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The More, the Merrier: How Your Small Business Can Benefit from Multiple Virtual Receptionists

Posted by Erica Berry

Jun 22, 2018 9:06:00 AM

Entrepreneurs and small business owners have been making the switch to virtual number services because they are cost efficient, convenient for travel and come with a slew of enterprise-level features. One of such helpful features is a Virtual Receptionist (also known as “auto-attendant”). This automated service handles your incoming calls, allowing callers to be transferred to an extension or sent to a specific voicemail without going through a real-life telephone operator or receptionist. This can be a life-saver for small businesses unable to afford a full-time employee for fielding calls. The Virtual Receptionist saves time and money, while maintaining the business image and operations. 

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If one Virtual Receptionist helps keep your business communications flowing... imagine what multiple Virtual Receptionists can do! Voxox Cloud Phone has taken this question seriously and recently launched the ability for Cloud Phone users to program multiple Virtual Receptionists that can route from one to the other. Having multiple Virtual Receptionists lets smal business owners create multiple greetings and menu options for callers, creating even more efficiency in communications. 

Here are a few ways you can put this new feature to work for your business today:

1) Menu option that connects to a Spanish language Virtual Receptionist

Spanish is the second-most widely spoken language in the world (after Mandarin Chinese), with over 400 million native speakers, so chances are your business has gotten a Spanish-speaking caller or two! Providing a convenience and courtesy like a bilingual Virtual Receptionist menu will not go unnoticed by your Spanish-speaking customers.

2) Two businesses on one account with their own greeting and menu options

Micro or small business owners that want to go in on a virtual phone system together to save a little bit of cash can each program their own Virtual Receptionist to fit their business needs. This is also a cost effective and convenient feature for those who own more than one business and want to consolidate phone services for their companies.

3) Switching between weekday and weekend Virtual Receptionist menus

Some virtual phone systems like Voxox Cloud Phone let you set call answering parameters based the day and time. Combined with the multiple Virtual Receptionist feature, you can make sure callers are always receiving the correct message and menu options – no matter when they call.

Have any other ideas for how to use multiple Virtual Receptionists? Comment below and share with us!

Topics: Cloud Phone

5 Ways Virtual Numbers Can Keep Your Team Productive During the Summer

Posted by Erica Berry

May 10, 2018 10:53:23 AM

With warm weather and sunshine enticing you and your team to play hooky, summer months can be some of the least productive of the year. Thoughts of travelling, hitting the beach and enjoying the outdoors can leave employees feeling unmotivated and drained. So why not let them fulfill their summertime dreams, all while keeping productivity up? You can with virtual numbers.

Technology and mobile gadgets allow us to travel and work from anywhere, all while keeping in touch with globally dispersed teams. Virtual numbers are a convenient and inexpensive way to take important work-related calls with you while you’re on-the-go – and maybe even allow you to extend your vacation!

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Here are 5 ways your team can use virtual numbers (and all the features that come with them) to keep productivity up during the summer months.... and still enjoy the sunshine

1. Call Forwarding

If you want to work outdoors and won’t be around the office, call forwarding lets you take calls straight to your cell and avoid the risk of missing an important call.

2. Call Screening

Maintaining a professional image is essential for building rapport with clients, and that means giving out your cellphone number, no matter how dedicated it may seem, can backfire. By receiving work calls to your business’ virtual number, you will know when you’re fielding a business call – and if you’re not prepared to answer, just send it to voicemail – saving you face in case they caught you waist deep in margaritas! 

3. International Extensions

If you are planning to travel out of the country, you can set a 3 digit extension to follow you no matter where you are in the world. Say you're based in California and are planning to go to Belize on a family trip. As a business owner you're not able to unplug for too long, and luckily Belize has only a 1 hour time difference from your usual work day hours. You can set your virtual number to forward to your hotel or a local cell phone you rented, and the caller (who is dialing your main business line and extension will be able to reach you (if you want them to!). A great way to balance work and play and make the kids happy to stay abroad longer.

4. Voicemail

If a caller ends up at your voicemail, for whatever reason, they won’t be the wiser that they called a virtual number linked to your cell phone – as they’ll be prompted to leave a message by your custom, professional voicemail greeting. And you can easily and quickly pick up the voicemail, no matter where you are.

5. Voicemail Transcription

Listening to a voicemail isn’t always easy, especially when your cell service isn’t strong. But voicemail transcription lets you read your voicemails via email or text – so as long as you can grab a wifi signal you’ll be in the loop.

If you’re feeling a summer slump in workplace productivity or are looking for ways to avoid it all together, provide your team with the tool they need to succeed – a virtual number! With the right service, set-up is easy and because the benefits of virtual numbers go far beyond mobility, you’ll be reaping the rewards all year long. 

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Topics: Cloud Phone, Virtual Phone System, Mobile Productivity, Business Phone Number, Small Business Productivity, Improve Your Business

Increasing Productivity with a Small Business Phone System

Posted by Ian LeWinter

May 10, 2018 10:53:13 AM

As a small business owner with limited resources, improving productivity is likely at or near the top of your priority list. But if you type “how to improve productivity for a small business” into a search engine, the number of results you’ll receive will probably be similar to the number of stars in the universe.

New articles and videos filled with tips and tricks for improving operations are constantly popping up on the Internet and while many offer quality suggestions, the sheer volume can be a bit overwhelming. Implementing a dozen different strategies at once is probably not the best idea, so we suggest you start with one—adopting a small business phone system.

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Photo Courtesy of Flikr User Sebastiaan ter Burg

A phone service designed specifically for small and microbusinesses can increase productivity—specifically mobile productivity—by putting the power of an enterprise system in your pocket. With a cloud-based phone service you can use your mobile phone to get:

  • A business-specific line where you can be reached no matter where you are
  • Voicemail to email that ensures you get important messages even while you’re traveling
  • Professional greetings that can be customized from anywhere you have Internet access 

On top of productivity gains you’ll see your company can also cut costs with a small business phone service. Monthly fees are reasonable and because the service is web-based and maintained by the vendor you’ll avoid installation and maintenance costs altogether.

When you own a small business, you simply can’t afford to let valuable time go unused—fortunately you don’t have to.

Want some tips on creating a great mobile workforce? Take a look!

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Topics: Voice Communication, Cloud Phone, Improve Your Business

Extending Your Business Presence with a Small Business Virtual Phone

Posted by Ian LeWinter

May 10, 2018 10:53:04 AM

Those of you running your own non-employer business understand that at any given moment you might be your company’s billing, sales and marketing departments—all at once. As a sole proprietor you simply don’t have the option to turn a task over to a coworker. But just because every department of your company is actually just you, it doesn’t mean you have to look small-time to the outside world.

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A small business virtual phone can provide the same features and functionality offered by traditional wire-based systems including easy-to-set-up extensions for your departments. With this technology all you need is a mobile phone to get your business looking like a Fortune 500 company. 

For example, let’s say a prospect or new client calls your business specific line—another feature of a small business phone service—with a billing question while you’re in the tunnel at Grand Central Station or on an airplane to Los Angeles. Because of your location, you’re unable to answer the call. You are unable to answer the call. With a small business virtual phone, your customer is professionally greeted and presented extension options for each division of your company, giving you big business presence that projects an air of credibility.

No matter what industry you are in, competition is stiff in today’s congested marketplace. According to a customer service survey by Zendesk, 55 percent of customers said they switched to a different company for a product after having a bad customer experience, which can include something as seemingly insignificant as an unprofessional interaction with a company’s phone service.

You’ve worked tirelessly to build a great product or service and to generate leads and the last thing you need is to forfeit lose out on business because your phone system makes a bad impression. As the saying goes, “you never get a second chance to make…” well, you know. 

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Topics: VoIP, Cloud Phone

Launch Your Startup into Success with a Small Business Phone System

Posted by Ian LeWinter

May 10, 2018 10:52:57 AM

So, you’re a hot new startup operation with the potential to make an immediate impact on the market. But do you have the communications capabilities to support your goals? If you are struggling to find the right enterprise phone solution, perhaps you are looking in the wrong place.

Launch_Successful_Startup

Photo Courtesy of Flikr User Sebastiaan ter Burg

A small business phone system is designed for small companies and startups like yours. It gives you big business presence for a low monthly price, including features like: 

Auto attendants

When customers get a professional automated greeting they get the feeling they are dealing with a Fortune 500 Company and not a brand new venture. So if you happen to be indisposed when an important call comes through, your customers have a first impression that keeps them coming back. A small business phone system managed through the cloud also gives you ability to change your greeting—or other settings—as long as you have a connection.

Conference calling

Nothing looks more professional than the ability to loop in another member of your team to get an answer for a potential client at a moment’s notice.

Voicemail to email

Suppose you’re in a meeting, and you receive an important voicemail but you don’t want to leave the room. A voicemail transcription service takes care of this, granting you the power to read your voicemail right over the interface of your mobile device.

Virtual extensions

Virtual extensions are another way to extend your business presence. Even if you are a sole proprietor you can configure your system with extensions for billing, sales, or customer service departments.   

As a new business owner there is no reason to settle for less than the functionality you need or pay more than you can afford. Now, go forth and succeed!

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Topics: Cloud Phone, Cost-Effective Solution, Improve Your Business

Planning Day Trips? Cloud Communications Keeps You Connected Anywhere

Posted by Ron Kinkade

May 10, 2018 10:51:39 AM

It’s summer again, which means the options for family activities are innumerable. Should you take your kids to a water park, a mini golf course, or on a ferry ride? 

Day Trip Van

You are thrilled to be on a day trip, but as a small business owner you are also slightly worried about being out of touch for the entire day. As you know all too well, in the business world missing an important call or message could cost you a key opportunity.

With a cloud communications application like Cloud Phone, a small business phone system maintained completely through the web, you can fully enjoy a trip to the zoo—or anywhere else for that matter--without worrying that an opportunity is flying past you.

 A cloud-based phone system can provide you with features that maximize your mobile capabilities, such as:

  • Auto Attendant: Callers are greeted professionally by your company’s name and then presented with menu options that can expertly route your callers to the correct department , even if every department is really just one person at the zoo with his or her kids
  • Voicemail Transcription: Voicemails are automatically transcribed before they’re delivered, allowing you to be able to read your messages just like email. So if there’s a ruckus going on at the baboon exhibit and you’re unable to hear an urgent message, simply check your email where the voicemail will be made readable.
  • Reach Me Anywhere: Cloud Phone connects your incoming business calls to you or your staff wherever you choose, on any device. If you know you’ll be unable to answer a call, you can have calls routed to multiple employees, ensuring that someone will be able to answer.

 As if those features weren’t enough, because a cloud-based system doesn’t require any hardware it’s far less vulnerable to hurricanes or other disasters as well. Calls to your business-specific number—provided when you sign up for Cloud Phone—rings to your mobile phone so that when that fierce afternoon thunderstorm rolls in and knocks out power in your office, your system stays right as rain.

 Communicating with an application like Cloud Phone is easier, less costly, and more efficient than a legacy wire-based system—an impossible combination to beat. And you need all the help you can get, because like the animal kingdom, the business world is survival of the fittest. So if you’re looking to do better business this summer, consider taking a closer look at Cloud Phone from Voxox.

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Topics: Cloud Phone, Mobile Productivity

What Every Small Business Owner Should Know About Professional Voicemail Greetings

Posted by John Lee

May 10, 2018 10:51:24 AM

According to a report from Global Entrepreneurship Monitor (GEM), there are an estimated 27 million entrepreneurs in the US starting or operating new businesses. With so many companies’ vying for success, your business should be leveraging every possible advantage to stand out from the competition. Your business voicemail greeting is often the first point of customer contact, so it's important to have one that projects professionalism and reliability. A professional voicemail greeting not only leaves a positive impression and builds trust, but also helps you effectively and efficiently manage your communications. 

 

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There are a number of options for customizing your business voicemail greeting. A unique professional greeting helps your company appear personable and knowledgeable. You can organize your message to share information about your company's products, direct callers to the appropriate department, or even provide directions to your location.

These could be details about the hours you’re out of the office or how to reach the appropriate employee to assist the caller. Eliminate the need to repeat information when it can be automated. Having your business information readily available will save time and money. 

The old cliché "time is money" plays an important role in investing in a professional voicemail system. Small businesses cannot afford to waste time or resources on inefficient communication. Helping customers’ access information instantly and efficiently through a professional voicemail system, helps ensure that your company can meet their needs, expeditiously and professionally. Staying ahead of the competition means your business must have organized systems in place to serve a customer from initial contact through providing  the solution to the client’s needs, the way the client wants it and most importantly when the client wants it. Contact us today to learn more about customizing your voicemail with our virtual phone system.

 

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Topics: Voice Communication, iPhone, Android, Cloud Phone, Improve Your Business

How a Small Business Virtual Phone Can Set a Freelancer Free

Posted by Ian LeWinter

May 10, 2018 10:51:07 AM

Whether you are a freelance writer, graphic designer or interior decorator, your creativity and imagination is what keeps your services in demand with customers. The quality of your work speaks for itself and you take great pride in making a client’s vision come to fruition.

Freelancer

When it comes to adopting the right business communications system, however, you may be having a difficult time making a decision. Fortunately, small business virtual phone systems exist just for successful entrepreneurs like you.    

A virtual—or cloud-based—phone system gives you much of the functionality you’d get with a legacy enterprise system at a much lower cost. You can set up professional greetings, designate extensions and have your voicemail sent to email so you won’t miss an important message. Furthermore, because your system is in the cloud your settings are easily accessible and you avoid installation and maintenance costs. Last but not least, all you need to get started is a mobile number!

Another advantage of adopting a cloud-based phone system is that if you decide to expand your freelance business into a full-fledged company, you’ll be sending a signal to millennials in the workforce that you are committed to running a modern business. When considering the emphasis younger workers place on a potential employer’s technology these days, attracting the best and brightest can be a challenge—one a virtual phone system helps you meet.

Being your own boss has many advantages, but one of the potential drawbacks is dealing with aspects of business outside of your comfort zone. Fortunately, today’s best-in-class technological solutions offer freelancers more tools than ever before. Yes, that is opportunity knocking at your door. Will you answer?

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Topics: Voice Communication, Voxox, Cloud Phone, Cost-Effective Solution

Cloud-based Phone Systems + One-Person Businesses = A Winning Formula

Posted by Ian LeWinter

May 10, 2018 10:50:58 AM

Let’s be honest: owning a one-person business can be overwhelming. Not only do you represent every department—from sales to marketing to accounting—but you are also wholly responsible for earning your own living. Given the challenges you face, any product or application that can make your life a little easier is probably more than welcome. As it happens, we have one in mind—a cloud-based small business phone system.

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So what exactly do you get with a cloud phone service? How about all the features of a wire-based system from a large provider at a price your single-person company can afford? With leading-edge cloud-based systems you can setup extensions to simulate different departments to enjoy the appearance of a mega corporation. Customizable digital text greetings, conference calls and voicemail to email are available as well!

Not only can a virtual phone system offer top-of-the-line communications features at a low monthly cost, top-flight services are exceedingly easy to set up using just a mobile phone. Furthermore, because the system is Internet-based, it requires no hardware, no ongoing maintenance and is less vulnerable to downtime. 

The most recent data from the U.S. Census Bureau reported that there are 22.5 million one-person or “non-employer” businesses across the country—so we know there a lot of you out there looking for any edge you can get. Cloud technology can remove some of the burden of running a one-person business from your shoulders—you just have to let it. So consider adding a cloud-based phone system to your top-notch product, work ethic and entrepreneurial spirit. You’ll come away with a winning business equation.   

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Topics: Cloud Phone, Improve Your Business

Voxox Includes Outbound Calling to Mexico within All Bundled Cloud Phone Subscription Plans

Posted by Natasha Grach

May 10, 2018 10:50:51 AM

Exciting news! Voxox announces Cloud Phone subscription plan update that enables outbound calling to Mexico at no additional cost! This is a game-changer for many entrepreneurs who regulary have to conduct business with contacts in Mexico. Read the full press release below...

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Voxox Includes Calls to Mexico at No Additional Cost within All Bundled Cloud Phone Subscription Plans to Help Foster Cross-Border Entrepreneurship

Inclusion of outbound calls to Mexico is typically not offered within standard calling plans by competing virtual PBX services

SAN DIEGO April 11, 2017 – Voxox®, innovator in cloud communication solutions for businesses with the most comprehensive unified communications Platform as a Service, today announced that it has added Mexico calling within its bundled subscription plans for Cloud Phone, the cloud-based virtual phone system for entrepreneurs and very small businesses. The bundled subscription plans, which range from 1,000 to 5,000 monthly minutes to unlimited calling, previously included United States and Canada calling. All bundled plans now also include Mexico calling (outbound as well as inbound) in the minutes pool.

The inclusion of Mexico outbound calling in bundled minute plans is not typical for virtual PBX service providers. While landlines in Mexico tend to be affordable to package into bundled plans, Mexican mobile numbers can be on the high end for most providers. Voxox has established strong relationships with global carrier partners to bring costs down for customers. Furthermore, the company's sophisticated cloud technology built entirely in-house enables Voxox to bypass expensive licensing fees that competitors have to pay, allowing Voxox to give customers more price breaks with some of the most competitive rates in the industry.

"In adding Mexico calling within our standard bundled subscription plans, we hope to make communications more cost-effective for entrepreneurs who regularly have business dealings with colleagues in Mexico," said Bryan Hertz, CEO and co-founder of Voxox. "We've prioritized securing incredible calling rates to advance entrepreneurship, not just in Mexico but all around the world."

Cloud Phone enables “micro-businesses” (businesses that operate on a very small scale), as well as individuals and small organizations seeking a business-grade telephone presence, to easily obtain local and toll free numbers that support unlimited extensions and advanced call routing capabilities. With Cloud Phone, users can place and receive calls, manage call activity, access features such as voicemail transcription, call recording, device transfer, faxing, and much more -- all within a sleek, elegant design. No special equipment or advanced skills are necessary to use Cloud Phone. Once a Do It Yourself (DIY) set-up is completed online, all that a user needs is a calling device (e.g., mobile or landline phone) to which calls can be routed. The effortless user experience and set-up process, which can be completed in less than a minute, along with highly competitive global calling rates and exceptional call quality, are key differentiators as compared to alternative solutions.

Cloud Phone comes with a complementary mobile app for iOS and Android. The Cloud Phone mobile app leverages Voxox's new breakthrough VoIP codec, a technology used to encode and compress voice signals into digital form for transmission. This is particularly significant for small businesses with a disbursed or traveling workforce, as the codec dramatically improves voice quality in poor bandwidth settings, such as hotels, convention centers, rural locations, etc. To hear the dramatic difference visit, www.voxox.com/codecdemo.

To view subscription plan pricing and/or to sign up for Cloud Phone, please visit www.cloudphone.com.

About Voxox

Voxox is an innovator in unified cloud communication solutions for businesses. The foundation of the company's offerings is its award-winning unified communications Platform as a Service, which enables the company and its customers to build powerful, scalable applications and services. For end-users, Voxox provides an extensive suite of carrier-grade business phone solutions, including its flagship business app, Cloud Phone, as well as SIP trunking, hosted PBX, and a wide array of wholesale services, such as high volume SMS. For service provider partners, Voxox delivers cutting-edge mobile and desktop applications that integrate voice, video, messaging, fax, media sharing and more. Voxox is headquartered in San Diego. For more information, please visit http://www.voxox.com.

Topics: Voice Communication, Company Announcements, Cloud Phone, Improve Your Business