Replacing Old Phone Systems in Hotels  

Even though many hotels are using bygone hotel phone systems that work fine, there are many reasons for hotels to upgrade to better options available for various reasons. A few of these reasons include,  

Reduction in Cost  

VoIP Office cloud-based systems help eliminate the need to purchase, maintain and install expensive hardware. For adding more phone lines to the hotel there is no need for additional hardware thus reducing ongoing maintenance costs. This helps to save costs, which is noteworthy and important for hotel businesses.  

Ease To Use  

This cloud-based virtual phone system can easily allow hotels to add or remove phone lines as and when the hotel expands or diminishes its business. The extra phone lines can be added for any event. It could be for major conferences that are hosted or even during busy seasons when expecting an influx of guests.   

Portable Service  

When in use, Virtual phone systems allow a portable and flexible service. The staff members can receive or make calls with the help of mobile devices while on the move, thus improving the response rate.  

Updates Done Automatically  

The virtual phones help with automated updates, ensuring that all hardware and software gets updated automatically. This helps the hotel staff to do their routine work, and they just need to review the notifications.  This informs the reception staff that their hotel VoIP phone system has been updated.  

Advanced Features   

The advanced cloud-based systems available in VoIP technology help improve the experience of customers and help increase customer agents’ productivity overall.  

Features like call queues, automatic call recording, call transfers, and call forwarding help you select the VoIP service provider.     

Features for Hotel Phones   

Several key features that must be given importance when selecting a VoIP provider for hotel phone systems are,  

Auto Attendant  

The auto attendant feature can handle many of the enquiries of bulk guests. The hotel menu regarding branches and various other programmable options, along with the auto attendant function, helps answer customer questions. It also helps in managing requests and keep phone lines free from irrelevant requests. This helps solve the queries made by genuine potential clients and could serve these customers quickly.  

Communicate Seamlessly  

VoIP Office communication services can be merged with a CRM (customer relationship management) platform, which is important and essential because it helps the hotel staff and live chat agents deliver customized, unique service to the hotel guests.   

CRM integration with VoIP helps the staff members working in the hotel keep track of the wake-up calls. These calls are made to the guest rooms and helps to analyze guest call history that perform other functions too.   

Providing Voicemail  

Guests expect hotels to provide an integrated voice messaging system by which they can receive messages and calls, even when no operator is there to handle the guest calls. Hotel guests expect to be informed about the voicemail system for text messages or even faxes that arrive at the front desk and messages that get displayed with an indicator light.   

This system can easily be integrated with the VoIP system, which will improve the staff’s efficiency. It can also retrieve detailed messages at different times of the day, which will be helpful during shift changes and handovers.  

Improve Guest Experience  

A few features that can improve the guest experience include,   

• Multilingual auto attendants in different languages for serving customers.    

• Messaging service for in-room messaging helps guests order room service or put the “do not disturb” digital sign if they don’t want a housecleaning facility.  

• Voicemail translation that all team members can quickly review.  

Messaging Unified  

It is a universal mailbox wherein email and voicemail interact with unified messaging, which helps hotel guests recover voicemail from their inboxes. This type of messaging is most familiar with VoIP solutions.  

Secured Phone Service   

To protect the guests’ privacy, it’s important to ensure that the selected VoIP phone services encrypt calls and protect the data against privacy. The selected VoIP provider should have compliance-focused features.   

PCI (Payment card industry) compliance rules forbid business houses from recording those calls wherein the customers share their credit card information. Hotels should look for VoIP providers offering encryptions and certifications that provide standard security.  

DID (Direct Inward Dialing)   

Callers from outside the hotel can call directly to an extension on the property without going through an automated attendant or even a receptionist. This helps remove the need for a dedicated trunk line for each extension in the hotel.  

Outside callers can call an extension at the property directly without going through an operator or automated attender. This will get rid of the need to have a dedicated trunk line for all the extensions to the hotel premises.   

Easy To Use  

Sometimes, the easy-to-use facility goes unnoticed. It may require the need for inborn collaboration wherein both the staff and the guests could easily steer across the calls & various other features of the phone system. This will help the front desk to patch them across to the correct team members whenever there is a need. 

Video & Audio Conferencing  

Previously, only business travelers used to go for video and audio conferencing; now, even leisure travelers staying at hotels want to connect to family and friends online. The VoIP Office provides this facility.  

Music On Hold   

Many studies have proven that the music on hold feature keeps the callers in a reasonable mind frame. This is an excellent opportunity for hotels to play promotion messages and highlight special offers.  

VoIP Office Hotel Phone System  

Improve the guest experience with the VoIP Office best hotel phone system. Which directly influences the guest experience from booking a reservation till they do checkout. The guest may call for room service, ask for housekeeping or even a late checkout. Selecting a phone system that gives importance to security, reliability, and usefulness in serving guests is essential.

When selecting a business phone system provider, the features need dependability along with the budget. Most hotels choose VoIP Office for its excellent core features, transparent pricing, and 24/7 customer support.

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Productive communications impact all aspects of a company, from the working style and efficiency of the employees to their morale and customer satisfaction. It helps strengthen decision-making skills and problem-solving proficiency.  

Business Communication   

Since time is considered money, especially for small businesses, effective business communication comes in handy for all types of businesses. Sometimes, even when all the team members are good communicators, business communication does not always need to be great.   

When there are no proper schemes and support, the processes of effective business communication could get tricky. If the communication within an organization is not good, it could directly have a severe effect on the success of the businesses.   

Apart from the way people within the organization communicate with each other, be it between team leaders, managers, colleagues, or even supervisors, business communication implies the way a company comes in contact with outsiders. Whether be it with shareholders, other business houses, their customers, and any other party outside their organization. This helps in knowing how companies react to external communication.   

In short, communicating for business is the procedure of sharing information between people within and outside the company. Successful business communication helps both the employees, and the management reach their respective goals in the organization, which in turn helps improve practices and reduce errors.    

The employees should work on their communication skills and processes to achieve effective business communication.  

Types of Business Communication   

Internal Upward Communication  

This is the type of communication that the employee has with the manager in the organizational class system. Which includes performance reports, employees’ communication about their experiences along with suggestions of improvements. Even giving feedback to superiors about different aspects strengthens performance in job.   

Internal Managerial Communication   

This is downward communication, as it happens from the manager to the employee or any other person in the organization who communicates with someone below in the organizational hierarchy. It relates to directives received from higher to lower levels within the organization. Even memos, instructions, and other announcements of proposed actions helps prevent errors in operation and misunderstandings.  

Internal Lateral Communication  

Communication that takes place at the staff level helps ensure smooth communication between colleagues in different departments. This includes emails, meetings, and team orientations, which ensure that office tasks are better understood and correctly accomplished.  

External Communication  

These are corporate communications, which include conferences, meetings, webinars, and all meetings where an external party is present. When attending such events outside their organization, the employee represents their company.  

Then come surveys that give a brief idea about the feelings of the customers regarding the company’s brand. These surveys are sent via email, through which valuable and usable data is collected.  

Also, in the present day, many companies hire PR (public relations) firms to handle communications, especially with the press. All these forms of external communications benefit the companies.  

Business Communication Channels  

Depending upon the situation and the nature of the discussion following are the channels of business communication,  

Communicating Verbally  

Real-life conversations refer to communicating verbally, which is usually done between people via video or over the phone, and which helps express emotions through words. Even written communications like messages, emails, and texts fall under this category.  

For verbal communications, platforms like VoIP Office are ideal as they have a team messaging element that allows the team members to chat and send documents.  

Within a few clicks, the communication app allows users to make cloud-based phone calls to colleagues and clients. There is also an option for face-to-face video calls.    

Communicating Nonverbally   

Nonverbal communication includes communication that is done without literally saying any words. Here, the communications are done through facial expressions, body language, eye contact, and listening.  

Communicating Visually  

Businesses do visual communication through PowerPoint presentations, graphics, posts, photographs, signs, advertising and others. This type of communication is usually done during external communication. The company’s marketing team will be familiar with this type of communication.  

Reasons for Effective Business Communication   

A few reasons for having effective business communication in the company include,  

Engage the Employees  

Business communication helps in improving employee engagement as it is one of the most critical aspects of every business. Effective business communication helps in enhancing engagement with employees. According to Harvard Business Review, around 57% of the employees complain that they never received proper directions highlighting a gap in engaging employees through business communication. Apart from this, the study also found that 69% of managers are never comfortable in communicating with employees in general.  

Switching to Audio/ Video Chat  

By using VoIP Office, the user can send video meeting invites to teams’ email accounts. Real-time comments can also be made, assuring that everyone participating is on the same page.  

Even the screen of the computer can be shared, which helps in the explanation of ideas that can be useful, especially when going over finer details of the project. Once the meeting is over, the recaps of the meeting, like recordings or even the minutes of the meeting, can be sent to the team, which helps the team to feel connected even when they are on the go, as it makes the employees feel they are indeed part of a team, thus strengthening their bond.  

Team Building  

Building strong team relationships is important because employees spend an important amount of time with their colleagues. Therefore, it is necessary to ensure that communication relationships remain always strong. Presently, many are opting for flexibility at work, like part-time, remote work, or even flextime.   

Businesses should always invest in software that supports collaboration. Many people agree that using technology helps them to be more connected as it helps in establishing significant relationships.   

VoIP Office communication software helps in using team messaging platforms and video conferencing software, which gives team members the tools to stay in touch with colleagues even during remote working throughout the day.  

Boosting Relationships with Customer  

Relations with customers are an important part of any business, be it provisions for the general public or even back-to-back. Business communication through VoIP calls boost customer relationships, which helps customers remain loyal as they know the company is honest and transparent with them.  

Having good business communication processes in place helps in dealing with complaints and concerns. Most of the issues that customers face can be resolved efficiently and quickly by making use of VoIP Office communication software that can be easily handled through social media inboxes, live chats, or even over a phone call.  

Attain Business Goals  

Business communication skills that are effective help the company to achieve its business goals.  Company employees stay updated on the company goals helping them understand the plans they need to make to achieve their goals.  

The team leaders should always communicate with employees in their teams, which will help them to know whether their team members are on track to complete projects on time.  

Collaboration Gets Encouraged   

Effective business communication in a company helps encourage collaboration and provides the employees with the right tools to communicate effectively and expertly with their colleagues. Since everyone in the company is not a natural communicator, it becomes important to provide communication tools like VoIP Office for help.   

Providing critical information along with necessary tools to employees is essential especially when they opt for working remotely. When working on a particular task’ collaboration is the key, as it helps to follow strict guidelines and deadlines.  

Culture of Communication   

Those companies that are into communication in an open and transparent way have got a more positive work culture. Here, the atmosphere where the employees work will be healthier as they will be more engaged.   

Whenever you create a culture of effective communication, all future employees will become aware of this during their onboarding. It becomes easy for the company to share their views whenever a new employee joins the company.   

Nowadays most companies offer their employees the option to work remotely, that helps them to have a flexible work schedule. Collaborative communication software like VoIP Office makes it easy for the organization’s remote working team to adapt to this style smoothly.    

Users can meet over the phone or use face-to-face video conference tools to catch up or do an important review. Through the VoIP Office messaging app/tool, teams can easily collaborate and share their files. It can also be used for sending messages, which is important for new employees who choose to work remotely.  

Creativity is improved  

When employees feel that their ideas are heard it boosts creativity in the workplace. People feel more empowered to make bold suggestions when they have a safe space to do so. That’s why team messaging platforms and project organization tools are important. Effective business communication tools like VoIP Office ensure that team members get help voicing their opinions.   

Regular one-to-one meetings on video/voice conferencing platforms or even a group chat dedicated to new ideas from the employees help unleash the power of creativity.  

Productivity is Increased  

Around 74% of people lose their files that are not shared with others, and that is a reality for many businesses that do not have good communication tools. If a file regarding a project’s working procedures is lost in transition, then the time spent for retrieving those files could have been spent completing other new projects. It slows down a company’s workflow.   

With the help of effective business communication tools like VoIP Office these events could easily be stopped from taking place. Make use of VoIP Office communication software for securely sending files that helps in organizing conversations with colleagues, by which precious time will not be wasted through emails for trying to locate important documents.    

Selecting the Best Communication Tools  

A few points to consider when selecting the best communication tools,  

Cloud-Based & Fast Setup  

Cloud-based tools allow employees of the company to access information from anywhere in the world, which makes it ideal for communication and it is mainly for global companies with branches worldwide. These global companies can share files and communicate with each other through cloud storage.    

Selecting the tool that requires minimum configuration allows it to easily blend into the existing infrastructure, reducing downtime and allowing the team to start work quickly.  

Solve Practical Business Requirements  

Giving thought to the practical nature of each available communication tool helps in focusing on the important features and they help in connecting with each team’s specific needs. Instead of focusing on pointless features the new AI functionality sounds excellent. This is indeed a cutting-edge technology. However, the organization should reconsider whether the switch is necessary if the features used do not require this function.  

Integration With Existing Application  

With an established business, there will be a few team communication tools that the company does not want to part with. Therefore, any new platform must efficiently integrate these features into the latest tools offered.   

Desktop & Mobile Application  

VoIP communication technology has advanced features, which have come in handy for a lot of employees working in teams remotely around the world. Selecting tools and features that help teams to work remotely increases productivity in the right way for the team members.   

Mobile & Desktop apps ensure that the teams who are working always stay connected. It helps them to be productive from their worksite, homes and even while working from a coffee shop. This helps to bridge the existing gaps, if any, between on-the-go workspaces, homes, or even offices.

Workable Pricing Plans  

Accepting the tools offered with the correct pricing options helps scale up businesses, as the pricing plans are more flexible. It also provides more advanced benefits for bigger teams. As the business expands, select the communication tool that can easily adjust and meet every day needs right from the start. 

Business Communication Set-Up Process  

The happiness of customers and employees is essential to maintain a solid business communication process that leads to economic stability. Many employees say that their internal business communication tools do not work successfully. A few reasons include information overload. Apart from that lack of transparency, organizational silos, or even the absence of suitable communication channels happens to be a formidable reason.   

At present, it is clear that companies must improve business communication within and outside the company. Follow these steps to improve business communication,  

Audit State of Business Communication  

Auditing the state of business communication to set goals is essential as it helps ensure effective communication. Focus on the areas that need the improvement first and then move on to other area code as progress is made.

Identify Core Groups  

Identifying core groups in the company and their relationship with each other helps the organization to function correctly. Knowing different departments like marketing, operations, human resources, design, customer, sales, team leaders, department managers, partners, suppliers, and others helps an organization to assess the work. It could be on a daily basis along with the best results. It enables companies to plan their communication strategies for their tasks and make use of right communication tools to get their things done.

Methods of Communication  

Selecting the best methods for communicating effectively helps to interact between core groups of the company. Reviewing the list of communication tools for telephone meetings, video conferencing, web-based communication, surveys, sending of reports, official documents, and other required options helps the organization to achieve its goals. Being realistic about specific requirements allows the company to be realistic about the particular needs they require.  

Selection of the Right Communication Tools  

There is no specific rule that states which tools are essential and best for each purpose, like Gmail v/s Outlook or Dropbox v/s Google Drive. A few tips for selecting the right tools are,  

• Make use of cloud storage to preserve important documents and various other data.  
• Enabling automatic sync & backup helps in avoiding human error and helps forget to save the information manually.   
• Making use of a single platform for calendars and emails.  
• Making use of VoIP Office tool for chat messaging.  
• Develop the company brand and implement a dependable VoIP Office communication system for meetings that happen remotely.   

Process Documentation  

Taking note of everything done on a daily basis and properly processing it into a shared document will help the entire organization access it. This approach allows every employee in the company to create a communication plan and decide the best action for any given situation. It will help, especially with the newly onboarded employees, besides it will help them learn the tools for effective communication.

You can create a recurring calendar reminder for everyone in the company to revisit the updated documents every quarter. This ensures that the plan serve its best purpose.  

Company Success Starts with Communication  

Customers cannot overlook the risks cannot that arise from poor communication. Having a good communication tool helps to maintain great communication and it will bring opportunities for outstanding employee along with customer engagement. It helps in creating more significant, clear outputs and helps grow revenue and profit. Whether having an effective business communication system in place and there is a need to establish a new one, a few things to keep in mind include,  

• Revisit the communication goals based on the current state of communication in the company.  
• Pinpoint those connected with the process that the company uses frequently.   
• Examine the requirements of employees who need to communicate with each other. Taking everything into account, identify the best communication tool. It helps in making the information flow as smoothly as possible.

This will result in an organization having, happy, productive people who are excited to work on projects that will help create important results which will benefit all those involved.

Improve Business Communication   

VoIP Office business communication platform helps organizations communicate efficiently with each other by using a single platform. You won’t have to stumble around for what you need anymore. As a result, there will be no more confusion, and thus, there is no flipping between screens. Everything will be there in a single platform. This will make the life of everyone in the organization well organized and brings all business communication into one easy view.

Talk to an expert at VoIP Office today, and we can help you with your business communication.

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Record VoIP calls in the present-day technologically advanced world. All phone calls require exchanging important information that helps to give insights into the expectations a customer has. It is where call recordings come into help as they ensure that the businesses never miss out on any information that may give opportunities in the future.   

Yes, VoIP calls can be recorded. Recording VoIP phone calls is dependable and secure, as they are two-way audio recordings of a conversation in the cloud. This innovative technology has evolved a lot, which has made room for enterprise-grade call centers for everyday small businesses.   

VoIP Call Recording

Recording VoIP phone calls with VoIP Office communication software is easy as it is the right tool that uses cloud phone systems, which can be easily turned on for recording calls of a company at the group, enterprise, or individual level.    

The call recordings help maintain accountability for the verbal commitments made during a phone conversation, especially by the individuals, which helps recall all the details spoken during fast-paced conversations.     

Why Should Business Practice Call Recording?  

The service quality of the calls can be easily monitored, which in turn improves customer satisfaction. It helps in giving important references, especially during a dispute and also while training the new agent. Since call recording helps in providing power to the company teams that are into marketing, sales and customer support, A few important reasons for recording the business calls include,  

Justify Quality Standards    

Call recordings help supervisors/team leaders monitor their agents when they are conversing with customers. They assess whether their customer service agents are following company policies, point out important issues, and offer correct responses when solving issues during customers’ calls. This helps maintain service quality.  

Understanding Customers   

An important reason to record calls is that it helps intensify the approach to understanding customers. Companies can easily keep track of customers’ requirements regarding their expectations and behavior, along with other literate decisions related to product features, pricing, and others.    

Encourage Onboarding   

The new agents hired by the call centers get exposed only when they take onboard real-time calls from customers. Respective supervisors select the agents, train them, and teach them to greet customers, find answers to customer disputes, and transfer calls. Repeatedly listening to recordings of business calls with customers helps the agents become more effective when dealing with customers.  

Sort Disputes   

Customers’ disputes must be settled as soon as possible. The sales team and call centers record their business calls to clarify any misunderstandings and help settle all disputes quickly. Call recordings are sensitive matters, and they help minimize false claims and reduce the risk of lawsuits.  

Monitor Performance  

The business calls for monitoring the agents’ performance to ensure that they are following company policies to the evidence-based evaluations, help the managers oversee the problem-solving skills and give valuable feedback, which helps the employees identify areas of growth that can be worked upon.  

Different Types of Call Recording   

There are three types of business recordings, and each one serves various kinds of business needs. Different types of call recording are,  

Automatic Call Recording  

Automatic call recording has been merged with VoIP phone systems and call center platforms. The administrator can record all conversations automatically from selected phone numbers and different categories of users, both inbound and outbound.   

There is no requirement for manual intervention, and these recordings can be saved and used for further reference by date, user type, and agent name. They offer important insights into handling call rates, agents’ performance, and wait times that help in making knowledgeable master plans. Even the customer trends can be predicted, which gives an edge in the industry.  

Call Recording on Demand  

Unlike automatic call recording, on-demand call recording offers greater control during calls. Starting of the recording and stopping points can be manually done by agents. The agent can stop the recordings when the customer shares any sensitive information, like credit card numbers.  

Video Meeting Recording  

The video and audio feed from the online meetings are usually captured during video recordings. These recordings are typically done to record the interactions of the team and are used for future reference. These recordings are shared with the members of the team who were not able to attend the meetings, which ensures that the team is in sync even when they are on remote work.    

Understanding Legal Landscape   

Even though call recordings offer a number of benefits for businesses, there are many legalities companies have to consider. A few of them are,  

Permission for Recording   

Many companies must follow regional and local laws and inform the callers that their calls are being recorded. This could be intimated by giving audio prompts at the beginning of the call. Many businesses require verbal consent or even electronic acceptance of customers before starting the call recordings to avoid disputes.  

Limited Access   

To comply with regulations, call centers that record business calls must limit their access to sensitive data like customer’s credit card information, phone numbers, and other personal details. They should also monitor call recordings to determine whether they are mainly used to monitor quality, solve disputes, and other beneficial purposes.  

Data Privacy Laws Compliance  

Businesses should follow regional laws regarding data privacy and safety. The GDPR (General Data Protection Regulation) controls data privacy in Europe, and businesses must keep track of all the clauses regarding recording and storing business calls.   

Across Border Considerations  

When recording business calls with overseas customers, one must consider the legal terms of all the involved jurisdictions. Each overseas customer will have different requirements regarding privacy, consent, enforcement, and other legal matters.  

Employee Training  

The company’s must train its employees in effective productive techniques. They must educate employees regarding consent, notification, respecting caller preferences, and other related matters. Companies must also set standards and guidelines for employees to follow regarding business call recordings.    

Record Business Calls with VoIP Office  

VoIP Office is one of the leading VoIP phone communication systems with a call recording feature. Users can easily adapt to the features by configuring them according to their requirements, matching industry trends and specific business needs.  

The following are the benefits of using VoIP Office for recording business calls:   

• Recording video and audio calls quickly.   
• VoIP Office protects customer’s sensitive details.  
• Users will face restrictions when accessing call recordings.  
• Interactions with customers are logical and offer valuable insights.  
• Customer can easily pause & resume the recording as needed.  
• Customers can quickly & easily search call recordings.

VoIP Office complies with HIPAA, GDPR, and other data privacy laws. Therefore, using VoIP Office’s telecom communication services helps monitor the business’s performance, promote quality assurance, and obtain important understandings that help minimize legal risks.  

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There are many ways to make VoIP Office calls through Wi-Fi. Many telecom carriers support Wi-Fi calling, which can be turned on by going to Settings >> Network & internet >> SIMs. Tap on the SIM card option displayed, then select this Wi-Fi calling option and slide the switch to the Wi-Fi calling option. Apps like Facebook Messenger, WhatsApp, and Google Duo that are being used for voice calls are mainly third-party apps.   

Voice over Internet Protocol (VoIP) calls are made via the Internet and are different from voice calls made through wired traditional phone line connections (OR) or even the usual calls made from mobile phones. At present, VoIP phone calls made by the user are like regular phone calls.   

Voice over Internet Protocol (VoIP) calls are being used to get around the monthly voice limits of existing traditional phone plans. Now, many online apps can be used to place a call using mobile data or Wi-Fi. A user can download the available apps online to make a call using mobile data or even via Wi-Fi that is willingly available.    

There was a time when users depended on Skype and Google Hangouts, and callers could make calls via Skype and Google Hangouts when they connected to the Internet, but these days are bygones because Google shut down Google Hangouts in November 2022.   

Setting Up Wi-Fi Android Calling   

When the telecom provider AT&T included Wi-Fi calling as one of the features in the mobile phone iPhone 6, Wi-Fi calling started gaining importance by the end of 2014.

After this, all the big three existing telecom providers started to go all-exclusive on internet calls. This feature is present in every phone, and Google Fi Wireless offers Wi-Fi calling with a VoIP network.   

Wi-Fi calling is an easy-to-use feature and can be activated by checking the settings application.  

Procedure To Turn on Wi-Fi calling    

• Launch the settings app 

• Open network & Internet   

• Click on the main sim under SIMs 

• Tap on the Operation   

• Tap on the main SÍM   

• Select Wi-Fi calling   

• Toggle on Wi-Fi calling 

Routing a call via Wi-Fi data will happen only when Wi-Fi is available. But if the user walks out of the range of the existing Wi-Fi signal during an ongoing call, then the call will get automatically disconnected as there is no Wi-Fi signal to transmit the voice call. The phone will make use of the available telecom carrier data that comes with the existing SIM. If the user has unlimited data on the existing telecom provider SIM, then it should not be a problem.    

Download The App for VoIP Android Calling   

If the user is planning to proceed outside the existing native calling app used on the mobile phone, there are many more practicable calling apps. The user can make a call from Google Duo, Snapchat, Facebook Messenger, or even the VoIP Office app via an Android phone.    

If a user places a call via Facebook Messenger, the receiver will only get the call if they have installed Facebook Messenger on their mobile. They will not receive the calls on Snapchat if that is the application installed on the receiver’s phone. Likewise, when a user places calls from Snapchat, the receiver should have Snapchat installed on their mobile to receive the calls. All these calls made will require a Mobile Data/ Wi-Fi connection (Internet).   

However, this difficulty will not exist when using the VoIP Office communication app. The app helps users dial the receiver’s SIM or mobile phone number. Whether the receiver of the call is using Facebook Messenger, Snapchat, or Google Duo, their phone will ring whenever the user calls them via the VoIP Office communication app. All these calls will require a Mobile Data/ Wi-Fi connection (Internet).    

Google Voice and Skype have their restrictions, and their services tend to be costlier, especially when making international calls.    

Meanwhile, the VoIP Office communication app has no restrictions. It supports voice & video calls as well as texting. It does have a nominal fee, which is budget friendly.  

VoIP Office communication app is available online from the Google Play Store. Select the app and download it for use.

Use VoIP on Android Phone: Can SIP Be Used on Android   

SIP (Session Initiation Protocol) is a part of VoIP, and this is true to some extent. SIP calling depends on a “Telephone Trunk” as a phone line that connects to internet service. It is often used in businesses due to its low-cost and the ease-of-use of SIP networks.    

This is the basic idea of SIP and the procedure for setting it up. Presently, Google has removed the stock option for adding SIP accounts to Android. However, third-party apps can provide the required services.  

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A complication regarding location identification occurred when cell phones and VoIP came into the picture. Since 911 location services are very critical to successful emergency response, it was important to allocate locations to calls that are even made through VoIP.    

E911 Explained  

E911 means Enhanced 911 that is a section of a public telephone system that ties location details of a phone call automatically. When anyone calls 911 the caller’s location is transmitted to the emergency personnel. The location could be an address or a coordinate. It will help emergency workers to know where to go when an emergency call is received.    

The caller’s location is easily identifiable in the case of a landline tied to the landline number. But for VoIP phones or mobile devices where calls are made via an internet connection it is little bit complicated.    

When a 911 call is made via VoIP, knowing the exact location of caller is difficult. But E911 makes sure that the dispatchers know exactly where the first responders should go. Due to this, E911 is a necessity so that the caller’s location and their critical situation gets correctly reported which will help the responders get to them quickly. 

RAY BAUM’s Act mandates E911, by which the first responders should have, in hand- information they require to pinpoint the emergency location regardless of the device used by the caller, be it a VoIP Office device or even a mobile device. Therefore, it is mandatory for all multi-line phone systems that could place phone calls to have an E911 system.  

What does it mean for Business?  

The FCC (Federal Communications Commission) implies that the connected VoIP service devices should provide dispatchable location information whenever 911 calls are made from these devices. As far as the business is concerned, the VoIP providers are legally responsible for determining the location of every fixed device attached to their communication system. Whether be device be a physical one that’s located on the premises system or be it in the cloud.   

Fortunately, VoIP Office can help companies to speed up and reliably provide public safety by connecting 911 callers.  At the same time, it helps in protecting users and meet regulatory demands of the business.  

Advantages of E911  

Several benefits exist that elevates E911 system above the traditional 911 calls as every advantage helps in saving a life. A few advantages include,  

• Emergency Response is Faster   

• Improved Reliability   

• Increased Safety   

• Accurate location information  

• Manage E911 from the same interface as other phone lines  

• Compliance with regulations  

Conclusion  

911 connects calls to a Public Safety Answer Point and never provides any other details. Whereas E911 or Enhanced 911 comprises of extra systems like automatic location identification, automatic number identification and street address. This helps in routing calls to the best Public Safety Answer Point and present them with caller ID along with physical address. E911 helps in improving public safety by making it smooth to deploy emergency services effectively.  

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“The cloud”, usually means “cloud computing”. This is a branch of technology in which an infrastructure is built using app-based software. It maintains data in multiple servers that is spread out through different locations. The organizational information that makes use of internet can be accessed by the people. This inturn helps them to perform their tasks without needing to host hardware and databases at their offices. 

Rather than relying on the on-premises phones, cloud phone systems help in providing a service that allows enterprise grade telephony that is hosted in the cloud. 

PBX Platform 

The cloud PBX VoIP provider is a PBX platform. The VoIP service provider VoIP Office is an example of this, as it provides a special business phone system which has PBX features that are important and useful, including: 

• Call Recording 
• CRM Integration 
• Auto Attendant 
• Find me Follow me 
• Multi-Level IVR 

How Does Cloud PBX Work? 

The PBX of the host makes use of IP connectivity that helps companies to make internet calls, which operates in three ways. This system can carry data over the Internet – with the help of VoIP technology, carry data over the PSTN (Public Switched Telephone Network), or even the mix of both. 

The internet modem that has the facility of VoIP allows transferring of data over the internet. The IP network roots the data, which then bounces back into the cloud. The system converts it to the data center of the VoIP service provider, sends the call back to the cloud and automatically directs it to the receivers device,

A PBX host helps in moving the communication structure to a reliable VoIP communication service. Every traditional landline telephone gets replaced with a VoIP desk. It eliminates the need for independent telephone extensions. 

Benefits of Cloud PBX Solutions 

As an organization shifts from their traditional phone system to the cloud, one thing that comes to the mind of an IT manager is regarding the benefits of Cloud PBX solutions. There are many benefits of Cloud PBX solutions and a few of them include: 

Saving Time  

Installing a traditional landline PBX typically takes a few weeks to setup and running. Whereas a cloud hosted PBX setup is quick and easy. Adding around 20 new lines will take only a few minutes in the cloud as everything is software based. 

Cost Savings 

There is no requirement to invest a lot of money in purchasing state of the art hardware. This is because the phone system is hosted and managed in the cloud allowing users to pay only for the services they need and nothing extra. 

Old Phones Can be Reused 

Many companies do not want to derange their existing communication systems. But like to make use of the benefits of cloud PBX solutions. Users can keep their old and existing phone system because they can easily integrate cloud-based solutions with any devices with a few simple clicks. 

Power of Flexibility 

The Cloud based PBX solutions authorize the users to connect from anywhere around the world. They make use of VoIP phone or a smartphone with VoIP software or even a desktop PC. There is flexibility for the users, as they can easily select to work from home or even abroad. They could make use of the same office phone number through their preferred device. Even the call flip option is available wherein the user can flip from desktop phone to soft-phone and answer calls while travelling. This will improve their reachability. 

 Use Advanced Features 

With the Cloud PBX Solutions, users can make use of advanced features. They can make use of basic equipment without ever paying extra. The features like Voice Menu, Call Recording, Call Control, Call Queue along with various other features are available on the web portal. 

HD Quality Voice Calls 

With better compression rates and high internet speeds, the Quality of Service (QoS) of the voice communication via internet has improved considerably. The Cloud PBX solution can give HD quality voice calls over the internet. It gives priority to voice calls as many service providers have got 4G or ADSL networks. Even a dedicated Fiber broadband guarantees high quality voice calls. 

Conclusion 

A Cloud PBX Solution helps in communicating easily with the staff. The user after linking their phone with the PBX dials a single number. There is no requirement for dialing seven or ten digits. The PBX based cloud solution is the safest means to conduct. Whether be it internal or even external communications as per the user’s requirements. 

It is an uncomplicated solution where it is easy to reset all passwords. Even with a cloud PBX solution, you should regularly deactivate unnecessary phone numbers. 

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However, the telecommunication sector changed as VoIP entered the market. With the help of VoIP services, businesses of all sizes can receive a high-quality, secure international call and connect with customers at affordable rates.  

VoIP Termination   

VoIP termination is also called call termination. Wherein phone calls are routed from one provider to another provider until calls reach the correct recipient or the end user.  

VoIP termination provider takes responsibility for taking incoming calls and routing them to the correct destination. It ensures call quality never deteriorates and that they are completed satisfactorily. This is only possible due to the VoIP communication system.  

How Does VoIP Termination Work?   

 VoIP termination services transfers voice calls over broadband internet rather than PSTN (public switched telephone network); this allows for the making of much cheaper, budget-friendly long-distance and even international calls.  

VoIP operations help transfer data into small packets from the caller to the receiver through a Wi-Fi or broadband connection. Once the call reaches the destination, these packets get assembled from the original data and are communicated to the receiver.   

VoIP Termination Problems  

VoIP call termination plays an important role in the present business world, and a few fundamental problems can arise that need to avoid. However, you can prevent these issues with the help of your VoIP provider. A few common issues that arise are,    

• Calls are not reaching the destination.  

• The call quality is poor.  

• The call terminates early.    

• There exists jitter or even data packet loss during the call.  

• Not able to make calls.  

• Voice is echoing during VoIP calls.   

Why Business Needs Call Termination?  

Voice termination lets the caller place a high-quality outbound call from anywhere in the world or any device. The outgoing caller ID can be customized to display any phone number. It helps in personalizing the way the companies reach out to various customers and vendors around the world thus increasing the response rates.  

Expand Globally with VoIP Office Voice Termination  

All types of businesses, be it large or small enterprises, every business requires both inbound and outbound voice calling. For their corporate and branch offices that’s spread across the globe.  

Chat with telecom experts to add voice coverage as a business communication requirement. Please call VoIP Office on +1 (248) 436-3600 or request for a demo.  

Conclusion  

By making use of VoIP Office, companies can benefit from an increase in flexibility and low cost for long-distance calling. International calls have become more affordable just like domestic calls.  You can make a VoIP voice call over a broad band internet connection. The callers do not have to worry about time zones or even about various currencies existing in the overseas markets. Due to which there is an ever-growing requirement for international calling solutions.  

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Call Barge and Whisper is a modern VoIP Office communication feature that allows extra call center agents to “listen in” on live calls and can speak to both incoming callers/customers as well as the call agent, which is very handy in different circumstances.   

Call whisper mode is another feature of VoIP Office telecommunication where a supervisor can join an in-progress call between two parties. For instance, only the supervisor can hear into the live call with the customer. This feature is notably useful as an advice mechanic, allowing the supervisor to advise the agent on call without the customer knowing the supervisor’s presence.  

Whisper mode can be said to be almost the same as call barging, but the main distinction is that the supervisor can hear the conversations happening in the call, but the customer cannot hear the supervisor. It allows the supervisor to provide help to the agent in case of a difficult discussion with the customer.  

Call Barging Benefits  

The call barging feature allows the supervisor to join in a live customer phone call, which helps monitor the agent’s conversations when handling customers. Here, the supervisor can listen to the call-in mute mode without talking. If the customer service agent faces any difficulty, then the supervisor can actively take part in the ongoing conversation between the agent and the customer. A few benefits include,    

Reduce Escalations  

Call barging features help customer service agents handle complex customer inquiries more expertly and prevent escalations. This enhances the quality of customer support as the agents get timely aid and advice from their supervisors.  

The supervisors can offer live-time assistance on an ongoing live call between the customer and the agents to handle complex inquiries, which helps reduce the escalations from the customers.  

Assurance Of Quality  

One of the demanding attributes for any customer service agent is to handle the impulsiveness in the customer’s expectations. With the call barging facility, the supervisors help the agents, which, in turn, gives assurance of promoting service quality.  

Satisfaction Of Customers   

The call barging features allow the supervisors to know the customers’ requirements and their behavior, wherein corrective actions could be put forth with effective script changes, which would promote personalized discussion with the customer and result in customer satisfaction.  

Help Agents Promote New Products  

Both new and experienced agents can promote and sell newly launched products by putting in extra time and effort to persuade customers to buy the newly launched product. They can also get assistance from their supervisor to answer out-of-the-blue questions that the customer might ask to resolve the issues or even if defects are found. Supervisors/managers can help agents by performing call barging that will help meet the needs and expectations of customers without transferring the ongoing phone calls.  

Training Of New Agents  

Customer service agents could quickly receive training on the job as the managers could barge in on the ongoing calls between the agent and customer, monitor the agent’s performance and offer support whenever necessary. This helps the new agents to understand the expectations of customers during a call.  

Gaining Trust from Customers   

The supervisor can listen in on the live call, intervene, and provide a resolution. Incase the agent asks for help or is faced with tough questions. Timely resolution helps gain the trust of customers.  

Promotes Professional Images   

Call barging facilitates supervisors to assist agents in solving complex customer queries. This improves first contact resolution rates and promote a professional image, which boosts customers’ belief in the company.  

How Is Call Whisper Different from Call Barge?  

The main difference between call whisper and call barge is that, in call whisper, the agent only listens to the supervisor who has entered the live inbound call and not the customer.  

In the case of call barging, the customer and the agent can both hear and interact with the supervisor on the live call.  

Call Whispering Benefits  

When selecting a VoIP operation system, the customer should check whether it offers the call whispering is offered as a feature. A few of the benefits include,  

• Training of new call center agents 

• Helps the supervisor/managers to track the customer handling capacity of the agents on the call.  

• With the valuable information received, call center managers can be coached.  

• The supervisor/manager assists employees during complex calls.  

• Call center agents enhance their communication skills.  

• Empowers enhancement for customer satisfaction.  

• Boosts call center agent’s confidence along with job satisfaction.  

Conclusion  

Call barging and call whispering mode helps the supervisors/managers to become personally involved in practicing quality assurance. It helps in coaching the agents in the call center, which for better efficiency in their work.  

To conclude, call barging & call whisper is an essential tool. These helps establishments boost the service provided to the customer and, at the same time, monitor the agent’s performance. Organizations should establish clear guidelines and policies. It ensures that telephony services are used in a sensitive, suitable and respectful manner.  

With proper implementation of these features, a business organization can make use of its remarkable benefits.  

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Refurbished VoIP phones go through a repair process where these phones get upgraded, are examined thoroughly, then set to factory defaults, before repacking. All refurbished VoIP phones come with a warranty period that gives the user peace of mind.  

These refurbished VoIP phones get certified and come in new boxes with warranty cards. These phones can be used in all industries and will easily sync with computers, laptops and other necessary devices.   

Used V/s Refurbished VoIP Phones   

Used VoIP phones do not have any warranty and are never certified as refurbished VoIP phones or counted in the refreshed category. A used phone may have issues with internal settings, problems with firmware and compatibility, and a few features may not work. Moreover, some features in a used phone may need to be revised compared to a new phone setting.    

Authorized vendors usually conduct in-depth and complete testing on refurbished certified VoIP phones.  These vendors must fulfil specific standards for refurbishment, and phones that meet these criteria receive certification.     

Even though these VoIP phones are used and have been opened before, we reset update firmware clean and test them thoroughly to give them a new look. If a vendor finds the phone that came for repair too damaged, they can easily reject and dispose of the same.   

Advantages Of Refurbished VoIP Phones   

When buying a VoIP phone, many organizations get confused and will need clarification on whether to buy a new system or explore the need to acquire a refurbished one. A few of the advantages of refurbished VoIP phones are,   

Worth The Money   

A refurbished VoIP phone looks new and costs much less than a new one. The price of these phones covers the cost of repairs, a new warranty period, and any required accessories. These phones are budget-friendly compared to brand-new VoIP phones, which helps in allocating resources more proficiently.   

Properly Conditioned   

Skillful specialists repeatedly check the working condition of a refurbished phone before selling it to a customer. They ensure that these refurbished phones are in perfect working condition. Even broken parts of phones are repaired, and registered manufacturers meticulously examine each device, ensuring that it is well maintained and working perfectly.   

Life Of The Device   

A refurbished VoIP phone usually lasts more than two years and comes with a warranty. Thus, refurbished VoIP phones are better than secondhand ones. If anything goes wrong with these devices, the customer will receive well-balanced assistance during the warranty period.   

Quality Assurance   

The supplier promises flawless quality and will conduct a series of rigorous quality checks before deciding whether the refurbished VoIP is fit for use. If the test result fails, the vendor will discard the phones, which helps to reduce the defective phones.   

Certified Mobiles   

These refurbished VoIP phones go through several quality check systems and are then only certified as “factory refurbished,” indicating that the device is fully functional and safe to use. This makes it acceptable for exchanges, as the case might arise in the future.   

Safe For Environment   

Every year almost 50 million tons of electronic items are classified as E-waste worldwide. These include items from computers, laptops, all types of phones and others. This E-waste is unsafe for the air we breathe and poses a danger to the groundwater, as it is a possible menace to the environment. Therefore, refurbished phones are an ecologically friendly option that helps reduce E-waste.   

Good Experience   

Refurbished VoIP phones provide a great experience for the customer, as they guarantee that all phone functions will work superbly. The experience of using a refurbished VoIP phone will be just the same as using a new VoIP phone at a lower price.    

Excellent Services   

Buying refurbished VoIP phones from registered retailers and manufacturers helps that you can get refunds if you are dissatisfied with the product. Even if the user resells the product, they will get good money because its functions will be the same as those in a new phone.   

Popular Refurbished VoIP Phone Models   

A few popular refurbished VoIP phone models that users can consider are,   

1) Yealink VP59   

Features   

1. Lines supported: 16 lines   

1. Wireless Connectivity: Bluetooth, Wi-Fi   

1. The display is adjustable, has a removable 1080p HD camera and 10-way audio/video conferencing, and is cordless.   

1. Video support: Available   

Suitable for: Executives and good for Video collaborations.   

2) Grand Stream GXP2170   

Features   

1. No of lines supported: 12 lines   

1. Wireless Connectivity: Bluetooth   

1. PoE (Power Over Ethernet), Auto provisioning, 5-way voice conferencing, speed dial   

1. Video support: No   

Best overall IP phone   

1) Htek UCV53   

Features   

1. No of lines supported: 16 lines   

1. Wireless Connectivity: Bluetooth, Wi-Fi   

1. 8” multitouch screen, HD call quality, echo cancellation, 10-way audio-video conferencing, 8 MP camera, headset   

1. Video support: Available   

Best for high-level business communications and video collaborations   

2) Poly VVX 450   

Features   

1. No of lines supported: 12 lines   

1. Wireless Connectivity: N/A   

1. Features: 4.3” color LCD, two USB ports, multilingual user interface, HD voice   

1. Video support: No   

Easy-to-use interface and simple navigation   

3) Unify CP700X   

Features   

1. Wireless Connectivity: Wi-Fi   

1. Features: HD audio, large display   

1. Video support: No   

Best for professional communication   

4) Snom D865   

Features   

1. Wireless Connectivity: Wi-Fi, Bluetooth   

1. Features: Tiltable 5” IPS display, 2 USB ports, HD audio, advanced noise reduction   

1. Video support: No   

Best for everyday office communications    

Conclusion   

People use the terms refurbished VoIP phones and secondhand VoIP phones interchangeably, but they are not the same. Refurbished phones are devices that someone has previously owned and used. Before selling them, sellers put them through attentive quality checks and provide a warranty period.

Additionally, you can purchase these phones at an economical price. Refurbished VoIP phones bought from registered manufacturers or vendors are a better option, as they usually have a life expectancy of more than a year.   

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This 4-line business phone system is considered one of the best options for many small-scale business organizations, as it is becoming famous for its efficiency, advanced features, ease of use, and reliability that comes at an affordable cost. VoIP Office provides a 4-line VoIP business phone for companies looking for the same.    

4-Line VoIP Business Phone  

This system could be used to call internally to contact colleagues within the office or even externally to call customers and others.

These phone lines convert voice calls into digital calls for various businesses.  

When only moderate calls must be made by the employees in a small business set-up, a 4-line phone system is ideal, wherein the employees can make or receive four calls at any given time. These calls can be transferred to relevant extensions and put on hold as needed. These 4-line phone systems are perfect for:  

• Agencies or Companies having more than one sales representative or even an account manager.  
• Teams from customer service departments must call back customers or vendors. 
• Receptionists transfer multiple calls within the organizations.  

Selecting 4 Line VoIP Business Phones  

Reasons for selection of 4-line VoIP Business phones include,  

Increasing Efficiency Of Business  

VoIP phone lines have well-structured communications inside and outside the office, boosting productivity with features like conferencing auto attendant and others. With these vastly available features, the business’ efficiency will increase as communication becomes more professionalized.  

Hugely Dependable  

The main advantage of a 4-line VoIP business phone system is that it allows users an uninterrupted working style even during power outages and is not like traditional landline systems. VoIP depends upon numerous data centers that never rely on on-site systems.  

It increases the efficiency of the employees as they can carry on with taking calls across multiple of 4 lines available on their office premises without interruption, which ensures a considerable amount of customer satisfaction.   

Moreover, since VoIP lines are cloud-based systems, they allow employees to answer calls remotely from anywhere around the world, which helps them have more internal cooperation to increase their work capability.  

Selecting Any Number  

One of the vast benefits of selecting a cloud-based telephone communication system is that there is no restriction on any area codes or numbers. While using VoIP-based services, the user can choose the best number that’s suited for the business.  

Swift Fixing Of Lines  

In traditional phone lines, a breakdown will take time to fix; if it happens on working days, the long wait for the technical engineer to fix it will affect the business. However, since VoIP communication is net-based, whenever anything goes wrong, the VoIP service provider can quickly rectify it remotely online with a click of a button. That means there are no more stressful situations related to breakdowns.   

Faster Scale UP  

Whenever a new member joins the team, the supervisor can immediately allocate respective numbers to their handset. Also, if the organization requires more lines for business phones, VoIP service providers could easily assign VoIP solutions without requiring costly infrastructure modification.  

Flexibility Of VoIP   

VoIP solution enables businesses to adjust quickly to any given situation. Since VoIP phones are not connected to any physical landline, they could easily be moved in and around the office or, if required, could be taken home by employees to work remotely. It helps businesses to act quickly if any untoward incidents happen. Especially during the COVID-19 lockdowns, which almost paralyzed the whole world, clients who had VoIP phones easily adapted to given circumstances.  

Features Of VoIP  

Many companies are switching from landlines to VoIP service, mainly due to various reasons like less cost, more portability along with various other useful features like,  

Auto Attendant  

 It is an automatic response service system. A VoIP phone system directs incoming calls to the correct person or the respective department.

Conference Bridge  

The conference bridge is like a virtual meeting room. It makes use of VoIP (Voice Over Internet Protocol), that helps in connecting numerous phone calls into one flawless conversation.  

Find Me Follow Me  

“Find Me” and “Follow Me” are two distinct VoIP redirecting strategies. People often combine them for enhanced call management and flexibility. The “Find Me” strategy redirects incoming calls to the required destination. It gives the potential to receive incoming calls at any remote location. This location could be at home, or when travelling or even working from office.  

Multi-Level IVR  

Multi-Level Interactive Voice Response (IVR) is an automatic voice system that redirects calls across various levels. It offers an advanced sub-menus system that connects multiple business offices to a single phone system. It also provides bilingual voice menus.  

CRM Integration   

Customer Relationship Management (CRM) Integration is a connection existing between VoIP phone lines and CRM software.  Like HubSpot, Zoho and other software’s. Software fusion automatically syncs information between the VoIP and CRM software.

Integrated Fax  

Integrated Fax of VoIP helps send and receive faxes. From around the world through the device connected to the internet. This facility ensures dependable transmission through the t.38 protocol, which protects essential documents with coded methods.  

Conclusion  

Since VoIP connections are one of the best business communications, this system has many other features. At VoIP Office, as per existing customers’ requirements, various flexible lines are provided to meet customers’ needs and budgets. These 4-line VoIP business phones will be helpful for all small business organizations.

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