Steps to having ever-reliable VoIP service

Voice over Internet Protocol (VoIP) telephony systems are great for today’s businesses. They are more mobile, have greater functionality, and cost less than traditional landline phones. But as with any technology, VoIP is vulnerable to disruptions due to equipment failure, disasters, and cyberattacks. Follow these tips to make sure your VoIP system can continue to support operations despite unexpected circumstances.

Choose your provider wisely

When evaluating VoIP systems, you must verify your provider’s service level agreements. Ask them about their security and availability guarantees, and how they’re able to achieve them.

Partner with the firm that can host your VoIP systems in facilities that are safe from local disasters such as flash floods or earthquakes. Your provider should also use advanced network security services to protect your calls.

Invest in VoIP monitoring services

Before implementing any of the two VoIP continuity solutions that follow, install a third-party VoIP monitoring service to keep tabs on the status of your phone system. This will identify all network issues disrupting your phone system, so you can resolve them quickly.

Have a backup broadband line

Because VoIP solutions are dependent on internet connections, you should have a backup or alternate internet service provider (ISP) in case your primary network goes down.

Ideally, one ISP will be dedicated to your VoIP service, while another supports your main computer network. Once you’ve installed both networks, you can then program them to automatically transfer services to the other should one network fail. Thus, if your main phone network goes down, your VoIP solution switches to the other network so you can keep working.

Of course, subscribing to two separate ISPs will increase your internet expenses, but if you perform a cost-benefit analysis, you’ll find that the cost to maintain both is far less than the cost of significant downtime.

Route calls to mobile devices

With a cloud-based VoIP solution, you can choose where to receive your calls with call forwarding — a feature that automatically reroutes incoming calls to other company-registered devices. This is an excellent feature for enabling staff to receive calls when they’re out of the office on a remote assignment, working at home, or when your main office is hit by a local disaster or network outage. Thanks to call forwarding, your employees can continue working from their mobile devices as normal.

To benefit from this feature, make sure to register all employee mobile devices to your VoIP system and configure such devices to receive rerouted calls — and don’t forget to set policies for remote working. You should have rules that forbid staff from connecting to public Wi-Fi networks, as this can put them at risk of VoIP eavesdropping.

Test your continuity measures regularly

There’s little value in VoIP continuity and disaster recovery strategies if these end up failing when you need them the most. Test your VoIP service and check whether contact details are up to date, call forwarding features are routing calls to the right devices, and your backup internet service works. Ultimately, your goal is to find flaws in your strategies and make the necessary adjustments to avoid potential hiccups from occurring in the future.

If managing VoIP is too time-consuming and complex, call our professionals today. We design, implement, test, and monitor powerful, disaster-proof VoIP phone systems to ensure your communications are always online.

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Here’s how to protect your VoIP system

Companies that rely heavily on customer service and sales need a reliable, efficient, and effective telecommunications system. If that system breaks down even for just a day, the resulting losses can be significant. This is why you would do well to protect the company’s Voice over Internet Protocol (VoIP) telephony system. Follow these crucial steps.

Choose your provider wisely

When evaluating VoIP systems, you must verify your provider’s service level agreements. Ask them about their security and availability guarantees, and how they’re able to achieve them.

Partner with the firm that can host your VoIP systems in facilities that are safe from local disasters such as flash floods or earthquakes. Your provider should also use advanced network security services to protect your calls.

Invest in VoIP monitoring services

Before implementing any of the two VoIP continuity solutions that follow, install a third-party VoIP monitoring service to keep tabs on the status of your phone system. This will identify all network issues disrupting your phone system, so you can resolve them quickly.

Have a backup broadband line

Because VoIP solutions are dependent on internet connections, you should have a backup or alternate internet service provider (ISP) in case your primary network goes down.

Ideally, one ISP will be dedicated to your VoIP service, while another supports your main computer network. Once you’ve installed both networks, you can then program them to automatically transfer services to the other should one network fail. Thus, if your main phone network goes down, your VoIP solution switches to the other network so you can keep working.

Of course, subscribing to two separate ISPs will increase your internet expenses, but if you perform a cost-benefit analysis, you’ll find that the cost to maintain both is far less than the cost of significant downtime.

Route calls to mobile devices

With a cloud-based VoIP solution, you can choose where to receive your calls with call forwarding — a feature that automatically reroutes incoming calls to other company-registered devices. This is an excellent feature for enabling staff to receive calls when they’re out of the office on a remote assignment, working at home, or when your main office is hit by a local disaster or network outage. Thanks to call forwarding, your employees can continue working from their mobile devices as normal.

To benefit from this feature, make sure to register all employee mobile devices to your VoIP system and configure such devices to receive rerouted calls — and don’t forget to set policies for remote working. You should have rules that forbid staff from connecting to public Wi-Fi networks, as this can put them at risk of VoIP eavesdropping.

Test your continuity measures regularly

There’s little value in VoIP continuity and disaster recovery strategies if these end up failing when you need them the most. Test your VoIP service and check whether contact details are up to date, call forwarding features are routing calls to the right devices, and your backup internet service works. Ultimately, your goal is to find flaws in your strategies and make the necessary adjustments to avoid potential hiccups from occurring in the future.

If managing VoIP is too time-consuming and complex, call our professionals today. We design, implement, test, and monitor powerful, disaster-proof VoIP phone systems to ensure your communications are always online.

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Tips to avoid VoIP downtime

Calamitous events such as wildfires and Category 5 hurricanes can happen at any time. If your company’s tech infrastructure isn’t prepared to weather these, it can put you out of business. One of the most essential technologies today is Voice over Internet Protocol (VoIP) telephony systems. Should a disaster knock your VoIP system offline, you may lose customers, productivity, and ultimately, profit. Avoid such losses by following these necessary procedures.

Choose your provider wisely

When evaluating VoIP systems, you must verify your provider’s service level agreements. Ask them about their security and availability guarantees, and how they’re able to achieve them.

Partner with the firm that can host your VoIP systems in facilities that are safe from local disasters such as flash floods or earthquakes. Your provider should also use advanced network security services to protect your calls.

Invest in VoIP monitoring services

Before implementing any of the two VoIP continuity solutions that follow, install a third-party VoIP monitoring service to keep tabs on the status of your phone system. This will identify all network issues disrupting your phone system, so you can resolve them quickly.

Have a backup broadband line

Because VoIP solutions are dependent on internet connections, you should have a backup or alternate internet service provider (ISP) in case your primary network goes down.

Ideally, one ISP will be dedicated to your VoIP service, while another supports your main computer network. Once you’ve installed both networks, you can then program them to automatically transfer services to the other should one network fail. Thus, if your main phone network goes down, your VoIP solution switches to the other network so you can keep working.

Of course, subscribing to two separate ISPs will increase your internet expenses, but if you perform a cost-benefit analysis, you’ll find that the cost to maintain both is far less than the cost of significant downtime.

Route calls to mobile devices

With a cloud-based VoIP solution, you can choose where to receive your calls with call forwarding — a feature that automatically reroutes incoming calls to other company-registered devices. This is an excellent feature for enabling staff to receive calls when they’re out of the office on a remote assignment, working at home, or when your main office is hit by a local disaster or network outage. Thanks to call forwarding, your employees can continue working from their mobile devices as normal.

To benefit from this feature, make sure to register all employee mobile devices to your VoIP system and configure such devices to receive rerouted calls — and don’t forget to set policies for remote working. You should have rules that forbid staff from connecting to public Wi-Fi networks, as this can put them at risk of VoIP eavesdropping.

Test your continuity measures regularly

There’s little value in VoIP continuity and disaster recovery strategies if these end up failing when you need them the most. Test your VoIP service and check whether contact details are up to date, call forwarding features are routing calls to the right devices, and your backup internet service works. Ultimately, your goal is to find flaws in your strategies and make the necessary adjustments to avoid potential hiccups from occurring in the future.

If managing VoIP is too time-consuming and complex, call our professionals today. We design, implement, test, and monitor powerful, disaster-proof VoIP phone systems to ensure your communications are always online.

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Make the most out of Microsoft Word with these tips

Microsoft Word remains the word processing software of choice for businesses large and small. With Word, you can create a wide variety of documents, from reports to invoices to brochures. Word also has a number of features that, when utilized properly, could greatly enhance your productivity and efficiency at work. Let’s take a look at some of these.

Work on Word Online

Don’t have the Word app on your computer, tablet, or smartphone? Go to office.com, sign in with your Microsoft account, and open Word Online, the web version of Word.

Collaborate on files

You and your colleagues can now edit the same Word document simultaneously in real time. Simply save the document to your Microsoft OneDrive account, click Share, and send the link to the file to your coworkers. People with the link can access and edit the document using the Word desktop app or Word Online.

Keep editorial control

Use the Track Changes function of Word to monitor all edits made to your document. To turn on Track Changes, click on the Review tab then select Track Changes. When reviewing a colleague’s edits, click Accept or Reject as you see fit.

Do quick research using Smart Lookup

The Smart Lookup feature helps you do online research while you’re working on a document — no need to open another tab and type in a query. Simply highlight and right-click the word or phrase you want to look up, and select Smart Lookup from the menu that appears. Word uses Microsoft’s Bing search engine to conduct a search on the selected word or phrase, and displays the results in a pane that appears on the right side of your screen.

Format your document

The Styles gallery contains predefined formatting options for text. You can also add your own styles, or those you use frequently, to the gallery. By saving your own style preferences, you can apply them anytime without having to manually format everything. Just follow these steps:

Select the text you want to format as a new style (e.g., a heading or a certain phrase).
Specify the formatting you want on the mini toolbar that appears. For instance, click Bold and Red if you want the text to appear as such.
Click the More arrow in the lower-right corner of the Styles gallery. Select Create a Style. This will open the Create New Style from Formatting dialog box.
Give the style a name and click OK. Your new style will appear in the Styles gallery, ready for you to use anytime.

Look for and insert images faster

With Word, there’s no need to open your browser to look for images for your document. Just place the cursor in the area where you want to insert the photo, click the Insert tab and select Online pictures (type “clip art” in the search box if that’s what you need), select an image, then click Insert.

Edit a PDF file

Word’s PDF editing function allows you to make quick changes to PDF files without having to download and use a PDF editing app or software. But before you can edit a PDF file in Word, you have to convert it to a file format that Word can display. Follow these steps:

Click File > Open > Browse.
Choose the PDF file you want to edit, then click Open. Click OK to make a copy of the PDF file and convert its contents into a format that can be opened in Word. (Note: The original PDF will be preserved.)
Make edits to the copy of the PDF file.
When you’re done, click File > Save as > PDF.

Microsoft is constantly rolling out nifty new features for its popular word processor. To stay updated on the latest Word features and functionalities, reach out to our Microsoft experts now.

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Boost productivity with these Microsoft Word tips

Microsoft Word is the go-to word processor for many businesses across all sectors. This popular tool is constantly updated with new features that make it even more useful and valuable for business use. Here are a few features that you should take advantage of to boost your productivity and efficiency at work.

Work on Word Online

Don’t have the Word app on your computer, tablet, or smartphone? Go to office.com, sign in with your Microsoft account, and open Word Online, the web version of Word.

Collaborate on files

You and your colleagues can now edit the same Word document simultaneously in real time. Simply save the document to your Microsoft OneDrive account, click Share, and send the link to the file to your coworkers. People with the link can access and edit the document using the Word desktop app or Word Online.

Keep editorial control

Use the Track Changes function of Word to monitor all edits made to your document. To turn on Track Changes, click on the Review tab then select Track Changes. When reviewing a colleague’s edits, click Accept or Reject as you see fit.

Do quick research using Smart Lookup

The Smart Lookup feature helps you do online research while you’re working on a document — no need to open another tab and type in a query. Simply highlight and right-click the word or phrase you want to look up, and select Smart Lookup from the menu that appears. Word uses Microsoft’s Bing search engine to conduct a search on the selected word or phrase, and displays the results in a pane that appears on the right side of your screen.

Format your document

The Styles gallery contains predefined formatting options for text. You can also add your own styles, or those you use frequently, to the gallery. By saving your own style preferences, you can apply them anytime without having to manually format everything. Just follow these steps:

  1. Select the text you want to format as a new style (e.g., a heading or a certain phrase).
  2. Specify the formatting you want on the mini toolbar that appears. For instance, click Bold and Red if you want the text to appear as such.
  3. Click the More arrow in the lower-right corner of the Styles gallery. Select Create a Style. This will open the Create New Style from Formatting dialog box.
  4. Give the style a name and click OK. Your new style will appear in the Styles gallery, ready for you to use anytime.

Look for and insert images faster

With Word, there’s no need to open your browser to look for images for your document. Just place the cursor in the area where you want to insert the photo, click the Insert tab and select Online pictures (type “clip art” in the search box if that’s what you need), select an image, then click Insert.

Edit a PDF file

Word’s PDF editing function allows you to make quick changes to PDF files without having to download and use a PDF editing app or software. But before you can edit a PDF file in Word, you have to convert it to a file format that Word can display. Follow these steps:

  1. Click File > Open > Browse.
  2. Choose the PDF file you want to edit, then click Open. Click OK to make a copy of the PDF file and convert its contents into a format that can be opened in Word. (Note: The original PDF will be preserved.)
  3. Make edits to the copy of the PDF file.
  4. When you’re done, click File > Save as > PDF.

Microsoft is constantly rolling out nifty new features for its popular word processor. To stay updated on the latest Word features and functionalities, reach out to our Microsoft experts now.

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Tips and tricks to maximize Microsoft Word’s full potential

Microsoft Word remains one of the world’s most popular and user-friendly productivity apps, widely used by businesses and individuals alike. But while millions of people use Word every day, many don’t know how to maximize its full potential. Take a look at some tips and tricks you can use to get the most out of Word.

Work on Word Online

Don’t have the Word app on your computer, tablet, or smartphone? Go to office.com, sign in with your Microsoft account, and open Word Online, the web version of Word.

Collaborate on files

You and your colleagues can now edit the same Word document simultaneously in real time. Simply save the document to your Microsoft OneDrive account, click Share, and send the link to the file to your coworkers. People with the link can access and edit the document using the Word desktop app or Word Online.

Keep editorial control

Use the Track Changes function of Word to monitor all edits made to your document. To turn on Track Changes, click on the Review tab then select Track Changes. When reviewing a colleague’s edits, click Accept or Reject as you see fit.

Do quick research using Smart Lookup

The Smart Lookup feature helps you do online research while you’re working on a document — no need to open another tab and type in a query. Simply highlight and right-click the word or phrase you want to look up, and select Smart Lookup from the menu that appears. Word uses Microsoft’s Bing search engine to conduct a search on the selected word or phrase, and displays the results in a pane that appears on the right side of your screen.

Format your document

The Styles gallery contains predefined formatting options for text. You can also add your own styles, or those you use frequently, to the gallery. By saving your own style preferences, you can apply them anytime without having to manually format everything. Just follow these steps:

  1. Select the text you want to format as a new style (e.g., a heading or a certain phrase).
  2. Specify the formatting you want on the mini toolbar that appears. For instance, click Bold and Red if you want the text to appear as such.
  3. Click the More arrow in the lower-right corner of the Styles gallery. Select Create a Style. This will open the Create New Style from Formatting dialog box.
  4. Give the style a name and click OK. Your new style will appear in the Styles gallery, ready for you to use anytime.

Look for and insert images faster

With Word, there’s no need to open your browser to look for images for your document. Just place the cursor in the area where you want to insert the photo, click the Insert tab and select Online pictures (type “clip art” in the search box if that’s what you need), select an image, then click Insert.

Edit a PDF file

Word’s PDF editing function allows you to make quick changes to PDF files without having to download and use a PDF editing app or software. But before you can edit a PDF file in Word, you have to convert it to a file format that Word can display. Follow these steps:

  1. Click File > Open > Browse.
  2. Choose the PDF file you want to edit, then click Open. Click OK to make a copy of the PDF file and convert its contents into a format that can be opened in Word. (Note: The original PDF will be preserved.)
  3. Make edits to the copy of the PDF file.
  4. When you’re done, click File > Save as > PDF.

Microsoft is constantly rolling out nifty new features for its popular word processor. To stay updated on the latest Word features and functionalities, reach out to our Microsoft experts now.

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Easy tips to keep your cloud costs down

Moving to the cloud can save your business a lot of money, which explains why the technology is so widespread. But what many business owners fail to realize is that some cloud services come with hidden costs. And while these costs may seem insignificant at first, they can add up to a staggering amount if left unchecked. Minimize your cloud expenses with these five tips.

No standalones

Cloud services come in various shapes and sizes, many of which are standalone platforms with rates that increase over time. Opt for a cloud service provider that offers a suite of products that all work together. It is often less expensive than a group of standalone products. Another benefit of working with a cloud provider is that you receive a single point of contact to resolve your issues quickly and effectively.

Experience matters

If you plan on integrating a standalone cloud service into your system, make sure you hire an experienced integration consultant to facilitate a smooth transition. Integration mishaps can cause serious downtime and cost a lot of money.

Backups are important

Unnecessary or inefficient backups waste cloud storage space. Review your cloud storage data by asking yourself the following questions:

  • How many versions of this data do I need to store long-term? The more versions I store, the more it’ll cost me.
  • What regulatory demands do I need to meet? Some data may need to be accessible for up to three years, whereas other data can be deleted after 30 days.
  • How quickly do I need to access my backups? If it can wait for a day or two, I can archive that data to a less expensive service or offline at the provider’s data center.

Remove users

Many cloud service providers charge by the number of users in your system. If you neglect to regularly manage the list of users, you’ll end up paying for people who no longer work for you. Implement processes that remove users when they leave the company and consider scheduling a regular audit. Ideally, conduct an audit once every six months to ensure your cloud user list is up to date.

Monitor proactively

Ask your cloud provider whether they can proactively monitor your account and notify you of potential issues before they escalate into major problems. This is especially important if you have a pay-as-you-go license that charges based on resource or storage consumption.

Utilizing the right technology resources is vital to your business’s success, and so is knowing how to prevent such resources from racking up an overwhelming monthly bill. If you wish to enjoy all the benefits of cloud computing without breaking the bank, give us a call. We’ll be happy to help.

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Quick tips to save on cloud costs

Small- and medium-sized businesses are adopting cloud technologies. However, some business owners may not be aware of certain hidden costs. These costs don’t seem much at first, but they can eventually snowball. Follow these five tips to keep the cloud from breaking the bank.

No standalones

Cloud services come in various shapes and sizes, many of which are standalone platforms with rates that increase over time. Opt for a cloud service provider that offers a suite of products that all work together. It is often less expensive than a group of standalone products. Another benefit of working with a cloud provider is that you receive a single point of contact to resolve your issues quickly and effectively.

Experience matters

If you plan on integrating a standalone cloud service into your system, make sure you hire an experienced integration consultant to facilitate a smooth transition. Integration mishaps can cause serious downtime and cost a lot of money.

Backups are important

Unnecessary or inefficient backups waste cloud storage space. Review your cloud storage data by asking yourself the following questions:

  • How many versions of this data do I need to store long-term? The more versions I store, the more it’ll cost me.
  • What regulatory demands do I need to meet? Some data may need to be accessible for up to three years, whereas other data can be deleted after 30 days.
  • How quickly do I need to access my backups? If it can wait for a day or two, I can archive that data to a less expensive service or offline at the provider’s data center.

Remove users

Many cloud service providers charge by the number of users in your system. If you neglect to regularly manage the list of users, you’ll end up paying for people who no longer work for you. Implement processes that remove users when they leave the company and consider scheduling a regular audit. Ideally, conduct an audit once every six months to ensure your cloud user list is up to date.

Monitor proactively

Ask your cloud provider whether they can proactively monitor your account and notify you of potential issues before they escalate into major problems. This is especially important if you have a pay-as-you-go license that charges based on resource or storage consumption.

Utilizing the right technology resources is vital to your business’s success, and so is knowing how to prevent such resources from racking up an overwhelming monthly bill. If you wish to enjoy all the benefits of cloud computing without breaking the bank, give us a call. We’ll be happy to help.

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5 Useful tricks to cut your cloud costs

Business owners need to be aware that there are certain unexpected costs associated with the cloud. These costs may not add up to much at first, but they can eventually cost you more than the service is worth. You need to know what measures you can take to keep those costs down. Pay the right price for the cloud services you receive with these five tips.

No standalones

Cloud services come in various shapes and sizes, many of which are standalone platforms with rates that increase over time. Opt for a cloud service provider that offers a suite of products that all work together. It is often less expensive than a group of standalone products. Another benefit of working with a cloud provider is that you receive a single point of contact to resolve your issues quickly and effectively.

Experience matters

If you plan on integrating a standalone cloud service into your system, make sure you hire an experienced integration consultant to facilitate a smooth transition. Integration mishaps can cause serious downtime and cost a lot of money.

Backups are important

Unnecessary or inefficient backups waste cloud storage space. Review your cloud storage data by asking yourself the following questions:

  • How many versions of this data do I need to store long-term? The more versions I store, the more it’ll cost me.
  • What regulatory demands do I need to meet? Some data may need to be accessible for up to three years, whereas other data can be deleted after 30 days.
  • How quickly do I need to access my backups? If it can wait for a day or two, I can archive that data to a less expensive service or offline at the provider’s data center.

Remove users

Many cloud service providers charge by the number of users in your system. If you neglect to regularly manage the list of users, you’ll end up paying for people who no longer work for you. Implement processes that remove users when they leave the company and consider scheduling a regular audit. Ideally, conduct an audit once every six months to ensure your cloud user list is up to date.

Monitor proactively

Ask your cloud provider whether they can proactively monitor your account and notify you of potential issues before they escalate into major problems. This is especially important if you have a pay-as-you-go license that charges based on resource or storage consumption.

Utilizing the right technology resources is vital to your business’s success, and so is knowing how to prevent such resources from racking up an overwhelming monthly bill. If you wish to enjoy all the benefits of cloud computing without breaking the bank, give us a call. We’ll be happy to help.

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Here’s how marketing automation increases leads

Marketing automation has become an essential part of every business’s marketing strategy.
Thanks to innovations in IT, business marketing tools have become more affordable for small retailers, online sellers, and other mom-and-pop operations. Don’t pass up the opportunity to maximize all the marketing automation tools available that can increase your leads and give you these benefits.

Inbound lead assignment

When you have phone calls, emails, and meetings piling up, it’s hard to keep track of which customer needs what and who is working with them. With marketing automation software and tracking, customer service representatives are automatically assigned to inbound leads based on specialties and demographics so they can work on building profitable rapport right away.

Instant responses to email requests

If a customer or prospect sends your business an email via your website or a “Contact Us” form, any delay in response could ultimately cost you a sale. But if you have a marketing automation plan in place, you can customize automatic email responses to these leads as soon as an email is received. This either provides potential customers with the information they requested or informs them that you will be responding in greater detail soon.

Stop leaving voicemails and start closing deals

There’s a reason most people prefer to communicate via email: keeping in touch over the phone can be tough if both parties are always busy. An automated system solves this by logging information about the leads you have contacted and automatically emailing them about follow-up times. The call, email, and response are all logged in your CRM and calendar without a single minute wasted on inputting mundane information.

Give and you shall receive

Potential clients and leads get dozens, sometimes hundreds, of business emails every day. You need something to set your business apart from the rest. By offering valuable content such as how-to guides and total cost of ownership tools in exchange for contact information, you can create a win-win scenario. Prospects get the content they want, and you get the information you need to make a sale.

All it takes is a web form and some creative writing that ultimately leads visitors back to your products and/or services. Your automation software delivers content to anyone who provides contact information, and it downloads metrics that can be tracked and analyzed by business analytics tools.

Never type another phone number again

Networking events mean new contacts and new leads. They used to mean having to keep track of thick stacks of business cards, but cutting-edge marketing tools now make it possible to take a picture of contact information and automatically store it as part of a cloud-based database. Call-ins, scanned business cards, and received emails are all organized into a single digital Rolodex with recommendations on whom to contact and when it is best to do so — without one minute of tedious data entry.

Every business owner knows that automating mindless tasks is worth it. But not everyone knows what sort of tools are available to cut down on wasteful work. Our team specializes in using technology to add value to your business. Get in touch with us today to make your marketing technology work for you.

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