phone systems

FINDME-FOLLOWME-VOIP-GREENTLIGHT

What is find me follow me and how it can help your sales team

What is find me follow me and how it can help your sales team 1280 500 Greenlight Managed IT Support Services | Sydney | Melbourne

Find me/follow me is a very useful feature of VoIP phone systems and unified communications environments. It’s easy to set up, it runs seamlessly on any device or phone, and you may already have this feature on your existing phone system.

What is find me/follow me?

Simply put, find me/follow me is a calling feature that you can set up so that you will never again miss a phone call. It’s a digital auto-attendant that you set up through your VoIP dashboard. In it, you can assign various phone numbers to ring in case you don’t pick up on your usual number or extension. You can even configure it to ring your computer or tablet if you like, or configure it to ring several devices at once. Simply set the amount of time it should wait until it rings the next number in the lineup, and if you don’t pick up, it will move on to the next one, and so on. Once it has exhausted all possibilities, it will connect to voice mail. The voice mail is configurable as well, and with just a couple of clicks you can set it to transcribe your voice messages to email or text.

Who needs find me/follow me?

In this day and age, it seems like everybody is physically attached to their phone. However, this is not always the case, as many are becoming more sensitive to the distractions that smartphones imply. Increasingly, we see busy executives, sales people, and anybody who cares about having a meaningful exchange putting their devices away during important meetings and while they are on the go. The popularity of wearables is also a factor: when you can receive notifications on your wrist as to who is calling, emailing or texting, you’re less likely to keep your phone handy. This implies that there are even more devices to manage – and think of it – you’ve got a desk phone, a smartphone, a tablet, a desktop computer, a Bluetooth enabled smartwatch, and possibly even more. If you can be notified of incoming calls on any of these devices, nobody can ever say ‘we couldn’t find you.’

An easier way for your customers to find you

Even though your phone is probably close by, it may not always be possible to route calls through to it, and even then, you may not have it handy. The caller would have to call the main company number, the receptionist would put the call through to your office, your PA would then try to locate you and attempt to transfer the call, or take a message and have you call them back. Having multiple phone numbers can get a little confusing as well, and it would be a shame if a client was unable to reach you and then eventually gave up.

Find me/follow me eliminates that confusion and lag time, ensuring that your calls are routed through the proper channels until they reach you. This is especially helpful for sales teams, who may normally receive incoming calls through various contact numbers. By eliminating missed calls and crossed signals, you can be confident that your reps are always available and ready to act on new or repeat business as it comes their way.

Highly configurable, centrally managed

Find me/follow me doesn’t just route calls, though. You can configure it to do various different things as it’s going through its list of numbers: you can have your callers listen to ‘on hold’ music of your choice, or you can configure it with a voice greeting that you record, or an automated message letting the caller know that it is trying your next extension.

You could send calls directly to voice mail, or, based on caller ID, you can have select numbers bypass all greetings and be routed directly to you – handy if you have very important customers or colleagues from whom you can’t miss a call. If you are in the middle of an important meeting, you can have your calls go directly to voicemail, where they will then be sent to your email or text.

You can customize your call routing by the time of day, the time of year, or any date or time range that you choose – the point is, you will never miss a call again. The best part is, it’s probably already part of your phone system, so there is nothing to add and no additional money to shell out.

Greenlight ITC: helping you make the most out of your VoIP telephony

Greenlight ITC is a supplier of hosted IT support services in Melbourne and Sydney. We specialize in small business and SMBs, providing them with stress-free IT and customer service that is second to none. If you are thinking about switching to VoIP, or would like to get started with unified communications, call today. We would love to find out more about your company, and talk about how we can help.

IT-REQUIREMENTS-FOR-OFFICE-MOVE

What to look for in a new office from an IT perspective

What to look for in a new office from an IT perspective 1280 500 Greenlight Managed IT Support Services | Sydney | Melbourne

Planning to move your office or setting up a new one for your business is daunting enough, but these days it’s not quite as simple as moving in your furniture and making sure the lights are on. From an IT perspective, there is a lot of additional planning that goes into such a task, especially if you want the move to be as painless and seamless as possible.

Know what you’re walking into

First, let’s look at the key IT points to consider.

Internet

Are there internet options available that will suit your needs? Is the NBN available in my area?

The NBN rollout is ongoing, and will mean lightning-fast speeds on a very reliable network. Check to see if NBN is available for your new location, and if not, when it is estimated to become available. If you hope to take advantage of the NBN but can’t do so right away, plan your office from a broadband perspective so you can make the switch quickly and easily once it comes on line. Even if NBN is not available, see if Fibre, Metro Ethernet or ADSL is available. Also check what speeds you are likely to get so there are no surprises.

Voice and network infrastructure

The voice and data network infrastructure is very important, so be sure to consider your present and future needs from this standpoint. From a cabling perspective, if the space was previously occupied by an accounting firm, and you are a fast-growing multimedia company, chances are the existing network infrastructure may not be adequate for your needs. The bandwidth that may have been okay for the twenty bean counters that came before would not even scratch the surface for a design-focused group that needs to transfer large files on a regular basis. If this is the case, a complete re-wiring of the entire office may be necessary.

Power and cabling

Power and cabling is also an important issue. Sometimes, the building’s owner or property manager can provide you with a detailed schematic showing where all the power outlets and telephone jacks are located so you can start putting the pieces together. It’s especially important as this will tell you what work needs to be done before the move is initiated. Always consider potential future uses for any areas not already allocated to a use. It is always wise to run additional network access points, even if you’re not sure you are going to use them. Running extra wire now will save you lots of money and aggravation later on.

Will you need a server room?

If your company plans to run physical servers, you will need to allocate adequate space to house them. Ask yourself whether you will need to add more servers over time, and if there is enough room for the expansion. Consider also whether you will need to install new data drops, and if the air conditioning is sufficient. If not, find out if the a/c can be routed to the room.

Do you need a new phone system?

If you were previously running a legacy PBX system, you might consider switching to a VoIP solution for your voice and messaging. The advantages to a unified communications network are great, and can add value to your company in increased employee engagement and productivity. Additionally, it will save you a great deal of money on telephone infrastructure, as the system is completely virtual. This gives you access to enterprise-level features at a fraction of the cost of what you may have been paying for your phone service before. You can also take your old number with you, even if you move into a new area.

Timing

Make sure you have a plan and don’t leave this to the last minute.  It can take anywhere from 2 to 6 weeks to get new services activated, and even longer for Fibre.   Nobody wants to turn up to his or her new office and have no access to email.

Pro tip: schedule your move on a weekend when there will be less people needing to access the network. Your engineers can work without distraction and you can hit the ground running on Monday.

Greenlight ITC: Office Relocations

While there are many IT companies in Sydney and Melbourne  who can help you determine your needs, Greenlight ITC is a trusted provider of managed services with more than a decade of experience. Always keen to share our best advice, we’re also here to help when you need it. If you are moving your office to a new location, or setting up a new one, call Greenlight ITC today. Our technicians are always standing by to lend a helping hand.

What is VoIP and is it the right business choice?

What is VoIP and is it the right business choice? 150 150 Greenlight Managed IT Support Services | Sydney | Melbourne

what-is-voipIt’s the new buzz-word, but if your business has yet to adopt it, it may not mean much to you.

What is VoIP all about?

VoIP stands for Voice over Internet Protocol. Internet Protocol could be thought of as the way computers communicate over the internet.

I’m sure you remember the dial-up days of the Internet—originally, the Internet was designed mainly to transmit and receive relatively small amounts of data. In those days, fast business Internet was a rarity, and voice communication over the internet was unheard of.

With the appropriate equipment, VoIP allows for audio (and sometimes video) communication using an internet-type connection rather than a phone line. These days, computers aren’t even a requirement—many smartphones and tablets integrate seamlessly with VoIP services.

7 Benefits of VoIP for Your Business

1. Portability

One of the most useful benefits of VoIP is that you can take it literally anywhere that has an internet connection. There’s no need to change or transfer numbers if you’re moving, and you can take it with you no matter where you are, meaning that you no longer miss calls because you’re out of the office! This makes VoIP the perfect choice for business owners and employees who are always on the go.

2. Multi-function

Another benefit of modern VoIP systems is that they offer a number of multiple functions to the user. VoIP not only allow for the transmission of sound, but also offer rich media service that allows you to use other forms of communication such as text, picture, and video. As a result, the wide range of interaction allows for a far more satisfactory user experience, and allows for an enhanced communication process between users.

3. Ease of Use

Many VoIP systems are easy to use and maintain, making them perfect for small businesses that don’t have the resources (or patience) to train their staff to use a new system. Not only that, but VoIP systems can be easily installed without the need for additional installation of hardware, meaning that you won’t have to pay expensive wiring or cabling fees nor be cluttered by the additional hardware. Of course, VoIP is easily maintained, since much of the processing is done using software rather than hardware, which allows for the easy monitoring or alteration of the network.

4. Integration

VoIP can easily be integrated with other applications such as email, instant messenger, social networking, and other applications. As a result, there is a whole new range of possibilities for users as they enjoy the synergy that is developed through this integration.

5. Productivity

VoIP systems allow your workers to be more productive.  Employees can carry out other functions or activities without being interrupted by conversation. They can instantly send documents, pictures, or other media to others, taking away the need for follow up meetings. With the increased level of communication and data sharing allowed with VoIP, fewer mistakes are made and as a result a higher level of productivity can be achieved.

6. Saves Money

The biggest advantage of VoIP is the amount of money that it can save small businesses. With calling rates for VoIP service providers significantly lower than traditional phone companies, along with no need for expensive cabling or wiring, your business can save money right from the very beginning of your switch. Not only that, but there are far fewer costs with regards to any changes you make to a plan – for example costs for employee moves, adds or changes are virtually eliminated saving your businesses money for each employee. In addition, many of the features that are additional costs on a traditional phone system are provided free of cost on VoIP systems, saving you even more money.

Estimating the cost for a VoIP solution is like asking for the length of a piece of string—with different requirements come different implementation fees. Costs of a VoIP solution can range anywhere between $20-$50 to several thousands of dollars. It really depends on your requirements.

When deciding on a VoIP solution, Australian businesses must consider:

  • Will it be used for the occasional overseas phone call, or to support several employees? Is there just a single office, or multiple work locations?
  • Are high-quality voice calls, or is your primary focus reducing costs?

7. Better Customer Support

Companies that offer VoIP service usually offer better customer support to customers than traditional phone companies. With customer service reps now available online, you can easily and quickly receive the support that you need. Not only that, but VoIP providers can make changes far more quickly and easily than traditional providers, since they don’t have to struggle with the challenges that traditional providers face with having to upgrade old legacy infrastructure.

With increased productivity, savings of up to 50 percent off of your traditional phone costs, and a host of other benefits, it is plain to see why using VoIP for your business is a no-brainer. Contact Greenlight in order to receive answers on any questions that you may have and get your free quote so that you can start receiving the benefits of  your own VoIP system right away.

 

VoIP Solutions for Business

1. Skype

For a cheap and quick way to make VoIP video and audio calls, Skype can often do in a pinch. Available on Mac and Windows, Skype is free to download and use with other Skype users.

There is a premium version available, which allows for more than two users to videoconference together. Furthermore, Skype allows the purchase of ‘credits’ where calls to landlines and mobiles (internationally) are required.

While Skype rates are often very competitive, Skype itself is generally a choice for personal use rather than business, due to the inconsistent quality often being deemed unprofessional.

Note that for Skype to work, it needs your computer to ‘behave’ like a server, with constant internet access. Using Skype for business will impact your existing office VoIP system (if you have one), and it is also worthwhile mentioning that having Skype running on a business network can represent a security threat to the network. This is the primary reason why we discourage our clients from using Skype for things other than personal calls.

2. VoIP Providers – Private Network

Companies such as Greenlight ITC provide dedicated business VoIP solutions—the value proposition is typically a rate of X per month for $X worth of calls.

While these services do cost money, what they offer is a DSL (digital subscriber line) dedicated exclusively to voice transmission. This minimizes the degradation in voice quality and likelihood of dropouts.

There are also a number of features provided by business VoIP such as call reporting, CRM integration, and often an overall reduction in phone call expenses when compared to traditional phone systems.

3. Custom VoIP Solutions

While most businesses just need a standard business VoIP package, there are situations where a custom VoIP solution makes more sense.

Let’s say that your business is in constant touch with a certain key supplier—you are making phone calls to this supplier several times a day, for weeks and months on end. When you look at your internal call costs, you realise that 40% of your call costs are all coming from the same place. In these types of situations, a dedicated link can be set up between two private networks, allowing for clients to make unlimited phone calls for a flat monthly fee, letting you re-invest the money saved into growing your business.

Hopefully that clears up any confusion, and gives you some ideas on how you– or any sized business– can use VoIP to get things done! Remember to get in touch with us for a free quote on (02) 8412 0000, to potentially add greater flexibility to your business as well as reduce your telephony costs.