It's safe to say that many business owners and managers are aware of Voice over Internet Protocol (VoIP) phone systems, and in fact, many businesses now use it. There are many more still using older phone systems however. If you are one of these companies, and are curious about VoIP, you may be interested to know more about the various features offered by providers.

Here are five VoIP features offered by many providers that small to medium businesses will benefit from.

1. Voicemail/call forwarding Many smaller businesses simply can't be open 24 hours. This means that there will be time where you or your employees are unable to answer the phone. Most industry leading VoIP providers offer the ability to convert phone messages into emails, which could be a great help to your business.

A good VoIP solution will also provide you with a voicemail system and a feature called Find me/Follow me. This is a call forwarding feature that allows users to receive calls regardless of their location or phone number. This makes it easier for you and your managers to be reachable when they are outside of the office, especially if calls can be forwarded to their mobile phone.

2. DND DND, or Do Not Disturb is an important feature for those who work with clients on a regular basis. When you are talking to a client, the last thing you want is to be interrupted by a phone call as it can make you look unprofessional.

Many VoIP systems actually offer advanced DND features like the ability to send calls to voicemail, or transfer to another colleague who may be able to answer the call at the press of a button.

3. Conferencing You can pretty much guarantee that you will need to eventually make a conference call. Some managers and owners may even make this type of calls on a regular basis. The best VoIP systems go further than just supporting conference calls, they also enable users to send files, chat messages, collaborate on calendars, share presentations and even desktops. This is often called Unified Communications by many vendors.

4. Auto Attendant This feature gives your business a bigger footprint by allowing you to setup multiple numbers in local areas, and have a menu system like many large companies. This means you can setup a system where a caller can easily get into contact with different departments, or even a live operator.

Some users don't like this feature because they see it as an impediment to immediate customer service - think of the last time you had to navigate a menu system over your phone? It really comes down to the preference of your company.

5. Call Recording If your company operates in an industry that is regulated, you may need to record calls. Or, you may want to record calls to track customer satisfaction and questions. Regardless of your need, a good VoIP system will allow the user to easily record calls, often at the click of a mouse, and store them in an audio format that can be easily replayed later.

These are just five of many features offered by many VoIP providers. If you are looking for a new telecommunications solution, contact us today to see how we can help.

Customers expect that you have a phone number, which usually means a big investment into an often inefficient system that is limited and run by various phone companies. There is an alternative however: Voice over Internet Protocol (VoIP). VoIP has become popular amongst companies, and could be a viable alternative to existing systems.

The question many business owners ask is: Can it bring any benefits to my business? In short, yes, it can. Here are five benefits of VoIP.

1. Automation Most VoIP systems can be easily configured to route calls to numbers without the need of an expensive switchboard. This means that you could route calls to your mobile phone when you are out of the office.

Any good phone system offers callers the ability to leave messages. Some VoIP systems can take voicemail messages and turn them into emails, which makes it easier for you to track and reply to these messages.

2. Larger appearance Solid VoIP systems allow you to have different numbers that can route into one branch. For example, if you have a presence in four states, you can set a local number in each state and when users call, they are automatically routed to your office.

By having a local presence, many customers will think your business is bigger than it really is, and may be more trusting. Similarly, you can also assign numbers to different 'departments' that get routed to one phone. This is a great way of making your company seem bigger and more reliable.

3. Features With most traditional phone services, you have to pay extra for features like all display, extra numbers, call monitoring, etc. VoIP systems often include these features and more at little to no extra cost.

4. Savings As VoIP uses your Internet connection, calls are not geographically routed which means that a phone call that would normally be considered long distance, isn't on VoIP. This translates to lower phone bills. These systems don't require complex infrastructure and wiring that traditional phone systems do. Existing phones can be easily integrated into VoIP systems with a small piece of hardware, meaning you won't need to invest in new hardware.

5. It's scalable It is easy to add numbers and phones to any VoIP system. This means that when you hire new employees, you can quickly (often in as little as three minutes) and easily assign them a number and a phone at little to no cost. This means that as you grow, the system grows with you.

If you are looking to update your current phone system or save money, please contact us today. We may have the VoIP solution that fits your business needs.

One of the most popular, and arguably important, websites is Facebook. This social media service has almost single handedly transformed the way we communicate and use the Internet. One of the more popular ways to communicate over Facebook is through the use of the Messenger mobile app. To this point, users were only able to chat, but a recent VoIP centric update aims to change that.

In early January Facebook announced that they had started testing free calling to contacts over Facebook Messenger. This feature was tested in Canada for all users with an iPhone, and turned out to work well. So, in late January Facebook rolled this out to iPhone users in the US as well.

This new service uses VoIP (Voice over Internet Protocol) technology, commonly found in many business's phone systems, to offer users in Canada and the US the ability to call other Facebookers using the Messenger app for free.

Calls can be made via your data connection or over Wi-Fi on your iPhone. No love for Android as of yet, but we are sure it's coming soon. If you use the Facebook Messenger app, you should be able to use it now. You can call other users by:

1. Opening the app (or download, install and open it from here) and find the person you would like to call.
2. Tapping on their name to start a conversation.
3. Pressing the "i" button in the top right of the conversation windows and selecting Free Call.

The user you are calling will see a notification on their phone similar to the one when you get a phone call over your cell network.

Will businesses benefit? It's hard to say whether businesses will find this feature useful at this time. If your employees use iPhones, and are often in an area with poor cell service but a decent data connection, this is a free way to stay in touch.

This could also prove a good way to deal with public complaints on your Facebook page. You could encourage the person to take the complaint offline and talk to them, as long as you both have an iPhone.

In reality however, most businesses will likely not use this feature at this time. However, there is a good chance that Facebook will release more business oriented calling features in the future which could give you another way to contact clients.

What do you think? Will you or your employees use this feature? Let us know, and if you have any questions about VoIP, please contact us today.

Skype is not a new product, it's been around for nearly a decade and has been one of the mainstays of the digitization of the telephone, commonly referred to as Voice over Internet Protocol (VoIP). Microsoft purchased Skype back in 2011 and has recently released an update which makes Skype a front-line Microsoft product.

A few weeks ago, Skype Version 6 was introduced which allowed users with a Microsoft account to sign into Skype using their account name and password and have access to their Microsoft contacts. This move, of Microsoft backing a non Microsoft branded product, was seen by pundits as an interesting one, but it works well for those who use both Skype and Messenger. It means you don’t have to have two programs to do essentially the same thing; communicate.

Last week, Microsoft announced that Messenger will officially be merged into Skype. This means if you use Messenger, you will have to switch to Skype. This should automatically happen the next time you update Messenger. This may seem like a weird move, but there are some great benefits to this merger that will make both Messenger and Skype more competitive. Some of the benefits to the merger include:

• Messaging on more platforms - Skype is available for nearly every platform, which means you can communicate on nearly any device.
• Central hub for communication - With this update, you can call phones, conduct video chats and use Instant Messaging all from one place. There is no longer a need to have 3-4 different programs open.
• Group communication - If you are looking for a free platform that enables you to communicate with a group, say your team or employees, Skype allows for this.
• Screen sharing - You can share your screen on Skype, which is ideal for giving product demonstrations, or even showing a PowerPoint presentation during a chat.

After you update Messenger or Skype, you'll be taken to the sign in screen and will be asked if you are an existing Skype user or a new one. If you are an existing user, you can click I have a Skype account and you’ll be taken to a new screen where you can merge your Messenger and Skype accounts. If you are new to Skype, you can sign up for a new account by pressing I'm new to Skype. Follow the signup process during which, you will be given the option to merge your accounts.

When you sign in and merge your accounts, you will see all of your messenger contacts synced and available under Contacts in the left-hand panel. Messaging a contact is as simple as double clicking on their name. To call you press the green phone button icon when you hover over their name. Alternatively, you can right click on the name and select either Call, Instant Message, Send Files, etc.

Skype is an ideal VoIP solution for light call volumes and inter-office messaging in small businesses. However, if you handle a high volume of calls, or are in a larger office, you will need a more robust system. If you're interested in a VoIP system for the whole office, regardless of if it's Skype or some other setup, contact us, we can help with that.

A wide majority of businesses, regardless of size, location, or industry, have eagerly adopted technological solutions like the computer, or high speed Internet. Telephone systems have been largely ignored, mainly due to the fact that they still appear to work just fine. While traditional systems still work, they do break and fixing them can be incredibly costly. One solution to this is to upgrade to a VoIP - Voice over Internet Protocol - system.

VoIP, is a digital telephone solution that replaces traditional systems with a digital alternative that utilizes broadband Internet connections and transmission lines. Here are five reasons why your company should upgrade to a VoIP system.

• Remote phones. Working remotely has become a viable alternative to a desk in the office. One of the major issues with remote workers however is that that they can be hard to get a hold of; often using their homeline for both work and personal calls. With a VoIP solution, employees connect to the office over the Internet and their computer becomes the phone. They can get an extension, or use their office direct dial number, thus reducing the need to pay for potentially costly phone bills.
• Mobile office number. Mobile phones are a prominent part of business, most managers have their mobile number written down on their business card. While this is a good idea, customers are often hesitant to call mobile numbers because they feel they may be intruding. With VoIP, there’s no need to have a mobile number as there are apps that will route calls through the office’s phone system, meaning no missed messages and lower mobile bills.
• Lower calling rates. Many small businesses now operate without borders and if you’re making a lot of long distance calls, you’ll notice that the bills using a traditional system can be outrageous. VoIP providers often offer substantially lower rates, or the same rate regardless of the location the call is placed to.
• It grows with you. If you plan to expand your business in the near future and have a traditional phone system it will cost you to upgrade your system, lay new phone lines, and purchase new equipment and numbers. With VoIP systems, it can be as simple as assigning a new number, which often costs nothing, and that’s it. In short, VoIP is highly scalable, whereas traditional systems aren’t.
• More useful features. Some features offered by telephone providers are essential for business, yet companies are charged for these additional benefits, often on a per number basis. Many VoIP providers bundle the features businesses use the most into the monthly costs, usually at no extra cost.

While it’s not a requirement, companies that don’t upgrade their phone systems to VoIP, or other similar systems, are missing out on some great benefits and may, in the near future, find themselves left behind by competitors who have upgraded. If your company uses a traditional phone system and you’d like to find out how to upgrade, please contact us.

 

My Fellow Business Owners and Managers,

In the wake of the recent severe weather storm, if you are like most people we began thinking about what we could have done differently to prevent and minimize damages. In this short article I will like to share with you one of the most significant preventive measure you could have done if not already done to prevent your business critical infrastructure (computers, servers, network switches, phone systems, backup devices) from and hard crash, disaster and loss of data.

Although, there are other measures but the one I would focus on here is simple and easy to implement and that is installing an UPS (Uninterruptable Power Supply) device systems. UPS is a simple device you may have seen one before. It’s a device that plugs into the power outlet to help regulate and maintain clean sufficient power for a short period of time to valuable sensitive electronic systems.

When used on servers, network switches and computers, it prevents flickering, fluctuations of the power supply disruptions during a severe weather storm like the one we just had and could save thousands of dollars in computer repair cost, data recovery and lost time from downtime. When properly implemented, the UPS system will shut off computer; servers and network devices gracefully preventing damage that could happen from improper shutdown of these technology investments.

Here are few of my recommendations:

APC website http://www.apc.com/products/category.cfm?id=13

Tripe-Lite website http://www.tripplite.com/en/products/ups-battery-backup-systems.cfm

Best practices recommend that you support your critical systems with a UPS system that is able to hold your requirements for about 15 to 20 min for a complete shutdown of the systems being protected.

If you are not sure about how to go about this, I will be happy to help you with a free Network or Power supply and assessment. I can be reach at 301-576-1122 ext. 101

Smarthost Design Technologies is a technology services provider that focuses on the unique needs of small businesses in the Maryland, Washington DC and Virginia Metro area with over 7 years of industry expertise working with businesses with less than 50 employees. Read about more tips and techniques from my blog http://smarthostdesign.com/blog

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Most of us have a voice, and we know how to use it. It’s one of the first things we learn after we are born. If this is one of the simplest things in human nature, why are voice controlled operations so few and far between in business? Is it time to start looking at implementing a UC system to improve efficiency, safety, and effectiveness in your warehouse?

Business processes and activities in the warehouse have traditionally been very receptive to automation, with the goal of improving efficiency and effectiveness. Automation has been focused on areas including managing stock levels, tracking stock movements, and more. The processes done on the warehouse floor itself, such as item picking and packing, are now largely run by computer-based systems. One attempt at automation included outfitting staff with handheld systems, but they proved to be impractical or prohibitive since they required the use of both hands, were complicated to use, and made the overall process too complicated. Employees have generally preferred to stick with the simple pen and paper instead. But recent advancements in human-to-computer interfaces—such as the use of voice commands instead of keyboard and mouse, pen-based, or touch based systems—promises to change this.

Using voice technology, warehouse staff and managers can now send and receive instructions via voice, using a headset connected to a back-end system that understands and processes voice instructions and can respond in a natural sounding human voice. This can result in:

• Faster and more accurate order fulfillment: Warehouse staff can be given more specific and accurate instructions allowing them to navigate the warehouse, identify specific bins or pallets containing items for packing, and be able to pick out the correct quantities for the right order.
• Cost savings: Faster and more accurate fulfillment can result in reduced costs over time as it reduces the need to redo work, avoids costly customer returns and dissatisfaction, and lessens other costs such as training time for employees.
• Improved safety: With pallets and bins stacked in long, tall rows, forklifts and other heavy machinery zipping from one place to another, and people moving around, usually in a hurry, with both hands full and sometimes distracted, accidents are commonplace in warehouses. With voice technology, this can be avoided by getting people to focus with voice commands, and freeing up their hands and body to work on other things.

Voice technology in the warehouse is new but promises to deliver great benefits for businesses who employ it. If you are interested, let us know so we can help you find out how UC can enable your warehouse or any other part of your business today.

Getting dazed and confused with all of the options for chatting, texting, tweeting, posting, liking and poking people at work nowadays? Fear not, Unified Communications can help you and your business manage and make sense of all of these different communication forms. Read on to find out more.

Because of continued improvements in technology and changes in the way people work, we now have a multitude of options to communicate with one another. This can be both a boon and a curse, as not only do we have to learn and master a variety of devices from which to communicate—but also contend with an equal or higher number of forms with which to communicate. For example, not only do we make a phone call to talk nowadays, but we also chat, text, tweet, post, like, poke, huddle, share screens, do white board sessions, and more. We can do all of these whether on the desktop computer, laptop, netbook, tablet, desk phone, mobile phone, TV – and soon maybe even from the kitchen refrigerator! Not surprisingly, people have started looking for ways to tame and simplify all of this complexity—and thus was born the concept of "Unified Communications."

Unified Communications, simply stated, encompasses the organization of different communication tools and models so that it can be used and managed in an integrated way, with the goal of improving flexibility, efficiency, and effectiveness. To illustrate the benefits of Unified Communications, here are some examples of how it can be used in several business scenarios:

1. Have a "single number to call" or a simpler way of reaching people. Instead of remembering and sharing a phone number, IM handle, email address, twitter account, and more, you can have just one number or address by which people can reach you—and systems will bridge that with whatever device or application your Unified Communications happen to be on or you prefer. So you can easily have calls placed to your desk phone routed to your mobile phone when you are out, and have voice mail emailed to you as a recording in case you can't answer.
2. Reaching people when you need them. If you are working remotely, or managing remote workers, Unified Communications systems can indicate your or your colleagues' location or "presence"—i.e., whether you or they are available at the normal location, working remotely, or out in the field.
3. Synchronous or asynchronous way of working. If you work with people in different time zones you can opt to conference when your schedules overlap, or swap messages that can be answered at their convenience if they don't —and be able to track and tie all of these together.
4. Richer collaboration. If you work on projects, Unified Communications can allow you or your team to get in touch and collaborate in a richer and more interactive way. While working on a project you can chat, switch to voice calls for better clarity, or conference via video to provide more context, as well as share screens for easier collaboration—all from a single screen or session.
5. Application integration. Imagine if you had the ability to call people from your email application's address book, or initiate a web conference from your instant messaging tool. With Unified Communications that is all possible.

Unified Communications may sound expensive and complex, but in reality it can actually lessen costs and make things simpler for you and your business. Learn more about Unified Communications and what else it can do to improve your business by contacting us today.

With today's advancements in technology, and the constant lowering of prices as technology achieves mass adoption, VoIP is now within easy reach for most businesses—even small businesses. Read on to find out why you should consider switching to VoIP for your phone and office communication systems today.

If you are running a business, then there is no reason you shouldn't be using Voice-over-IP, or VoIP, to reduce telecommunications cost, streamline operations, and improve the flexibility for your organization today.

VoIP, simply put, allows telephone communications to run over your data network or the Internet. The benefits of this setup are many, and the following are just a few.

1. VoIP allows companies to maximize investments already made in their network infrastructure. The same network which handles the flow of data such as web access and email can now accommodate voice as well—no need to add and maintain additional wires and devices.
2. VoIP can allow you to dramatically reduce the cost of communications, especially for interstate or international communications—everything can go through the Internet instead of incurring expensive long distance toll charges.
3. VoIP allows your employees to be more productive and efficient by giving them the ability to receive and make calls anywhere with a data connection, using their laptop, mobile phone, tablet, or virtually any device connected to the Internet.
4. VoIP increases the number of features you can use with your phone system. For example, it's easier to add extensions to your phone. You can provide a local number or extension for all your staff without additional costs or cabling. You can also set up sophisticated auto answering routines and call routing. You can marry voice messages with email and faxes all in one inbox.
5. You can use VoIP as a tool for real-time collaboration—along with video conferencing and screen sharing. You can employ presence technologies that come standard with VoIP phones and VoIP communication systems. Communicate with colleagues about your presence or receive info on the status and whereabouts of your staff.

Previously, all these benefits were only available with a big price tag and a critical limitation—the unavailability or unreliability of the company's Internet connection—but not anymore. With the great strides made in technology and the wide availability and affordability of broadband connections over the last few years, VoIP is now readily within reach for many businesses—large or small

VoIP is certainly a technology that has come of age. It's cheap, ubiquitous, and easy-to-use, and any business should have VoIP in their toolset. If you are interested in learning more about how VoIP can help your business, contact us today to find out more!