How video conferencing systems are helpful in the COVID time for businesses

We have all been affected by the COVID-19 pandemic, some much more than others, but those who are lucky enough to be able to work using a video conferencing system have a clear advantage over many others who could not.

Some of the ways a video conferencing system is helpful during the COVID crisis for business are:

Keeping In Touch

Communication is a vital part of any business and having a good video conferencing system means you can keep in contact with all your clients, customers and employees from the comfort of your own home or home office.

Many businesses are finding that allowing their staff to operate from home has many advantages that they will continue to enjoy after the crisis is over and life resumes to the New Normal which most people are now expecting

Cost Saving

· Reduced travel for employees means businesses are enjoying savings in such areas as lower transportation costs. Company cars are not using fuel or suffering wear and tear

· Reduced office space is now required at the main place of business allowing for new business expansion within the same area

· Office downsizing can represent a large saving as office leasing or rentals are often on a per square meter basis

Time Saving

Without the need to travel management and employees can spend their time in productive endeavors rather than commuting and being forced to endure traffic delays and congestion.

Face to Face

There is no doubt that in many businesses there is a clear advantage to being able to talk face to face with colleagues, partners, employees, clients and potential customer. People feel more inclined to trust someone when they can see who they are dealing with.

A video conferencing system allows people to enjoy face to face communication instantly from anywhere at any time, allowing for better understandings and instant decisions that could be difficult to make using email, texting or even normal telephones.

Video conferencing systems help during the COVID crisis because it allows those who are under quarantine and therefore unable to operate their businesses in a normal fashion, to still maintain control and enjoy total communication throughout their networks

Increasing Business

Far from having a negative impact on the world as a whole the COVID crisis has had a positive impact in many areas such as reducing pollution and wastage allowing many areas to self heal.

With many people being forced to stay home, suddenly they have a lot of extra time with which to spend on the internet.

Video conferencing systems have allowed smart internet marketers to utilize the fact that there are many more people with time to search for things of interest and new opportunities.

Video conferencing systems have allowed businesses to extend their reach and influence and at the same time given potential customers the ability to find out more about services and products they are interested in.

The COVID crisis has opened new possibilities for business and personal development because of the advantages the internet and video conferencing systems have given people. Allowing people to work from home and operate their businesses with lower overhead cost and reduced wasted time has made video conferencing systems very helpful.

Top Things to consider while purchasing phone systems for office

Office phone systems play a very important role in most businesses, a role that is often just taken for granted until the system breaks down or you experience a system failure and have to replace it. When you suddenly lose your main source of communication because you have an old phone system and can’t connect between your customers, your employees and your suppliers you’re in serious trouble that can adversely affect profitability and production.

Consider these top things while purchasing a phone system for your office;

Price

Price is always a major consideration and with office phone systems if can vary widely depending of the functions and type of system you choose.

Work out a budget with these things in mind:

· How may phone sets will you require in the office?

· Do you expect your system and usage will need to expand as your business grows?

· How many of your employees need phone access

· Do you need landline and mobile phones?

· What is the cost of installing each phone system?

· What current costs have you incurred with leases and service contracts or repairs?

When you know how many phone sets, you’ll need and how much you have been paying for your old system, it makes it easier to work out a budget for your new phone system.

Different systems have different ongoing charges some are all inclusive being solely on the net, while others include trunk and toll charges. Leasing from an IT provider and paying a set fee can be easier to budget for and give you greater flexibility than buying a system outright.

You Usage

When you have decided on a workable budget, then you need to assess just each team member of your staff really needs from their phone. Many office phone system providers will work with you to help you create an office phone system that suits all your needs and provides the functions you require at the best possible price.

Flexibility

Do you need extra services such as:

· Conference calls and other calling features?

· Do you expect to need to increase the numbers of lines in or out of the office?

· Do you want the option of cloud storage?

· Will your employees be able to use their own phones on the system, anywhere? This is an important feature now we have all felt the inconvenience of the Coronavirus

Getting a system that allows you to add or remove features at a realistic cost is important as it’s hard to predict what you will need in the future

Consider how others want to connect with you

An important aspect of your phone system is the positive experience of those people who want to contact you. By having an office phone system that is user friendly to vastly improve customer relations. Consider for your incoming calls, the caller hearing:

· A dial by name, number or department directory

· Call waiting message with estimate time

· Redirectory message

· Instant call rerouting

· Answering service

Usually, your phone system is the first interaction you have with a new customer or client so it’s vital that this experience is as stress free and inviting as possible. Consider the different office phone system functions your business needs to help streamline your customer services.

Top Things to consider when upgrading business phone systems

Having the best possible small business phone system is vital if you want to succeed in today’s competitive market. Even though social media, text messaging and email are considered normal for use in today’s multimedia connected work environments for use as personal and professional communication methods, the phone remains the most personal and significant as well as the most effective form of business communication

Choosing the right small business phone system for your business, one that meets all your needs is essential so you can flourish in many ways long into the future. With the abundance of different small business phone systems now available, choosing the right system to suit your unique and particular needs so not straight forward.

Some top things to consider when upgrading your small business phone systems:

·         Improve your call handling

Ensure all tour incoming calls are routed to the correct person and none are missed or lost. Having features such as easy call transfer, call waiting, call display, three or more way calling options, conference calling, voice mail as well as an automated off hours call attendant helps to foster strong business to  business and customer relationships

·         Improved accessibility

Most small businesses stay flexible with their employees often multi-tasking and constantly on the move. To keep them easily accessible having a small business phone system that allows calls to be made and received from tablets, smartphones laptops and other devices mean all your staff can stay productive regardless of their location.

With features like single digit reach, phones can be programed to be much more versatile and less limited

·         Better response times

Easily enhance your daily business response times with new small business phone systems that allow for a single number that simultaneously rings on all your devices as required. Unified messaging with options for sending to an inbox on your email, text messaging, call divert or answering service, all your business communication can be quickly responded to and kept secure

·         Easier internal communications

The latest small business phone systems allow your whole team to be in contact instantly for information sharing and improving sales opportunities. With intercom and paging services, presence technology and instant messaging you and your customers can easily identify the available people to help them at any time

·         Call reporting

Customer services and experience call reporting technology can provide detailed statistics to help improve the service you offer to your customers and clients. This helps retain customers and improve sales growth.

Being able to access real-time reporting and watch the outgoing and ingoing calls helps to provide an insight into the performance metrics usage for management decisions regarding staffing and operations

·         Quality assurance

With modern small business phone systems, you can easily track the way they are used and have a greater provision for performance and accountability. System alerts for unusual activities and call recording, add security and ensure any disputes are easily and readily resolved.

Deciding on upgrading your small business phone system should be about the impact this will have on your business and how it will help improve your bottom line. Making communication simpler and easier for your customers and staff can have a dramatic effect on customer satisfaction which can result in improved sales and profits.

How office phone systems enable smoother business communications

Communication and office phone systems have changed drastically over the last few years. Those offices and work places that are still using the old types of phone systems are not taking advantage of the considerable time and operating cost benefits of a modern office phone systems.

Today’s office phone systems enable a business to have a smooth business communication both internally and to any outside entity some of the benefits are:

·         Interaction

Modern office phone systems are able to interact with all mobile devices and corporate phone systems seamlessly with combined audio/video content sharing, file sharing, conferencing

·         Universal

Totally flexible and works almost anywhere, at any time using any type of device

·         Voicemail Management

Instantly transcribes voice mail to email or text or gives a greater range of voicemail management options

·         Increased Collaboration

Facilitates your easy reach with unlimited integrated screen sharing, video conferencing and file backups

·         Managed Service

Total automatic service with lines available according to the number of users and additional service available online anytime

Quality assurance monitoring for functionality and cyber security

Lower Costs

With cloud office phone systems, it’s all managed in the cloud so there’s no additional hardware or software needed to manage or upgrade. It’s usually compatible with existing equipment

·         An average of 50% savings on traditional phone services

·         Everything is consolidated into a single network, data and voice service

·         No hidden or annual fees and a flat rate per user for easy budgeting

Business Continuity

All your calsl can be routed to where ever you are or all your phones or end points such as mobile, desk and home phones if required. If you’re unable to answer they can be routed to any service or person you nominate.

Increased Productivity

Your office phone system becomes a remote control for your whole desk with an easy to use interface and high rich audio and video quality

•          It works seamlessly with any other features you require
•          Offers a plugin capability for use anywhere you have an internet connection
•          Allows regulated access for your employees to answer for you
•          Instant call transfer or hold, park or call back
•          Give detailed call information with an onscreen indicator
•          Call history with dates, times and names
•          Have the features you require fo your phone
•          Disconnections and line failures are a thing of the past

Eliminates Unnecessary Travel

With full HD conferencing capabilities for office to office in the same building or anywhere worldwide these no need to travel.

·         You or your team can operate, receive and make calls remotely

·         Real time screen sharing helps with instant decisions and productivity

·         Included custom URLs and conference dial in numbers

File Sharing

Sharing your files with backup and cloud storage available

·         Cybersecurity is inclusive

·         Give you total control over users and confidentiality areas as well as all sharing activities

Predictable Budgeting

Having a fixed monthly rate that always remains the same regardless of the number or duration of calls, both locally and internationally means you always know what your office phone system is costing.

Businesses depend on their office phone systems and they need to operate 24/7, you will always be connected over a high speed internet connection with a set cost and user friendly multifunction features keeping you in touch.

How Avaya phone systems help in the office?

Business, especially any internet marketing business is now all about customer satisfaction. Regardless of what product or service you sell, unless it’s totally unique there will be lots of competition. Everyone who contacts you, needs to have a great experience, this can best be achieved by using the best office system available. Avaya phone systems have one of the most comprehensive business phone and range of communication devices available.

Whether you have a small home office, live on a boat, motor home medium sized business or are in a large corporate office, Avaya phone systems have a solution for you.

Why are the Avaya phone systems special and how can they help in the office:

·         Desktop Phones

Desktop phones, even with the multitude of mobiles available are still most people’s preferred choice. With a modern style, easy and comfortable to use, fully optionalized Avaya phone systems deliver exceptional reliability in every mode or situation, unlocking your full potential.

·         Multimedia Devices

The new generation Avaya desktop phone system offers one touch and full voice control for all your audio, video and text messaging requirements. The all glass touchscreen allows you to use any of the millions of cloud based app’s simply with a touch of a finger.

·         Mobile Wireless Handsets

When you or your associates are on the move, but need to stay connected and in touch, the wireless handsets allow you to roam around the building or school campus and take your desktop with you.

·         Conference Phone

Instant conferencing that’s easy to work without delays, the user friendly design with its superior, crystal clear HD audio that is easy to hear over background noise is perfect for any size of meeting room. You can quickly call an impromptu meeting when the team needs to group chat to work problems or solve issues, but time is short and everyone’s in a different location.

·         Innovative Headsets

Headsets need to be comfortable, give clear audible sound no matter where you are and at the same time protect your hearing. Avaya headsets provide amazing sound and outstanding comfort.

·         Memorable Guest Experiences

Using the streamlined Avaya office phone systems means you have all your communication needs right at your fingertips whenever you dealing with customers, clients, or associates.

With one finger you can call up accounts and reference material, view caller history and records as well as contacting others if verification or authority is required.

This truly modern multi-media system can all be controlled from the ease of your office chair or from a lounger by the pool

You can easily personalize all your conversations, making them encounter friendlier allowing you to provide the right atmosphere and individual touches so the person you’re dealing with feels relaxed and comfortable enabling a high degree of trust to develop. This is conducive to the modern soft sell internet marketing where people require a very accurate, no stress and helpful exchange.

When you have the luxury of having the Avaya phone systems in your office you can effortlessly converse with all your clients, customers, associates and employees. You have the option of audio, video, texting or conference calling from anywhere to anywhere via the cloud with unlimited app’s available and all on an impressive low monthly budget or plan.

Top reasons you need to upgrade your office phone systems

Most business’s now replace their desktop PC’s every five years or so and like to replace their mobiles more frequently, especially for employee owned devices. It is common for many people to upgrade their devices as soon as they become eligible for carrier discounts, so they always have the latest version.

Many companies tend to keep their office phone systems for much longer, often keeping them for 15 to 20 years before they update. The most common reason for this is they feel that there is no need to replace something that still works ok. They totally underestimate the value of the new phone systems available today.

These are the top reasons you should upgrade your office phone system:

·        Cost Savings

Cost saving is one of the main reasons many businesses decide to install new office phone systems in their offices. The new office phone systems completely eliminate the need to maintain separate data and voice networks. By doing this you can substantially reduce your telecom costs and there are no upfront fees.

·         Choose the Features You Want

With a new office phone system you can choose all the features you want and need and you don’t have to pay for stuff you neither want nor will need. All costs are usually covered in your monthly subscription that you can modify and change as your needs change.

·         Enhance Customer Service

Today’s modern office phone systems give access to features such as conference calling, call routing, find me options as well as the features you're used to.

You will be able to schedule and hold virtual meetings and conferences, share messages, texts and files directly from your desk or anywhere else you may be.

·         Integration of Applications

Modern office phone systems allow the user to integrate a whole range of applications to help streamline the workflow and assist with customer relationship management.

·        Mobility

Calls can be instantly and automatically forwarded to any mobile device, allowing the user to access all the tools that they normally use on their work desk. This can save the delays with left messages and the need to return calls. Of course it provides also for advanced messages capabilities for when the phone or mobile device are unattended.

·         Scalability

Your office phone system can grow with your business needs and also reduce during off seasons or between contracts, so you are always getting the most value package deal without paying for unused access.

·        Obsolete Technology

Old office phone systems may keep working for a while, but they are usually slow and time really is money in today’s competitive market. Eventually the old office phone system will fail and cause a lot of down time which is money wasted. A new office phone system has a minimal downtime in the unlikely event it needs any repairs.

Have a new office phone system installed in your business today to keep all of your data secure and reduce your operating costs. With today’s advance modern office phone systems they will allow you the convenience of a data and voice system at a very cost effective price. You only pay for what you use with no upfront costs and you can use your existing mobile devices and desk top hand sets.

5 signs your office phone systems need to be checked

Communication is one of the most important aspects of business, so it’s essential to have the bet possible office phone systems. Most new customers and clients usually contact a business first by phone. If you’re experiencing missed calls, it means you could have unhappy customers or lost revenue, because you’re missing sales.

Your business’s basic communication needs are far too important to leave to chance. These are five signs that your office phone systems needs to be checked.

1 .      If Your Current Phone System is More Than Ten Years Old

Over the last few years phone technology has changed a lot and a phone system that’s ten years or older will not have the features of today’s phones. These make modern phone systems more flexible and help with better communication. The old systems were more expensive so you’re likely to be paying too much for too little service.

Today’s cloud based office phone systems are between 20 to 50 percent cheaper per month. They have lower upfront fees, no upgrade or maintenance fees and they offer many more features.

2 .     Voice Quality Issues

Often older systems have a very limited number of outlines, so sometimes you just can’t make a call when you need to. If you sometimes find it hard to clearly hear the person you’re talking with or they can’t hear you properly, then it’s time to look for a good upgrade. Having a bad phone line is bad business and can cost you real money in lost sales.

3 .     Capacity Issues

With modern cloud based technology, there is no limit to the number of lines you can have and you don’t need expensive equipment to achieve it. Installing new modern office phone systems is very quick and the whole thing is scalable, so you pay only for what you’re using right now. As your company grows your new office phone systems keep pace. If you need to retract the service for a while, maybe in the off season, it’s as easy as pressing a button.

4 .     Voicemail

For those businesses that have office phone systems which demand you call a number, then enter your pin in order to check your voicemail, then you really do need to look at some new office phone systems. These allow you to have voicemail on a mobile app so you can check voicemail remotely and don’t need to dial an extension.

5 .     Phone System Maintenance Charges

The cost of ongoing and monthly maintenance cost as well as charges for updates and accidents over time can mount up in an older system. Cloud based office phone systems don’t have these charges as the maintenance is all done by the provider; they do the upkeep and maintenance of the system. There are:

•       No long term contracts locking you in
•       No hidden fees
•       Straight forward inclusive pricing
•           Included ongoing support without delays
•           Keep your existing phone numbers

When your office phone systems are over ten years old, do don’t have crystal clear uninterrupted conversations, you can’t always get a line out, then your office phone systems need to be checked and probably updated to a more cost effective, modern cloud based system.