How to Boost Concentration During Business Phone Calls and Conferences

Business Phone Calls and ConferencesThere have been many transformations to the business phone system in the past ten years, and we’ve greatly altered the way we communicate with clients and customers. With that said, one of the most effective communication tools is still the phone call or conference call. Unfortunately, some of today’s technology prevents calls from being as effective as they could be and reduces concentration during Business Phone calls and conferences. 

For example, employees frequently bypass their desk phone in favor of their mobile phone. Despite employees comfortable relationship with mobile phones, they aren’t exactly the best way to handle large call volumes. For one thing, mobiles have limited battery life and it is not atypical for an employee to miss a call due to a dead battery.

However, the biggest problem with an over reliance on mobile phones is erratic signal strength. This particular problem multiplies in a busy office setting when numerous devices are attempting to connect to a limited capacity cell.

This is where the desk phone comes in; after all, there’s nothing worse than dropping off  due to poor coverage or a dying battery during an important call. With a desk phone, this problem is nonexistent. Desk phones also tend to have much better call quality.

Which brings me to my point: is there a variation in concentration levels when comparing desk phones to mobile phones? If employees are using a mobile phone that has poor call quality, inconsistent cell coverage, and poor battery life, are they going to become disengaged and frustrated?

The best way to solve the aforementioned issues is to invest in an advanced business telephone system. With a great business telephone system, you can marry the ease of a mobile phone with the sophistication of a business telephone system. A great phone system will likely increase your concentration during Business Phone calls and conferences. Here are the things to look for when getting a business telephone system:

Latest Bluetooth technologies 

By opting for a business telephone system with an upgraded version of Bluetooth integrated, employees not only get crystal clear calls when using a Bluetooth handset or headset, but they get a similar freedom that they might achieve from their mobile device.

Mobile integration 

Allows mobile calls to be received on an employ’s desk phone, in effect increasing the audio quality.

HD audio 

HD audio is among the best quality audio available. A sealed acoustic chamber is recommended for the speaker phone. Sealed acoustic chambers avoid feedback loops and stopping tiny vibrations from interfering with the audio.

Avatars integrated into the desk phone 

Viewing an actual image of the person makes the call personal and can improve the back and forth on calls.

By choosing a business telephone system with these features, employees will be a lot more attracted to their desk phones. Odds are, they will accomplish more throughout the day.

If you have any questions about Business Phone calls and conferences please contact us. You can also follow us on Facebook.

The Pros and Cons of Desk Phones and Softphones

Desk Phones and SoftphonesThe primary types of VoIP business phones are desk phones and softphones. As you’re probably aware, desk phones are the physical phones that sit next to your computer at work. Sometimes they appear akin to and analog phone, but instead of being a landline, they are actually connected to the IP network.

Softphones, while also a type of VoIP business phone, are entirely different. They are apps that are installed on your PC or laptop. They have dialing pads not unlike a cell phone. Softphones can also have applications for your mobile devices.

Determining the best fit for your company can be tricky. Below, is a quick guide to the pros and cons of desk phones and softphones, so that your company doesn’t spend money on a phone that doesn’t work for your business.

Desk Phones

Desk phones have been entirely redeveloped since the creation of VoIP. What you might imagine when you think of a ‘traditional desk phone’ is not relevant to a VoIP desk phone.

Advantages and Disadvantages

This may go without saying, but people are used to desk phones. Even if the VoIP desk phone is entirely different than that of a landline, people are still comfortable with them. The other great thing about desk phones is that they tend to have superior call quality. Unfortunately, desk phones are more costly than softphones. Furthermore, the cost of a desk phone can increase with the more features you add to them.

Softphones

A softphone isn’t truly tangible; it is a software program on your PC or smartphone. It, via the Internet, allows users to make or receive calls over that Internet connection. Softphones generally offer a very friendly user experience.

Advantages and Disadvantages

Softphones are installed quickly, because tangible equipment isn’t required. They also boast a budget friendly option to businesses. As long as a user has Internet connection, they can get or receive calls from anywhere. However, if your lose your Internet connection, or your equipment computer or smartphone crashes, you will be unable to use it. Also, if you aren’t a fan of headsets, you may not prefer using a smartphone on your computer, as you will need it to respond and listen to calls.

At the end of the day, you will have to decide which pros appeal most to you and which cons are deal breakers. As with all business phone systems, you have to determine what your company needs to fulfill its’ communication requirements.

If you have any business phone system questions, please contact us. You can also follow us on Twitter.

Top 4 Business Phone System Aggravations and How to Fix Them

Business Phone System AggravationsYour business phone system is, perhaps, your most vital communication tool. However, sometimes Business Phone System aggravations make it seem like more trouble than it’s worth. Fortunately, for each of the following Business Phone System aggravations, there is a solution.

#1. When The Phone Lines Go Down, I Have to Fix the Problem

Hosted voice solutions are delivered via the Internet, which begs a valid question: “When the Internet crashes, what happens?” Unfortunately, when the Internet is down, your phone will go dark until Internet service is restored. In this scenario, your provider will work on finding the problem and fixing it as soon as possible.

However, that doesn’t exactly answer the question of what happens with the phone lines go down? If your company has a traditional business phone system, then you are accountable for power, uptime, connectivity, vendor management, and carrier services. If the lines go down, you will be completely without service until you can take care of the problem.

The upside to hosted voice is that if your Internet crashes, while your phone will not ring at your desk, other features will remain operational due to built-in redundancy:

  • Call Routing
  • Voicemail
  • Auto-Attendant
  • Soft Phone
  • Direct Inward Dial (DID)
  • Find Me Follow Me – also known as Mobile Twinning
#2. It is Very Difficult for Employees to Make Changes, and Yet it is Our Responsibility to Make the Updates

One of the biggest problems with a traditional business phone system is that they are not easy to alter after they have been installed. The biggest reason for this is because they are proprietary—meaning they require a qualified engineer to make the necessary changes and updates. For this customer, that means that they have to pay (typically be the hour) each time the technician visits.

The great thing about hosted voice solutions is that you can make most of the basic changes or upgrades without help. Your provider should make the large changes and upgrades.

#3. Scaling your Business Phone System is Difficult

Premise-based business phone systems aren’t easy to scale. Usually modular components and software licenses are needed if you want to expand your premise-based system. This puts a business in the challenging spot of attempting to predict what kind of phone system they will need 5-10 years down the line. Not only is that risky, but you can end up purchasing equipment you don’t need.

Hosted voice solutions remove this aggravation. Adding or eliminating users and services can be done without breaking a sweat by simply telling your provider when you need the change made. They can virtually make the change and adjust your monthly cost accordingly.

#4. The Only Thing my Phone Can Do is Make Calls and Receive Voicemails

Unfortunately, most business phone systems friendly to your budget are typically lacking in features. Budget-friendly business phone systems often are only capable of receiving/making calls and getting voicemails.

Hosted voice, however, allows you a vast assortment of advanced features. Here are the most popular:

  • Voicemail to email/text
  • Caller ID business name and phone number
  • Personal Attendant and Virtual Auto Attendant
  • Find Me Follow Me: allows your desk phone to ring on 5 different devices at the same time (so wherever you are, you can receive calls made to your office)
  • Receptionist Dashboard: give your receptionist an all-encompassing view of your phone system
  • Soft Phones: no handset needed because you can make calls right from your computer or web browser
  • Move Your Phone: from desk to desk, to conference room, to home (work from anywhere)
  • Reporting: how many calls in and out; full call detail records; available at any time

Many premise-based Business Phone System aggravations are erased by a hosted voice solution, assuming it’s a good fit for your business.

If you have any questions regarding hosted voice, please contact Advanced Communication Systems today at 800-750-3624. You can also follow us on Twitter.

How to Chose the Right Business Telephone System Based on Your Company Size (Part 2)

company sizeAs we discussed in Wednesday’s blog, trying to decide on a business phone system can be challenging considering the vast array of options on the market. One of the biggest factors a business should take into consideration is company size. Your company size will largely determine the right business phone system for your business. In our last blog, we discussed the best business phone options for personal, small, and medium sized businesses. Today, we will examine the most popular choices for large businesses and enterprises. 

Large Business and Enterprise

Popular Options:

  • Business VoIP / Unified Communications
  • SIP trunking
  • On-premise PBX

Large businesses have entirely different needs than that of smaller or medium sized businesses. Large businesses have numerous office locations, unique sales and support operations, and executives with personal assistants. Usually large businesses will need unlimited calling packages, CRM and business software, and multiple local and toll free phone numbers. Most large businesses will also need call center capabilities.

The best option for large businesses are unified communications services. Most frequently these will come from business VoIP providers. Business VoIP has an online interface that permits account administrators to add users and configure features in real-time. They also offer web-based products that incorporate voice, video, and messaging, as well as other collaboration tools like multi-device compatibility and screensharing, to give a complete business communications solution.

Some large businesses prefer even more control over their business phone system. With SIP trunking and on-premise PBXs, companies have more customization options. The drawback is that SIP trunking and on-premise PBXs necessitate on-site servers and hardware. If you elect to go this route, you will need an in-house IT team to maintain and update the system.  

Customization isn’t the only advantage; on-premise solutions are often selected for security purposes. National companies, government agencies, and banks all have strict requirements to ensure secure communications. Doctor’s offices also need special HIPAA-compliant business phone systems to encrypt patient data.

Business Telephone Service: Finding the Right Fit

There are a plethora of business phone system options on the market, but recognizing the size of your business can eliminate a lot of options that simply won’t work. With that said, landline phone systems, in general, aren’t a great option for any sized business in the modern world. Besides being outdated and expensive, they have poorer call quality, less features, and are problematic in terms of scaling. Landlines will also typically require a business to sign a lengthy, non-negotiable contract.

Company size is one of the biggest factors when determining the best business phone system for your company, but it isn’t the only factor. A business will also need to consider their budget, as well as a business phone system’s reliability, user experience, and capabilities. Choosing the best business phone system will mean considering all of the above.

If you have any business phone system questions, please contact us. You can also follow us on Facebook.

How to Chose the Right Business Telephone System Based on Your Company Size

company sizeTrying to decide on a business phone system can be challenging considering the vast array of options on the market. One of the biggest factors a company should take into consideration is how large it is. Therefore, your company size will largely determine the right business phone system for your company. We’ve listed some of the most popular choices below, organized by company size.

Personal or Small Business (1-5 users)

Popular Options:

  • Consumer VoIP
  • Residential VoIP
  • Dedicated mobile work phone

Most small businesses (or personal home offices) don’t require a complicated business phone system, and they can therefore usually suffice with a limited feature set. In some instances however, you might be able to get consumer or residential VoIP solutions (something like Google Voice) that are simple to maintain and setup.

There is always the option of getting a dedicated smartphone separate from your personal cell phone. If you only have one or two users though, this is an attractive option.

Small and Medium Sized Businesses (SMBs)

Popular Options:

These types of businesses can’t get away with skimping on a business phone system. SMBs usually have moderate call volume and depend on good call quality, reliable service, voicemail management, and scalability for new employees. Many SMBs also have remote employees and multiple office locations.

Thus, SMBs on a budget might want to consider bundling VoIP and Internet services offered by their respective cable companies. These types of business phone systems will frequently have additional features like caller ID, voicemail, and conferencing.

Virtual business phone systems, on the other hand, have higher service reliability and more advanced features when compared to consumer VoIP solutions. These types of services operate directly from your computer, smartphone, or tablet to create a virtual phone network. In addition to inbound/outbound calling, these services also have basic call routing and call handling features.

Cloud phone systems are hosted business phone systems that offer web-based user portals and can be used with compatible deskphones and/or softphone apps. Cloud phone systems are a step up in terms of features, and they have video calling, extension dialing, queues, and conference calling.

On Friday’s blog, we will take a look at the best options for large businesses and enterprises, and then we will offer a few concluding thoughts.

Tips for Selecting the Best Business Phone System

Business Phone System SelectionSome businesses can get away with using only a smartphone, but those tend to be one man operations. Most companies need a business phone system in order to operate in an efficient and professional manner. The trick to business phone system selection for your company comes down to recognizing your needs while also factoring in your future growth and budget. Below are the best steps to take in finding the perfect business phone system for your business.

Evaluate Your Needs

The first step in selecting the best business phone system is recognizing your needs. Phone service providers will offer a variety of services, such as call forwarding, speed dialing, caller ID, 3-way calling, voice mail, call waiting, and priority ringing. It is important to understand what features would help your business increase productivity and create a more efficient, day-to-day operation.

Decide if You Need a Landline or Cloud-Based System

The two main types of business phone systems are a PBX (private branch exchange) landline phone system or a cloud-based system. Again, consider your needs when deciding which route to go; if you require multiple phone model options and multiple features, a cloud-based system is probably your best bet. Cloud-based systems also have the ability to make and receive calls from anywhere you have an Internet connection.

Consider the Size & Structure Of Your Business

It goes without saying that a large business with numerous office locations will require a different business phone system than a smaller company. If you are a larger business, you may want to go with a premises-based business phone system. There are very attractive leasing options, many with 0% interest, that will make a prem-based system a very affordable option.

Check Compatibility with Other Office Equipment

The last thing a business on a budget wants to do is purchase brand new office technology when selecting a business phone system. Therefore, be sure that the business phone system you select is compatible with the various office technology that you have.

If you have any questions about business phone system selection, please contact us. You can also follow us on LinkedIn.

4 Reasons How a Telecom Consultant Can Help Your Business

telecom consultantOwning a business requires a lot of decision making. Have you ever considered hiring a telecom consultant?  If not, please read how this fast growing business can ease the burden and help your company prosper. 

Time Savers

Various providers offer different services and come with varying price tags. Typically, the decision maker in your office already has a full schedule and doesn’t have the time to shop around for business phone system providers. This usually means that you end up with only a few options because the person doesn’t have the time to do their due diligence.  A telecom consultant will find a provider that meets your business’s needs within your budget.

Money Savers

There are numerous ways a telecom consultant can save your business money. A telecom consultant will help you either shop for new services or find a better price for your existing services. Furthermore, consultants can review your current Internet and landline costs to ensure that you aren’t overpaying.  Even if you are still tied to a service contract, telecom consultants can typically discover unused services and remove them without breaking the contract.

Avoiding Problematic Service

It’s no secret that providers occasionally push services that aren’t actually worth it. Unfortunately, these services are tied to hefty incentives to lure in more subscribers. This can result in service outages that lead to your business suffering. A good telecom consultant can help your business avoid these deals, as they work for you, not the provider.

More Options

A lot of business owners choose a provider based on name recognition, but there are many options out there. Some providers don’t advertise very much, but a telecom consultant should know all of the providers out there.

If you have any business phone system questions, please contact us. You can also follow us on Twitter.

Tips for Selecting the Right Ethernet Wiring System for Your Company

Ethernet WiringThe technology that you select for your company doesn’t have to be permanent, but ideally you shouldn’t have to make any radical changes as you grow. The correct Ethernet wiring system is simple to add on, but finding the correct Ethernet wiring system can be tricky! Below, we’ve assembled some tips for selecting the right Ethernet wiring system for your company.

Do You Use PoE Devices?

Power over Ethernet (PoE) devices can include VoIP phone systems, WiFi, cameras, door access devices, and anything else that requires constant access to the Internet. If you are using a lot of PoE devices, the minimum you should choose is Cat 6 cable.

Do You Own Your Building?

Use Cat6 Ethernet cabling if you own your office building. If you lease your office building, you should think about the duration of your lease first. You should also consider if your network speed needs to increase or if it acceptable the way it is?

Do You Have a Manufacturing Company?

If you use a manufacturing company or an industrial facility, you definitely need to choose Ethernet cables that are industrial grade. The outside of an Ethernet cable can easily be damaged working with hazardous materials.

How is Category 6 Cable Different?

Cat 6 cables are more efficient when handling large amounts of data. Therefore, you won’t have to waste time transmitting data multiple times or wind up with corrupted data packets. If you use the Internet often and need to transmit large amounts of data, Cat 6 cables are almost always the better option.

If you have any questions regarding what Ethernet wiring, please contact Advanced Communication Systems today at 800-750-3624. You can also follow us on Facebook.

Mitel Expands with Acquiring Toshiba UC Assets

MitelMitel seems to be focusing their vision for growth on something new all of the time. By obtaining numerous UC vendors, Mitel hopes to scale up their presence enough to make Microsoft and Cisco worry.

Mircosoft and Cisco, despite the plenty of smaller UC companies in the marketplace, hold something of a duopoly. If Mitel continues on this track however, they could create something large enough to take on Microsfot and Cisco.

“Memorandum of Understanding”

When Rich McBee became their CEO, Mitel purchased Aastra, prairieFyre, and a range of other technology tuck-ins. However, recently, they announced a “Memorandum of Understanding” to transfer the UC assets to their holding, from the Toshiba Corporation. Earlier this year Toshiba alarmed its proponents by stating that it would be officially leaving the UC market.

Toshiba had been slipping in the industry, but it was still an alarming choice since the company has about a 3% market share in the U.S., as well as a 4% share in Canada.

Because the majority of Toshiba’s business is retail-based (a familiar area for Mitel), the brand should be able to take its know-how selling UC to its own customer base to drive a greater range of products to Toshiba’s customer base.

If you have any business phone system questions, please contact us. You can also follow us on Twitter.

Unified Communications Gives Your Employees Freedom and Efficiency!

Unified CommunicationsIf you value your business, you should consider adding a unified communications system. Simply put, a unified communications system bundles all communication functions into a single, seamless platform. As more businesses adopt this, the workforce has grown more remote and dispersed. Here are some of the great benefits.

Simple Collaboration

When a business adopts a unified communications platform, employees can collaborate as easily as if they were side by side in a conference room. Unified communications makes it possible to reach anyone or gather any information at any time. If you have multiple platforms you are sacrificing ease and utility.

Quick Time to Information

Legacy UC systems have a higher amount of human latency than today’s fast-paced business environment can abide. Employees tend to be less efficient when information is stored across numerous systems. Under UC systems,  worker’s data, contacts, applications, and other information are stored in one place. When an employee doesn’t have to toggle back and forth or search for information, they are much more efficient.

Optimizing for the Next Generation

Millennials will be nearly half of the overall workforce by the year 2020. Their communication preferences are vastly different from past generations. Younger workers typically prefer tools like live chat, video conferencing, and third party applications. Personal unified communications systems allow younger employees to utilize tools they favor as well as more traditional methods.

If you are interested in Unified Communications or have any other business phone system questions, please contact us. You can also follow us on Facebook.