company thriving.

But what if a critical business call comes in while you are out smacking that little white ball around? You simply can’t afford to leave your small business office without remaining reachable to clients and colleagues.

A cloud communications application lets you enjoy your afternoon round without worrying that you might be missing a crucial or message back at the office. When customers call your business-specific phone number, they are greeted by an auto attendant that presents them with menu options. If they need to speak with you directly, they simply punch in an extension—the same way they would with a wire-based enterprise system—and the call rings to your mobile device.

Additionally, a cloud communications application provides features like:

• Business-class voicemail-to-email notification
• Voicemail transcription
• Instant conference calling   
• Easily accessible and adjustable web-based settings

A cloud-based system is maintained by a third-party vendor, meaning it is inherently reliable even during storms or other disasters. Best of all, with just one low monthly service fee to pay each month, you avoid installation and maintenance costs as well.

So as you’re making pars and birdies this summer, ensure you have the tools necessary to keep your company headed straight down the fairway. Because sometimes when you sneak out of the office and onto the golf course, important business follows you right out onto the first tee.

When you call your cable provider with a billing question or a major retail corporation for product information, what do you expect to hear?

First, you will probably receive an automated greeting, thanking you for calling the company’s contact center. Next, there will probably be a list of extension options to help you reach whatever department you need. At that point you’ll be connected to the department you choose and will either speak with a company employee or leave a voicemail if no one is available.

As the owner of your own microbusiness, you’d love it if you could greet your customers like a Fortune 500 Company. Unfortunately, there simply isn’t room in your budget to project that kind of corporate image…right? As a matter of fact, a small business phone system can give you a big business presence at a price you can manage. With a phone system designed specifically for businesses like yours, you can get:

• A free business-specific local phone number you can give to customers instead of your personal mobile number
• An auto-attendant that welcomes callers with a greeting you can customize digitally
• Extensions you can designate for various departments or individuals within your company 

In addition to this impressive functionality, cloud-based phone systems are maintained by the vendor, meaning you will avoid installation and maintenance costs. You pay one low monthly bill for a suite of features sure to impress prospects and existing clients alike. Systems maintained in the cloud also make settings accessible through the Web which allows you to access and adjust your settings at any time.

So if you’ve been holding off on adopting a small business phone system for your company, keep in mind that although the best things in life might not always be free, they aren’t prohibitively expensive either.

Starting your own business can be thrilling, nerve-wracking, and terrifying—all at once. While no secret formula for guaranteed success exists, common characteristics are pervasive in many of these startups and the entrepreneurs who created them. Here are a few:

Discipline

Most new businesses have limited resources and have to disperse them with great care. Don’t waste money printing 5,000 business cards for two employees operating a company from a living room and don’t waste cash on a complex, legacy phone system when a small business virtual phone has everything you’ll need.

Delegation

You are going to learn pretty quickly that once you have even a bit of success, it’s going to be difficult to do everything yourself. You have to be able to delegate work and trust that it will get done correctly and to do that, you have to make the right hires. Don’t skimp on background checks and the interview process  so that you can be as close to 100 percent sure about a candidate before making a commitment.

Drive

A strong work ethic is important in any job but is particularly pervasive in founders of new businesses. You have to be willing to put in some long days but also have the focus to know where your energy needs to be directed at any given time.

Dedication

It’s a near certainty that you are going to hit some hiccups as a startup and that some sacrifices will be necessary. Although the most successful startups have created billionaires, initially founders and CEOs don’t rake in the big bucks. In fact, 66 percent of Silicon Valley founders pay themselves less than $50,000 per year. But if you truly believe in what you are selling, after a few years of modest earning you may find the pot of gold at the end of the rainbow.

‘Daptability

OK fine: We cheated a little here. But adaptability is so important we couldn’t leave it out. To achieve startup success, you have to be flexible in your approach to product development, branding strategy and pretty much anything else. No business plan goes 100 percent perfectly; the key is making sound adjustments as you go.

Have another ‘D’ that’s essential for startups? Let us know in the comment section! 

Independent consultants are busy people. Phone calls are coming in, client requests are being made and keeping up with the workflow can be a challenge in itself. So, when it comes to business communications you need something reliable and professional -- with customization capabilities that work for you. 

To get all these features, you might think you're stuck with an expensive centralized phone system, but you're wrong. We know independent consultants have unique schedules and work environments -- whether you're on the go, or have co-workers all around the country who connect remotely, or because it's just you in your home office. With all these factors in mind, you probably don't have the need for a phone tied to a physical location. So,what's the solution to your individual situation and communication needs? A customized phone system that connects directly to the mobile phone you already have.

Here's how phone customization can help improve the life of a busy consultant:

1 - Separation of business and personal identities

Many consultants often have one or a couple of co-workers in the business, but would prefer to have the image of a bigger business. Having a distinct business phone line and voicemail greeting that establishes your consulting business as a separate entity from you personally with a voicemail greeting that speaks to a more professional image, and may win customer trust more easily.

2 - Improved focus balanced with communication needs

Oftentimes, consultants are working on a project that requires a chunk of time with heavy focus. Customization of phone settings allows for minimal disruptions at the times that matter most. This includes receiving voicemail transcriptions, instead of picking up calls and setting notifications to email only so that texts don't distract from the focus-heavy project.

3 - Time savings through efficiency and better coordination

When a consultant has multiple co-workers or business partners working for the same clients, it might be easiest to set up extensions through the business line so that the caller can use the auto-attendant to reach the appropriate person at the business, without having to look up a bunch of phone numbers. Oftentimes, consultants work from their home office, so these extensions can be life-savers in coordinating communication without a "middle-man".

4 - More professional business image

There are many ways that customizing your phone presence can make your business look bigger and more professional. Perks to customization include: getting your business a toll free number that's easy to remember; routing your calls to multiple calling devices, if that's your preference; customizing your business message to say exactly what you need it to say right now, and more.  

Does your current phone system let you do all this? If not, it's time to make the switch and see how customization can help you boost your productivity and provide better communication between you, your team and your clients. Comment here if you have more ideas on how to improve business phone communications.

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’re venturing out as an independent consultant, opening a small retail shop or starting the next billion-dollar brand from your garage, there are a few things every startup should be doing to maximize their business from the get-go – and the wonderful thing is they are all basically free and take only a few minutes to set up…

Website

It should go without saying that these days every business should have a well thought out website, but you can save creating your ultimate vision until your business is up and running – but to start, consider a quick and dirty template-based website with free hosting. There are several companies that offer free websites for business including, AwardSpace and Infinity Free, each with DIY website builders and domain name registries. For now, all you need is a page that announces your business and gives people the ways to contact you – which brings us to hack two...

Business Phone Number and Answering Service

Three big reasons you want to get a service like Voxox Cloud Phone. First, you don’t want to give out your home/cell number as your business number for both privacy reasons and to help keep your sanity and work-life balance intact. Second, getting a local number in the area code of your choice (or toll-free) can help you create a successful image immediately – imagine having a consulting firm with a Manhattan or Washington DC area code. And finally having auto-attendant features such as automatic call answering, hold music and routing (“dial 1 to speak to sales”) immediately gives a professional image to a caller and makes it easy to add more lines as your business grows. Cloud Phone is the most affordable out there and comes with a 30 day free trial.

Google Local Listing

Now that you’ve got your website and business phone number you want to list your business with Google Local – this will make sure it gets found by people searching for your business or service. It’s easy and free to setup. Just head to Google’s My Business site to get started.

Facebook Business Page

You can worry about all the other social media avenues later, but just like a standard website, every business should at least have a Facebook page. Not only does this serve as an advertising opportunity, but it is one of the top ways people connect with the businesses they are interested in. For now you only need to have some basic information and some catchy photos to get started, but it’s important you get your business page name registered with Facebook as, like the highlander, there can be only one.

A Big List

At some point you will start to market to potential customers, but before you can market to them, you need to collect and organize their info. You may not be in the market for a Salesforce Enterprise plan yet, but a free HubSpot CRM account will go a long way in getting you started down the right path. You can even use their form plugins to start asking for email addresses when people visit your site or Facebook page, or even just do it the old fashioned way be asking people for their business card.

Did you have any other ideas, tips or questions? Share them with us via comment below or on the Voxox social channels.

ou're thinking about starting an Etsy business and one of the things you will need is a phone system. But, your team works from home− knitting scarves, making necklaces, crafting anything and everything− or you are a one person operation. For you, it just doesn't make sense to buy a traditional phone system so instead you’re considering getting a virtual phone system.

What is a virtual phone system and what does it mean for you? A virtual phone system is a phone system that's entirely in the cloud - you get a dedicated business number and many powerful business-grade telephony features that are associated with it, but no hardware. All you need is your own existing mobile phone (or any phone, really!) − no special skills, or other equipment necessary! All calls to your virtual number (a.k.a. your dedicated business phone line) are directed to your mobile phone, and/or any other phone(s) of your choice, and can help your business convey a professional image, while staying connected and organized. 

Here are some features you’ll love: 

One central number that routes to different departments (customer service, sales, billing, etc.). Even if you don't actually have different departments, but your store carries multiple products, or you have multiple stores on Etsy, or several employees who handle different aspects of the business, it is convenient for you and your customers to have a central and clearly organized hub for communication. When your Etsy customers call about anything associated with your products, not only will they be directed to the correct line, allowing you and your team to address the inquiry quickly, but they will also get the impression you are a professional, booming business!  

Voicemail transcription helps you keep customer messages organized. If you’re a musician or a potter (or perhaps someone who manages an Etsy store as a side business to a day job) you know that answering the phone isn’t always possible – plus who wants clay all over their device?! So, rather than going through all your messages and listening for specific requests and call back numbers, voicemail transcription automatically creates text and email messages that you can easily read and reference.

Professional greetings give your business legitimacy. No matter what kind of store you own or how long you have been in business, customers receiving your professional voicemail message will have more trust in your operation. Customization also lets you change the message whenever you’d like, allowing you to brand your business and keep your customers up to date on important information – holidays, when you’re on vacation, if certain products are out of stock, etc.

Instant set-up means that once you decide you want a virtual phone system, you can set it up in minutes. There’s no need for professional help or maintenance, so your phone line will never be down, and your customers will never be without support. 

Scalability allows you to add lines or remove lines as your team changes − paying for only what you need and keeping your overhead low. This is the perfect solution for seasonal Etsy business like a Christmas décor store or a jewelry maker that brings extra team members on to help handle skyrocketing sales for Valentine’s Day.

Mobility lets you and your team to work from anywhere while still staying connected. If you want to go on vacation, relocate your business or hire a team member on the other side of the country, a virtual phone system has the functionality to accommodate all your moves without a hitch.

With all the professional perks and cost savings that come with a virtual phone system, your business (and wallet) can’t afford not to try it out. Give your Etsy home business a big business image with a virtual phone system and be sure to let us know how much you love it!  

Whipping people into shape is what you do. As a personal trainer, you meet clients all over the place, building personal routines for each to maximize the impact of the workouts. But take a look at how you are communicating with prospects and clients. Is your phone solution as customized as the workout routines you take such care to create for your customers? Are your business communications in tip-top shape?

Image Courtesy Flickr User Sascha Wenninger

If the answer to any of these question is “no,” a small business phone system might do your business some good. A service designed for micro or single-person businesses puts the power of a traditional enterprise phone system in your mobile phone.

A legacy wire-based system doesn’t work for your business because you are constantly on the go and don’t want or need to spend money renting a brick-and-mortar office. But as you are running hills or lifting weights with your clients, you want a professional-sounding system to greet your callers. 

Cloud Phone is a small business phone system that can provide an auto attendant to professionally greet callers with a customizable message. Another useful feature is Reach Me Anywhere, which allows you and your employees to connect with clients from anywhere with any mobile device. If you're tired of listening to your voicemail messages, simply have your messages sent to your email, and read them instead. And because the system is maintained by a third-party vendor, you don’t have to worry about lengthy installation process or hardware upkeep.   

In your line of work, moving around is a daily reality, and you need a phone system that meets your needs. You spend most days taking care of people, leading them towards a healthier, happier lifestyle. It’s time you took care of yourself-and your business—the same way.

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?

You have a business phone line and with it you probably have a voicemail box -- but are you using it to its full potential? While a voicemail box seems pretty straightforward, there are a few steps you can take to make it a valuable marketing and customer service tool.

Let's take your own experience into consideration here. When you reach a business voicemail, you expect to hear the basics: who you're calling and a prompt to leave some sort of information. But what if you were also told what information you could leave to expedite your request, or better yet, if the voicemail greeting contained all the information you were calling about and your problem is solved -- you would be a happy customer, right? Right.

Now it's your turn. Here are a few easy tips to get your business voicemail up to speed.

1.     Identify your business 

Have you ever called a business and been unsure if you dialed the right number – even after you reached a person or a voicemail message? You probably felt confused and frustrated. Clearly stating who you are (when applicable) and your company name will reassure callers they’ve reached the right number – while also reducing the number of hang-ups, redials and irrelevant messages from accidental callers. This is also a great opportunity to insert your marketing message/tagline. Take full advantage of voicemail as a customer touchpoint - why not? 

1.     Be personable

Your business voicemail must be professional, but that doesn’t mean it has to be boring. Incorporating your brand's voice and tone will reinforce your brand image through the voice channel and is a great way to impress and engage your callers.

1.     Provide useful information

Sharing important information on your business voicemail greeting – like business hours, when you expect to respond, and where callers can find information to frequently asked questions – saves you time listening and answering to unnecessary messages, while also providing instant support.

1.     Ask for information

Asking for a caller to leave a name and number is standard in voicemail greetings. While this may suffice for some, other businesses require information like order numbers, best call back times or company names to effectively help a caller. Asking for this information up front saves you time, reduces the risk of phone tag (a very hazardous disease that plagues many small business owners) and helps you provide a prompt response.

1.     Remember: practice makes perfect

You’re not going to nail the perfect voicemail greeting on the first try, but that’s okay! Writing out your voice message and practicing your greeting will allow you to hear where there may be confusion – plus, the more you practice the wording the more natural and professional it will sound. Don’t forget to limit background noise, stay upbeat and on message!

1.     Make sure you have voicemail transcription

Setting up voicemail transcription is a breeze – and you’ll be glad you did. Just make sure that the business phone service you are using offers a voicemail transcription service that transcribes all voice messages into text, allowing you to read the message just like an email. Not only is this a time saver, but it’s also very convenient. Saving, reviewing, forwarding and deleting voicemail is easy, and best of all you won’t need to listen to long winded voicemails to get the details!

1.     Consider department-specific voicemail

If you run a business with multiple phone numbers or department ­­extensions (even if the department is one person), creating department specific voicemails that ask for and provide useful information will allow your team to act faster than if all messages are stored in a central voicemail box. Callers will also feel confident in reaching the specific person or department they intended.

1.     Keep it fresh 

When things change that impact your customers, like holiday hours, a new deal or a change of address, don't forget to update your voicemail. Noting if you’re out of the office and who to contact in the meantime is also useful. Keeping your customers in the know, especially when it comes to time sensitive information, is something they will appreciate.

From clearly stating information, to matching your voicemail message to your brand and of course, practicing before you hit save, applying these tips will help you create an effective voicemail message, like one you would want to receive. Now go ahead and get started! If you need some more pointers, connect with us by commenting here or on our social channels -- we're happy to help!