A few decades ago, fax machines roamed freely on the business landscape: and it was good. Actually, it was groundbreaking. The idea of transmitting an exact facsimile of a document to anyone in the world — and within a matter of seconds — was incredible. Indeed, if you build a time machine and head back to circa 1988, you’ll be greeted by an orchestra of screeching fax machines (don’t worry, it’s a screech of joy, not of pain).
Well, here we are about to enter the third decade of the 21st century, and traditional fax machines are few and far between. In fact, some millennial doctors have no idea what to do with this ancient technology. But does this mean faxing is dead? Not at all!
On the contrary, faxing is alive and well. But like many other technologies, it has elevated to the cloud where it is enjoying a dynamic new lease on life. Here are 5 reasons why organizations are embracing cloud faxing — and why yours might want to join them:
1. Enhanced Security
Doctors, pharmacists, lawyers and many other professionals are using cloud faxing because it’s more secure. This is because unlike scanning and attaching a document to an email, faxing converts a document into base64 binary at its source, sends it through the Public Switched Telephone Network (PSTN), and then reassembles it at the other end. In addition, faxed documents are stored in a secure off-site data center.
2. Save Space
Office space is expensive — especially in premium locations. A conventional fax machine requires sufficient space to ensure safe and proper usage (and keep supplies nearby, like paper, ink, etc.). This is a non-issue with cloud faxing. It’s 100% virtual, and doesn’t take up any space.
3. Enhanced Convenience
Cloud faxing is available to employees whenever they want, and from where they’re working. They don’t have to wait to get back to the office, and they don’t have to wait in line or hike across the building. They can simply launch any internet-connected computer, laptop, desktop or smartphone, and send/receive faxes. They can also schedule faxes to be sent at a future date/time, and email faxes to colleagues or any other part (the receiving party doesn’t need to have cloud faxing — they will simply get an email with a PDF attachment).
4. Cost Saving
Conventional fax machines are pricey to buy and maintain, and organizations need a dedicated line or switch — which adds to the cost. On the other hand, cloud faxing is extremely cost effective. There are no usage or long distance fees, nor is there a need to purchase new phone lines or upgrading existing ones.
What’s more, organizations with remote workers who need to send/receive faxes don’t have to equip them with fax machines. They simply provide them with cloud faxing, and save hundreds or thousands of dollars per year.
5. Detailed Reports
Readers of a certain vintage may recall that generating reports with conventional fax machines was — and remains — manually intensive and quite tedious. Cloud faxing completely changes this for the better. At any time and from anywhere, authorized users (e.g. managers) can simply login to review fax history, usage details, and other data.
Are you ready to switch to cloud faxing — and reap all of the rewards above? Then call DigitalPhone.io today at (336) 560-4400. Your consultation with us is free.
We all know that all businesses these days need to 4 Reasons to Choose a Local VoIP Vendor
We all know that all businesses these days need to “think global and act local.” But when it comes to selecting the right VoIP vendor, this wisdom needs an adjustment: “think global and choose local.”
Let’s start with the first part of this advice: think global.
What this means is that small and mid-sized businesses should ensure that they get the same enterprise-grade telecommunications features enjoyed by large multinational firms, such as: auto attendant, live call forwarding, call transfer, automatic call distribution, online message access, call queuing, call announce, company directory, hold music, voice and fax email messages, message notification, and call analysis, and reporting. And of course, the system must be quick to learn and easy-to-use.
Now for the next part of this advice: choose local.
Choosing a local VoIP vendor – and in this context, local can also be defined as regional (e.g. Midwest, Southeast, etc.) – is vital for 5 key reasons:
1. Pre-Sales Consulting
A local/regional VoIP provider will visit your business on-site – possibly multiple times – to assess your needs, consult with your different user groups (e.g. executive, technical, infosec, operations, etc.), analyze your infrastructure, and provide you with a solution that is custom crafted to fit your needs and align with your budget.
National vendors put the bulk of their resources into sales – not into pre-sales. And so while you may get some videos to watch or brochures to read, you shouldn’t expect someone to physically come on-site. And even in the few instances where this is the case, the person or team that arrives will have their “contract signing” pen at-the-ready, and will do everything they can to seal the deal – not objectively assess your needs.
2. Expert Installation and Configuration
Many businesses that choose “mass market” nationwide VoIP vendors quickly recall the old adage: you get what you pay for. Or in this case, you don’t get what you don’t pay for – because installation and configuration is a tedious, time consuming and complex process that can last for weeks. Quite often, many businesses that head down this path end up paying a consultant to clean up the mess, or they pay their VoIP vendor exorbitant “professional services” fees, which more than offset any cost-savings they hoped to realize.
Thankfully, the above isn’t a risk when choosing a credible local/regional VoIP vendor. That’s because their in-house experts – who understand the technology inside and out – will handle all installation and configuration details. And since they’ll have carefully assessed your needs (per the pre-sales consulting described above), you can look forward to a smooth, streamlined and stress-free experience.
3. 24/7 Responsive Support
The importance of 24/7 responsive support cannot be underestimated – not because you should expect something to go wrong with your VoIP system, but simply because your business isn’t static and fixed: it’s dynamic and evolving.
For example, at some point in the future – and it could be sooner than later – you may need to equip employees with an IP phone that they can use from their home office. Or, you may want to provide your sales reps with mobile apps so they can stay connected while on the road. Or, you may want to launch a remote call center to handle a surge in customer inquiries.
Whatever the scenario, you can be assured that a local/regional VoIP vendor is ready, willing and able to respond. This simply isn’t the case with most large vendors. When you need assistance, they’ll either refer you to a FAQ or some other (useless and confusing) resources, or they’ll sell you a very pricey maintenance package.
4. You’ll pay less than you think.
Many businesses that expected to save big by choosing a nationwide vendor discover that the opposite is true: they’re paying more and getting less than if they went with a local/regional vendor.
This is why nationwide VoIP vendors are popular acquisition targets these days: they’re cash cows. Customers think that they’re saving money and getting a better deal, when this simply isn’t the case. The numbers don’t add up.
The Bottom Line
Thinking globally and acting locally is a critical business paradigm. But when it comes to choosing the right VoIP vendor – which is one that will provide you with the shortest path to value – then it’s all about thinking globally and choosing locally!
To learn more, contact the DigitalPhone.io team today. Your consultation with us is free. Your consultation with us is free. Call (336) 544-4000.
Recently, we highlighted the main reasons why a VoIP phone systems helps organizations dramatically reduce their telecommunications costs.
However, while saving money is always a winning strategy, there are several other reasons why more and more businesses, government agencies and educational institutions are choosing a VoIP phone system — and one of the most compelling that it measurably increases employee efficiency.
Here are 3 key ways that a VoIP phone system helps organizations get more out of their workforce:
- VoIP Phone Systems Gets New Hires On-the-Grid Right Away
With a conventional landline phone system, it can take weeks for new hires to get their own phone number. Until then, they either have to share a number with a colleague, or all of their calls are automatically routed to a voicemail box that they must check throughout the day (and perhaps the evening as well). Neither of these are efficient, and they certainly don’t enhance customer experience.
On the other end of the spectrum, with a VoIP phone system organizations can immediately give new hires — regardless of whether they work in-house or remotely — their very own number or extension. This enables them to get on-the-grid rapidly, and be efficient and productive from day one.
- VoIP Phone Systems Streamline Communication
In just a few years, we’ve gone from email being the best thing to happen to workplace communication in, well, forever, to being overwhelmed by an epidemic of email overload. Indeed, according to statistics published in Harvard Business Review, email takes up a whopping 23% of the average employee’s workday, and the average employee sends and receives a staggering 112 emails per day.
A VoIP phone system streamlines communication by connecting all employees on a centralized, single platform where they can check each other’s status in real-time (e.g. available, on the phone, busy, away, etc.), send/receive instant messages, and jump on an audio or video call with a single click — which isn’t just faster and easier, but it eliminates tedious dialing errors.
Now, does this eliminate email from the work landscape? No — since that’s not possible (or even desirable!). But it certainly does shrink the virtual email mountain, so that employees can be more efficient and less distracted.
- VoIP Phone Systems Track and Optimize Performance
Increasing efficiency — but without compromising quality assurance and other standards — can be done at the employee level; and the two examples above illustrate how a VoIP phone system makes this happen. For example, literally within minutes of joining the team, a new hire can get his or her own phone number, and send/receive an instant message (instead of yet another email!) to any colleague, regardless of where they’re located.
However, to boost efficiency organizations also need to look at performance management, and once again a VoIP phone system helps make this happen. For example, executives can:
- Analyze whether a recently-launched customer knowledge portal is reducing the volume and duration of support calls.
- Optimize staffing levels based on call volumes, and if necessary, launch a recruitment campaign to maintain customer experience standards.
- Monitor call durations, and identify whether employees need coaching or training to satisfy more customers in less time.
These are just some of the ways that a VoIP phone system generates valuable data-driven intelligence to optimize performance management, and improve employee efficiency at the team and individual levels.
To learn more about how a VoIP phone system will make your employees more efficient — and your organization leaner, stronger and more competitive — contact the DigitalPhone.io team today at (336) 560-4400. Your consultation with us is free.
While they have different missions and mandates, today’s government organizations and education institutions share key objectives. For example:
- They face increasing pressure to be more efficient, more cost-effective, more innovative, and essentially “do more with less.”
- They need to enhance communication among team members, while making it easy and fast for remote users, partners and other stakeholders to connect and collaborate.
- They must ensure security, compliance, and system-wide continuity at all times.
That’s where DigitalPhone.io’s VoIP hosted phone system enters the picture, and ticks all of these mission-critical boxes.
Affordable, Scalable, Secure & Easy to Change
Unlike conventional phone systems that are costly to purchase and maintain, offer limited features and functions, and are inflexible when it comes to making changes or scaling, a VoIP hosted phone system from DigitalPhone.io is affordable, scalable, secure, and easy to change — whether the goal is to adjust calling rules, add or remove users, generate reports on system usage, and the list goes on.
Substantial Year-Over-Year Cost Savings
In addition, budget and financial officers champion our hosted phone system solution because it saves their organization tens of thousands of dollars — or sometimes even hundreds of thousands of dollars — per year compared to a conventional system. Plus, there are no ongoing maintenance fees or technical support costs.
A Whole New World of Features
End users love our hosted phone system solution, because they access a whole new world of advanced, yet easy-to-use features like: auto attendant, video calling, live call forwarding, call transfer, automatic call distribution, online message access, call announce, message notification, voicemail to email, call queuing, hold music, and much more.
Robust Security & 24/7/365 Support
When it comes to security, we keep government organizations and educational institutions safe through several integrated strategies and technologies, including network encryption, next-generation security gateways, and comprehensive fraud management strategy that proactively detects and prevents misuse — whether accidental or intentional. Plus, our in-house team of experts is on the job and ready to help 24 hours a day, 7 days a week, 365 days a year.
Implementation & Training
We ensure that installation and implementation — including porting numbers and handling all network configuration details — is smooth and stress-free. What’s more, we know that some people are less excited than others about adopting new technology. That’s why our training team makes the learning curve gentle, easy and fun. Within minutes, people who were reluctant to use the system enthusiastically say: how on earth did we survive without hosted VoIP?
The Bottom Line
The bottom-line is clear: today’s government organizations and education institutions need a telecommunication system that is innovative, feature-rich, scaleable, efficient, easy-to-use and secure. That’s why they’re choosing a VoIP hosted phone system from DigitalPhone.io — and reaping significant and measurable rewards from day one.
To learn more, contact the DigitalPhone.io team. Your consultation is free. Call us today at (336) 560-4400.