Archive for the ‘VoIP’ Category


Nextiva Customer Success Story: Fanology Social

The vibrant team at Fanology Social spends their days helping their clients form one-to-one relationships with fans across social media platforms. The award-winning digital content agency works with celebrities and big brands across the country including Toyota, Mini Cooper, Ashley Tisdale, Waka Flocka Flame, and Shay Mitchell.

We met with Richard Janes, CEO of Fanology Social in Los Angeles, to learn about how his company uses their phone system on a day-to-day basis.

“We’re in social media, so the biggest thing for us is talking to people and having those conversations,” explained Richard. “So if your phones don’t work and they’re crackly…we’re in trouble.”

Once a small team of only 3 employees, their only work phones were their mobile devices. Now at 16 employees and growing, they knew they had to transition to a more reliable communications solution.

When searching for new VoIP service, Richard’s first priority was to find a provider who could provide great customer service. After reading reviews and narrowing down his choices with a few phone calls, he chose Nextiva.

When asking Richard why he picked Nextiva out of all the VoIP providers available, he explained: “They took an interest in our business and about how we could best utilize their toolset. And obviously there were some things that we’re applicable to us, but there were some things that I hadn’t thought about that immediately made total sense when it was explained, because they had the expertise.”

Find out why telephones are not something that Richard has to worry about anymore:


Nextiva Customer Success Story: NDN

The team at News Distribution Network brings content to life for over 146 million viewers worldwide by providing publishers with over 100,000 real-time stories each month. Their mission is to revolutionize the digital marketplace for their publishing partners and brands through profitable, next-generation media solutions.

Every day, NDN employees across the country work 24/7 to provide short-form video content to online publishers and content creators. Founded in 2007, the NDN team now has over 100 employees with locations along both the east and west coasts.

A reliable phone system has proven critical to NDN, as they use it on a daily basis to:

  • Receive information on breaking news stories to get them on their partners’ websites as quickly as possible
  • Have immediate access to contacting their media distributing partners 24/7 in case there is a problem
  • Let employees easily travel between nationwide offices without having to reconfigure a phone each time

We met with Joe Bunker, Senior Director of Network Operations at NDN’s headquarters in Atlanta, to learn about his company’s transition to Nextiva’s phone service in 2009. We’d love to share his story with you:


How May I Direct Your Call?

Cara Plowman has been a member of the Nextiva team since December 2010. She has previously served as Nextiva's OLS Supervisor and Technical Support Manager, and is currently the team's Channel Operations Manager.

When I started my career at Nextiva, I wanted to make a name for myself, have my voice be heard. An eager 20-something, I knew little about the emerging technology known as VoIP, or to what extent my voice really would be heard.  Curious about all facets of cloud communications, I certainly started poking my nose around the office – hungry to learn what everyone knew about VoIP.  I quickly realized how deep the waters run, and how pliable the service has to be in order to meet the needs of so many different styles of business in multiple industries. 

Almost immediately I gravitated towards a high-demand feature, the auto attendant.  A fan favorite as more companies utilize automated systems, the auto attendant replaces the old fashioned switchboard operators of yesteryear.  Think, “How may I direct your call?”   Or, remember the movie Office Space, “Corporate accounts payable, Nina speaking, just a moment.” 

Previously, auto attendants did not leave a great impression on the caller, as they were often shuffled off to hold music by an over-worked, cold secretary. Beginning in the early 1980s, many companies started realizing there’s a better way to route callers, and do so without utilizing man-hours.

At first glance, the auto attendant may seem to be yet another hindrance to “talking to a real person.” But peel back the layers and there’s so much more.  I spent the past 3 years working as one of the “voices” of Nextiva’s auto attendant and "greeting recording team," recording thousands of custom greetings for industry leaders, start-up entrepreneurs, and even a few residential customers.  I learned a few tricks of the trade along the way I’m happy to share.

The big and small of it all

big-dog-little-dogIf you are new to VoIP, you may not know where to start when it comes to drafting an auto attendant. A great first question is, “Do I want my business to look small? Or big?” 

To properly approach this, you’ll need to know where you stand in the realm of the business world.  With only a handful of employees under your wing, it’s easy to designate your company as a small business. But what if you have 20 employees?  What about 50 or 100?  Essentially you should decide if you want your business to look bigger than it is or smaller than reality?

Remember Mom and Pop shops where you call and talk directly to the business owner no matter the time of day? Well, that charm and level of attentiveness isn’t easily obtainable in the modern world. However, if you’re setting up your attendant and want to go for that small-town tenor, make your greeting short and sweet. Delivering callers quickly to a live person should help you convey this impression.

On the contrary, let’s say your business is a one or two person operation. You may not want all clients to know you’re a startup company still. Or, perhaps you are so busy you’d like to have callers navigate through an automated menu to buy time.

Fortune 500 or startup, an auto attendant can dynamically change the way you operate your business.

Take it on the run

If your business expands multiple locations, an auto attendant can unify your business in countless ways. First, with an automated system you are able to have one primary contact number but still route callers to any location under the system. For example, let’s say when your main number is called the greeting states, “Press 1 for the California location. Press 2 for Arizona.”  Now your main number expands over any physical location imaginable. In the past, each location would have a designated phone number.

Or, let’s say you have a representative who works from home or travels. Auto attendants, and VoIP in general, make it easy to route callers to remote employees, while the caller is none the wiser. This also works great if your business utilizes outsourced teams, for example.

Another option is to use the attendant if your business secretary is out for the day or on vacation. Setting up an emergency greeting you can use in cases like this will likely turn a hectic day into one more manageable.

Although you may choose not to use an attendant for day time hours, many entrepreneurs choose to deploy an automatic greeting for times when the shop is closed.  This is a great alternative to being open 24 hours a day/ 7 days a week.  And don’t forget, you can still route calls to remote locations, such as a cell phone, so you never miss a call.

Design on a Dime

Nextiva offers all account holders a free greeting recording, which is a great way to experiment with your new phone system. First you’ll want to draft a game plan. Start with a simple layout and then add to it later. Analyze how callers use your current phone system, and what features would improve their experience.  Let’s say callers are currently routed quickly to a phone, but are placed on hold often for long periods of time. Expanding your greeting would help your reps stay organized and better prepare for the next call.

Figure out how many access points callers require to reach your staff – say, Billing, Sales and Management, and then create dialing options for your attendant.  For example, let’s say you have two primary departments callers can be routed to.  Create an easy-to-follow attendant that welcomes callers, states the company name and 2 dialing options. Then, add in personal touches, such as a company slogan or a nicety, such as “Make it a great day!”

Welcome to PaperTime, the best in the biz when it comes to paper accessories. If you’d like to talk to a sales representative, please press 1. Otherwise, press 2 to speak to the next available support technician. Or, if you’d like to leave a voicemail, please hold or press 3. We appreciate your business, and be sure to make it a great day!

Life Hacks: Auto Attendant Edition

  • Don’t talk too fast or too slow!
  • Long auto attendants can frustrate callers; Be sure your attendant isn’t working against you. Use a timer to see how long it takes to navigate your attendant – most average 1-2 mins.
  • Make sure the script is well-written and easy to understand.
  • Test to be sure night-time schedules work properly.
  • Set up a generic “Closed for the day” greeting for holidays or unexpected office closures.
  • Update your attendant whenever your business needs change.
  • Don’t stray too far from the norm – make sure callers can navigate the system with ease.

Business VoIP ‘s Time Has Come

Posted on by Leo Welder

In the early to mid 1990’s, the Internet was a cool thing. Unfortunately, extremely slow and unreliable Internet Service Providers made it little more than a gimmick for most people. Not too long ago, smartphones with web browsers gave us a glimpse at portable computing, but it took the iPhone and high-speed wireless data plans to integrate them into the mainstream. VoIP is another technology that has taken many years to mature, but its time has finally come. Smartphones and VoIP are rapidly pushing traditional phone lines out of our homes, and all the signs point to the same happening in the business world.

I’ve been reviewing business technology products for the past seven years, and I started paying attention to VoIP services targeting business in 2009. At the time, my office was using a traditional Nortel phone system with AT&T phone lines, and I absolutely hated all of it. The phones were stupidly expensive and the functions were counter-intuitive. We also had to pay an IT guy to setup a new phone every time we made a new hire. When I read that business VoIP phones were less expensive, more flexible, easier to use and required no special IT skills to configure, I was excited to try them out. Unfortunately, when we started testing the products, the reliability and call quality was so poor that we couldn’t justify making the switch in our own office, let alone recommend other business owners purchase the products.

Over the next two years, the business VoIP companies invested heavily in their data infrastructures as well as the VoIP technology itself. The data compression technology that the companies developed dramatically decreased the amount of bandwidth that the phones needed to provide clear reception. Some companies also started creating redundancies with their servers and data, so if systems failed in one location, a backup would automatically take its place. These and other technological and process improvements dramatically improved VoIP’s call quality and reliability.

Stocksy_txp0e3537cfRr5000_Small_177711Our company finally made the switch to business VoIP in 2011. Everything worked as advertised and the features and cost savings were substantial. However, as we grew, we found that the lower equipment costs and monthly per line costs were eventually offset by the fact that every phone had to have it’s own dedicated line. Rather than paying for 4 rollover lines with AT&T, we were paying for 20 lines with our business VoIP carrier (one line for each employee and 2 conference rooms), but most of our employees only needed the phone a few times per week.

Over the last six to nine months, VoIP companies like Nextiva have started to offer customized plans based on each individual company’s needs. You can get dedicated lines, shared minute plans (VoIP’s equivalent to rollover lines), virtual extensions for mobile employees, and any combination of these in order to pay only for what you need.

Like high-speed wireless and smartphones, VoIP technology isn’t perfect. VoIP phone service still isn’t as reliable as a traditional landline, but its dramatically improved reliability combined with flexible pricing plans, incredible features and flexibility have leveled the playing field. The telecom industry recognizes that VoIP is where businesses are heading and the quality is only going to get better. For many businesses, it’s already a much better option than old school landlines.

 

Leo Welder is the Founder of Zilker Ventures, which owns and operates a family of websites focused on business technology. The company’s latest website is FindAFax.com, which is dedicated to online fax and Internet based communications.



How Can Voicemail-to-Email Make Your Life Easier?

Paul Kida has been a member of the Nextiva Support Team since 2010 and now serves as the Onboarding Team Manager.

Voicemail is a very common way for a customer or client to provide you with detailed information about questions, concerns or projects. With so many different things going on in the work place day-to-day, it is expected that at least a few calls might end up in your voicemail box. 

When listening to a voicemail from the phone, it is often easy to miss a phone number or not clearly understand an important part of the message. And starting the entire message over just isn’t an efficient way to work. When using the voicemail-to-email feature, incoming messages are sent to your email where you can open the audio file and listen to it on your computer – a feature that saves time and increases your ability to work remotely.

When listening to a voicemail on a deskphone, you may be required to listen the entire message over again just to catch every important detail.  If there are account numbers, phone numbers, addresses, or other detailed information being left in the voicemail, you may need to listen to the entire voicemail multiple times in order to catch everything. Listening to your voicemails on your computer gives you a time saving advantage, because you can easily rewind to certain parts of the message in case you missed a detail. 

Voicemail-to-email can also help you organize how you will address the voicemail you just received. Certain email programs will let you set up flags and reminders that will ensure you don’t let certain high priority messages fall through the cracks. 

And, you have the ability to control the archived messages on your computer so you won't have to worry about a new message pushing an old message out. This way you don’t have to worry about accidentally deleting important information.

Check out the voicemail-to-email feature with any of the Nextiva Office plans. This feature can be set up within minutes on your phone system.

 


The Nextiva App Has Arrived!

The Nextiva App is here! Available for Nextiva Office ProPlus and Enterprise users on NextOS, it's a free application that simultaneously syncs your business communications between multiple devices. Find out more here:

Download the Nextiva App to your desktop and smartphone today!


Why Scary Sells

??????????????????????????????????????????????????Can you scare customers into buying your product? Fear can actually sell as much as sex or desire since it will trigger people to take action.

According to Lea Dunn of British Columbia's Sauder School of Business, when people feel alone and afraid, they form an emotional attachment to the brands around them. She states that in this heightened state, consumers are more likely to remember those products and think of them favorably. Dunn says this happens because fear induces a need for human connections and if there are no people present, products fill the gap. She believes this emotional attachment happens because people think the product actually “shared” that experience with them.

In works in many sales situations. Behavioral psychologist Dr. Wyatt Woodsmall said that “If you can find out what people’s worst nightmare is, camp out inside their nightmare…[they’ll] do anything…to get out of that situation.”

News broadcasts have peddled fear for years. An insider rallying cry of the media has always been, "If it bleeds, it leads".  Famous brands use fear all the time to sell their products. For example, L’Oreal’s tag line of “Because I’m Worth It” confronts self-loathing among women. FedEx’s “Absolutely, Positively Overnight” addresses the fear of missing a deadline. Nike’s “Just Do It” takes aim at missing out because the consumer is afraid.

Fortunately, you don't need to rob prospects to sell them a home security system. Here is how to scare customers into buying:

  • FUD. When I was at IBM in the 1980s, they told us that “no one ever got fired for buying IBM.” This concept helped because I had to sell against competitors whose products seemed technologically similar to ours but always much cheaper. I frequently used a technique that was called “FUD” (fear, uncertainty, and doubt) to direct the decision maker to buy IBM.  In my sales calls, I recounted all the things that could go wrong if he chose a competitor. Fortunately, the decision maker many times chose IBM, despite the fact that we were more expensive, because we were perceived as the low-risk alternative.
  • Deadlines. Consumers are afraid of missing a deadline. This could be an expiration date of an offer, a holiday calendar deadline or other imposed cutoff date. Dates will push consumers to take action. Note the surge of people signing up for insurance to comply with the Affordable Care Act on March 31.
  • VIP. Consumers want to be a part of “a club” that not everyone get into. Put of a gate and watch how many people want to get in. This is exactly what many buyers’ clubs like Costco do with their small membership fees. The marketing message is that the consumer will miss out on some incredible deals if they are not a member.

Fear-based marketing does not have to be all gloomy. Articulate the negative to what prospects are currently doing and provide a solution to alleviate that fear.


Nextiva Tuesday Tip: Is It Time to Invest in New Employees—or Is New Technology Enough?

Do you really need to hire new employees—or would new technology serve the same purpose? According to the fifth annual Brother Small Business Survey, a whopping 72 percent of small business owners believe new technology would provide a better return on their investments than hiring new employees (28 percent) this year. No wonder nearly half (49 percent) the small business owners surveyed said investing in new technology is their top priority this year.

It’s not exactly cut and dried. If you’re confused, you aren’t the only one: 63 percent of survey respondents say they often feel “overwhelmed” by the number of tech tools available to help run their companies, and struggle to keep up with knowing what technology to buy.

What are small business owners planning to buy this year? Well, 41 percent say they’re going to invest in mobile devices such as smartphones and tablets. About one-third will buy Customer Relationship Management (CRM) software, 20 percent will buy social technologies and 15 percent say cloud services will be essential to their businesses this year.

So how do you know whether you should hire—or if buying new technology could fill the bill just as well? When debating new technology, ask yourself:

  • ?????????????????????????????????????????????????????????What is the learning curve for this tool? Can you or your existing employees get up to speed quickly enough that the tool will quickly start providing a return on investment?
  • How much time will the tool save? If the amount of time it saves allows you or your employees to absorb the new tasks into your existing workday, that’s ideal. However, if the new technology will add hours to your workday, you may need to hire new staff to handle the load.
  • Will this tool create additional work or additional business? Sometimes a tech tool can work so well it creates more work. For instance, your new CRM system may create more work at first as you follow up more frequently with prospects and customers. However, eventually it should create new business, not just new work. When you implement a new tool, figure out the break-even point at which it’s generating enough new business to finance hiring a new employee. 



 
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