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How to Improve Remote Work Virtual Collaboration

Vivant’s business virtual collaboration tools will allow your teams to collaborate from different locations. Most importantly, they will be able to incorporate the same technologies into their work processes that they would if they were in their office.

According to a recent report, over 40 million workers in the United States alone will be fully remote by 2025. That represents a 5% increase in remote work from just two years ago. As remote work becomes more common, the need for a solid framework for virtual collaboration has become an urgent business requirement.

Still, too many employers fail to provide reliable tools to help employees collaborate virtually. As a result, they frequently experience issues such as delays, decreased productivity, and a reduced revenue stream.

Vivant VoIP can facilitate virtual collaboration

Choosing a virtual collaboration platform for your company can be a lot trickier than it seems. There are many suppliers on the market, but choosing the wrong one could cause more problems than it solves.

Vivant offers professional-level business VoIP phone service at consumer-level prices. What distinguishes us from the competition is that our VoIP plans include all of the features and functionalities you require right out of the box.

Let’s take a look at how our virtual collaboration tools for business can help make your teams more productive and your business more profitable.

What is virtual cooperation and how does it work?

Virtual collaboration allows people to share information and ideas online or when they’re working from separate locations. Video conferencing, emailing, and instant messaging are just a few of the tools that businesses and individuals can use to communicate with one another remotely.

Do you have teams that work from international locations? No problem! Vivant makes it easy for offshore workers to use the same technology and virtual communications tools to simulate the benefits of in-person interactions.

Here are a few examples of how you can use virtual collaboration to help you share ideas and complete tasks:

  • Video conferencing: Video conferencing increases productivity, saves time, lowers travel costs, and promotes overall collaboration. The advantage of video conferencing is that it allows for all of these benefits to be realized without the need for constant travel for face-to-face communication.
  • Instant messaging: Collaborators can connect quickly and securely using instant messaging. Some communication platforms allow users to form groups to organize communications and collaborate with specific group members on a case-by-case basis.
  • Tools for online collaboration: Some online collaboration solutions allow users to view shared files and make real-time modifications. Authorized members can also impose restrictions or limit access to information to certain contributors.

Tips to help you improve your virtual collaboration

Despite the numerous advantages that virtual collaboration can provide for businesses, it is not without its own set of challenges. The good news is that we’re about to provide you with some helpful tips to help you overcome these common issues.

As you’ll quickly discover, a few tweaks here and there and virtual collaboration will become an indispensable tool for your day-to-day tasks.

  1. Use visual tools to increase collaboration: According to studies, visual thinkers account for more than 60% of the population. In other words, we process words as a series of images and learn more effectively through visual means.It’s critical to consider the function of visual thinking tools in ideation, workflow, and collaboration to guarantee we’re communicating as effectively as possible.

    Using a virtual whiteboard can help your team members become more engaged.

  2. Keep in touch via video: To bring their distributed teams together, an increasing number of businesses are turning to enterprise video communication tools. Without a regular check-in cadence, effective virtual collaboration is nearly impossible.Having quality video conferencing capabilities allows colleagues and direct reports to get some essential facetime. This allows each party to clarify project details, reinforce the team’s objectives, and ask any other questions they may have.

    Modern video conferencing tools come with HD video and audio right out of the box. They also come with built-in collaboration features such as screen sharing, co-annotating, and fully integrated chat.

  3. Make a schedule and stick to it: Many businesses struggle to keep their scheduling processes efficient and practical. When you factor in the difficulties of different time zones and conflicting calendars, things get much more problematic.Thankfully, companies like Vivant have stepped in to fill the void with advanced scheduling tools that remove the guesswork and virtually eliminate back-and-forth. Scheduling meetings with these tools is as simple as sharing your calendar link and allowing contacts to see your availability and reserve a slot for themselves.
  4. Eliminate the background noise: Most of us remember to keep our microphones muted, but it’s easy to forget to eliminate background noise. Use a service that can detect and activate the microphone only when the loudness reaches a predetermined threshold that you may control.This way, the microphone will only turn on when it detects your voice. Of course, finding a quiet space or soundproofing your walls, if you have your own office, is the best option.
  5. Standardize software access: Providing equal access to software is one of the most significant barriers to efficient virtual collaboration. This is critical because employees must be able to do their duties efficiently whether they are on-site or working from home. To avoid compatibility difficulties, they must also use the same software.

Get world-class virtual collaboration tools with Vivant VoIP

When it comes to workplace collaboration, traditional phone systems have many limitations. The benefits of implementing technology to better your business, particularly Vivant’s hosted VoIP solution, promote a more collaborative environment for businesses both inside and outside the workplace.

Vivant VoIP enables organizations to take advantage of mobile, wireless, and Internet technology to meet today’s business needs. Contact us today to take advantage of the flexibility and collaboration that Vivant VoIP can offer.

Why Your Small Business Needs a Professional Phone System

You might have a few business phones when you’re starting out, but you will need to upgrade to small business phone systems as you grow. Here are some reasons to upgrade to a professional phone system for your small business.

You Want to Stay Connected at All Times

You never know when a customer will call to inquire or place an order, especially in this century where businesses run 24/7. First impression matters, and customers will quickly judge you from how fast you respond to their calls. 

A professional phone system connects you to your customers anytime and anywhere. So, whether you’re working from the office or at home, you can easily manage calls with small business phone systems.

Excellent Customer Support

Small business phone systems project a professional image, benefiting small and medium-sized businesses with limited resources. You can easily collaborate tasks among employees within and outside the business premises.

Professional phone systems provide a wide range of communication channels, including a live chat, to help your customers reach you more conveniently. As a result, your customers will enjoy top-notch service.

 A hands-Off Approach

Professional phone systems are offered and managed by another entity that’s not part of your small business. You can control your inbound and outbound calls from customers and clients without an internal network administrator. This allows you to focus on other core business activities.

Also, if your business call volume has increased, a professional phone system can help you keep up with the call volumes to satisfy your customers.

Access More Phone Features

Professional phone systems come with state-of-the-art features to allow integration and streamline your business operations. You can automatically place a caller on hold or route calls to an appropriate person in your business. This increases the efficiency of your calls while enhancing the customer experience.

Additionally, professional phone systems allow you to integrate your business phones with other platforms like your email or website. Some phone systems have enhanced analytics features to give you more insight into your business’ call flow and collaboration process. As a result, you can quickly get a complete view of your customer interactions and business performance.

Need a Small Business Phone System?

Your communication needs will evolve as your business expands. Therefore, you should have a professional business phone system that offers flexibility and security to your calls. 

With a modern phone system, you can manage all your business calls from anywhere and at any time. In addition, you have access to advanced features that allow you to integrate your business operations and offer excellent customer support service. Contact us for modern small business phone systems.

New Tips Customer Service Etiquette: Phone, Chat, and Email

Ensuring your customers receive excellent customer service is crucial for growing a successful business. Maintaining customer satisfaction shows that they are getting the attention they deserve. This is exactly what Vivant’s VoIP solutions can help your company with.

Customer service etiquette is crucial for enhancing customer interactions and demonstrating professionalism. It can improve communication, help make a positive impression, and develop professional relationships that may lead to sales. This article provides customer service etiquette, explains its importance, and offers 12 tips for delivering exceptional customer service with politeness and professionalism.

What is customer service etiquette?

Customer service etiquette involves using good manners to demonstrate professionalism and effective interpersonal skills when interacting with customers. It helps service professionals make a positive impression, deliver high-quality service, connect with customers, and understand their needs through good communication and listening skills.

Why is customer service etiquette important?

Good customer service manners are key to building strong, professional customer relationships and improving service quality.

Improve customer loyalty

Providing consistently positive and professional service can boost customer loyalty, leading to repeat business and a stable customer base, which increases long-term revenue.

Develop trust and respect

Building trust and respect between customers and service professionals leads to better communication, problem-solving, and personalized service, benefiting both parties.

Increase conversions

Excellent customer service can lead to more sales by turning potential customers into actual buyers, helping a business meet its goals.

Boost the company’s reputation

Positive customer service experiences can lead to word-of-mouth recommendations, enhancing a company’s reputation and increasing sales and customer base.

Discover 12 essential strategies for exceptional customer service etiquette

1. Be genuine and transparent

Being open and honest about a product’s or service’s value helps customers decide if it’s right for them and leaves a good impression, even if they don’t buy it.

2. Engage proactively with customers

Proactively engaging with customers involves initiating contact to offer help and being attentive and responsive during interactions to better understand and meet their needs.

3. Request feedback regularly

Regularly asking for customer feedback helps you understand what works well and what needs improvement, allowing you to enhance your service.

4. Personalize the conversation

Making conversations personal, like learning names and asking about their day, makes customers feel valued and improves service.

5. Practice active listening

Active listening is about fully focusing on the customer, which helps build a personal connection and encourages open communication. To actively listen:

  • Use nonverbal cues like nodding and smiling to show agreement.
  • Use verbal cues such as repeating questions to demonstrate you understand their needs.
  • Reduce background noise to better concentrate on the customer.

6. Show gratitude

Showing gratitude means thanking customers to make them feel appreciated. It’s good to thank them for their time, patience, and interest, which can lead to a positive experience for them.

7. Demonstrate professionalism

Professionalism sets the right tone in customer conversations. It involves using respectful titles like ‘Mr.’ or ‘Ms.’, steering clear of casual language, and answering requests quickly and with courtesy. A professional demeanor makes customers feel valued and often leads to a mutually respectful dialogue.

8. Get support from team members

A team-focused environment enhances customer service manners. High etiquette standards across the team boost motivation and support for providing top-notch service. Plus, trust in your team’s help makes tackling customer service issues more manageable.

9. Use good interpersonal skills

Good interpersonal skills, like empathy and patience, aid in effective communication with customers. Being friendly and enthusiastic makes you more accessible, helping customers feel at ease seeking help. These skills foster positive customer relationships, benefiting both them and the business.

10. Maintain consistent communication

Maintain regular communication with customers. If there’s a delay, update them on their request’s progress. Keep in touch between visits, perhaps by sending updates or promotions via a mailing list.

11. Show confidence

Confidence in interactions can boost customer trust. Showcasing belief in your products encourages customers to try them. A confident approach makes you appear informed and supportive, enhancing customer reassurance in your expertise.

12. Choose the right words

When talking to customers, it’s important to pick your words thoughtfully. Explain the benefits using clear, descriptive language and consider the customer’s familiarity with your industry.

Customer Service Phone Etiquette

Phone calls are still a major method of customer service. To improve this experience:

– Use automation, such as Vivant’s Phone System, to make calls more efficient and connect customers with skilled agents quickly.

– Integrate with CRM systems to address customer issues directly without gathering redundant information.

– Answer calls promptly, within three rings.

– Listen carefully to understand the problem.

– Begin formulating a solution as the customer describes the problem.

– Ask for feedback at the end of the conversation.

– Follow up with solid solutions if there’s a significant wait. These practices can lead to improved customer satisfaction and more efficient service.

Customer Service Email Etiquette

Email is an important customer service channel, but a high volume of tickets can be overwhelming for agents. To improve response times:

  • Use Vivant’s VoIP system automation to acknowledge inquiries promptly and provide a resolution timeline.
  • Ensure each query is logged in the system for efficient tracking.
  • This system reduces unnecessary follow-ups and keeps customers informed.
  • Staying responsive to client needs is crucial, and Vivant’s reliable uptime helps businesses remain accessible at all times.

Chat Etiquette for Customer Service

Live chat is a popular customer service tool because it’s cost-effective, compatible with many platforms, and offers immediate assistance. Clear and straightforward language is key to preventing misunderstandings and building trust. Informing customers about hold times due to agent collaboration ensures transparency. Vivant’s live chat integrates timestamps and names in transcripts for easy reference, offering a convenient and preferred support option, bypassing the delays of phone or email communication.

Provide a next-level customer experience

By following these key practices of customer service etiquette, you ensure your customers receive the attention they deserve and increase customer loyalty. Since many businesses compete on customer experience, failing to recognize the importance of proper support etiquette can drive customers to your competitors.

Establish clear etiquette rules that are standard for all your employees, and invest in employee etiquette training. This will help your team treat customers like friends of your business and assist them with warmth and honesty.

When customers receive excellent customer service, they often develop loyalty to your business. Remember to follow up with a customer satisfaction survey after resolving their issue to find out if they are truly happy with your assistance or if there’s something you can improve on. For more information about our VoIP phone solutions for your business, contact Vivant now.

Read the blog Streamlining Success: Enhancing Efficiency by Integrating Phone System.

Why Your Company Requires a Backup Internet Connection

As more businesses rely on the Internet for critical operations, it’s important to consider having a backup Internet connection. In the past, the Internet was mainly used for sales, purchases, and communication, but now, businesses depend on it for running essential systems like CRMs, HR systems, accounting, and video conferencing.

 

Having a single internet connection poses a risk. Relying solely on the internet leaves businesses vulnerable, as any disruption can lead to costly downtime. For instance, an internet outage can jeopardize access to important business data, resulting in financial losses.

The Critical Need for a Backup Internet Connection

Studies show that each minute of downtime can cost a small business anywhere from $137 to $427. Considering the impact on critical business processes and the potential wait time for service to restart, it becomes evident that having a backup strategy is crucial. Surprisingly, only 13% of firms have such a plan in place.

 

While larger businesses tend to lose the most money and productive hours in the event of connectivity failure, the consequences affect all types of businesses, regardless of their size. Therefore, having a backup internet connection is essential for maintaining uninterrupted business operations.

The benefits of adding a Backup Internet connection

 

Adding a second internet connection to your business offers several benefits. Internet outages can occur due to various reasons such as bad weather, faulty cables, or issues with your ISP’s server. Since you have no control over when or how long the outage will last, having a backup internet service is crucial to maintaining stable connections in your office.

Why ISP Redundancy is Beneficial for Your Business Connectivity

Here are some of them:

  1. Redundancy/Failover: If one connection breaks, having a backup ISP can help you avoid downtime and keep your employees connected at all times, especially during server updates or network infrastructure work.

 

  1. Efficient management of bandwidth demands: By integrating both ISP connections into a single delivery pool using a Software-Defined Wide Area Network (SDWAN), you can prioritize bandwidth to meet the needs of users and processes, resulting in a faster network that can continue to function even if one of the ISPs goes down.

 

  1. Enhances the customer experience: Having a secondary internet service provider can help you maintain a reliable internet connection, which is crucial for providing prompt responses to customers via phone, email, or website chat. This can significantly impact lead conversion and customer retention.

 

  1. Segmenting your network for more security options: By using two ISPs, you can segment your traffic, putting sensitive information-holding devices on one ISP connection and guests and less secure devices on the other. This separation of traffic helps protect data from potential security risks.

Enhancing network reliability and speed with Vivant’s backup ISP solutions

Vivant offers comprehensive support for setting up a backup ISP connection for your company. Collaborate with Vivant to access the fastest and most reliable internet solutions available in the market. Our ongoing commitment involves seeking out innovative ways to cut costs, enhance operational efficiencies, and drive innovation. Contact us today to explore the possibilities.

How Integrating Your Phone System to Your Business Management Platform Makes You Efficient

This is particularly true when it comes to Vivant VoIP business phone systems. Our VoIP phone systems are unbeatable in terms of ease of use, cost savings, and vastly improved mobile communications capabilities.

Having an effective business management platform, on the other hand, is just as important in today’s market to stay competitive.

Using numerous tools to manage all business activities isn’t a major concern when a company is first getting started. However, as the business grows, the expenses of efficiency and time may begin to mount.

Business management platforms help companies address their expanding operations and growth.

Modern Business Management Systems Solutions

New business software solutions appear to be introduced into the market daily. Needless to say, now is an exciting time to look into business tools. The various ways in which they can be integrated into your VoIP business phone system are particularly exciting.

Vivant is an obvious choice for businesses looking for the best VoIP phone service to integrate into their business management system. Our well-known 100 percent uptime guarantee ensures that your communications remain uninterrupted.

As a result, business owners can concentrate on what they do best: providing world-class service to their customers.

5 Ways a Vivant VoIP Phone System Can Help Your Business

The integration of Vivant’s VoIP cloud telephone system with your business management platform adds a layer of functionality that enables quick and effective customer care. Let’s look at how businesses can achieve success and maximize earnings by using these powerful technical solutions:

  1. Customer Relationship Management Software:
    Sales and support employees can anticipate a customer’s demands in real-time thanks to CRM connectivity. A good CRM integration connects an agent to the profile of an incoming caller. For new callers, the system can simply create a new support ticket using the caller’s details. This saves the agent time and allows them to focus on the customer rather than digging for information while on the phone.Sales professionals can use information from a contact’s CRM profile to better understand the context of the interaction. Client information such as the number of website visits, the items seen, and previous purchases are all essential.This also cuts down on the time spent at the start of the call asking irrelevant questions. The agent can then get right to work on converting the caller into a customer.Using call data incorporated into your Vivant VoIP phone system, the marketing department can assess multiple tactics and gauge client satisfaction. CRM data can ultimately boost customer satisfaction by promoting data-driven improvements rather than a single consumer’s perspective.
  2. Features of Cloud Backup:
    Despite the advantages of hosted VoIP telephony, many organizations are hesitant to purchase their phone services from a single source. Many people are concerned about what will happen if the provider does not adequately protect client contact information. Important client data, such as call logs and other communications data, may be included.Your VoIP data can be automatically backed up using cloud backup services. This protects your critical backup regardless of what happens to the central provider, lowering the risk of data loss.Customer contact records, recorded calls, messages, and a variety of other vital data can all be backed up.Vivant offers cutting-edge services across the country, including primary and backup internet, phone infrastructure, and phone service.
  3. Several cost-cutting advantages:
    Businesses can easily save between 30% and 50% on average costs by switching to Vivant VoIP phone solutions. While the amount saved varies by company, practically all of them see a significant reduction in their telephone costs. Companies who transition from an on-premise phone system to a cloud-based phone system see the most significant expense savings.Unlike traditional phone systems, VoIP companies such as Vivant host all of your phone infrastructure. VoIP also eliminates the need for in-house servers, as well as the associated maintenance costs.With a hosted phone system, everything is done off-site, “in the cloud.” Customers split the cost of servers and VoIP maintenance. In the end, everyone benefits from the cost reductions.Making changes to Vivant VoIP business phone systems is straightforward and free. Our web tools are easy to use and do not require any prior VoIP experience. A web browser can be used to add functionality, users, phone lines, and other things.

    This eliminates the need to hire an on-site professional on a regular basis. Businesses save money on service fees for system updates because everything is so simple to do online.

  4. Enhanced business productivity:
    Using a CRM with cloud VoIP integration from Vivant makes it simple to keep track of your clients and manage your business. Using the admin capabilities, you will be able to keep track of your agent’s status as well as their performance. Vivant’s VoIP business telephony service accurately identifies and routes calls, saving customer support agents time spent transferring calls between departments.You may also obtain dashboards on crucial KPIs like handling time, pipeline leads, opportunities, and so on using this interface. You can track calls and provide feedback to agents to assist them shorten call times while also improving quality.

VoIP Integration with Business Management Platforms

To summarize, VoIP integration is a technology that enables your Vivant VoIP phone system to interact with other corporate systems. As a result, you’ll be able to get the most out of each of your current applications. To boost productivity, both employees and technologies should work together.

Maintaining on-premises legacy systems wastes time and money that may be better spent helping the business grow.

Business management tools refer to all of the systems that organizations use to adapt to changing markets. They help to maintain a competitive position and improve business performance. Integrating them with cloud-based VoIP solutions such as Vivant is critical for businesses of all sizes now and in the future.

Contact us today to learn more about integrating your business management platform with Vivant VoIP phone systems.

Read the blog Business Phone Systems

VOIP Phone System: What You Need To Know Before Choosing One

However, before moving your business phone system to VoIP, be sure you understand what you’re getting into. We’re convinced that after reading this article, making a compelling case for traditional phone systems will be difficult.

Vivant is a great choice for corporate phone systems because of its powerful communication features and crisp sound quality that exceeds industry requirements. Vivant guarantees 100 percent uptime on internet and phone service, ensuring that your business never goes down.

What is VoIP, and how does it work?

Voice over IP (VoIP) is a method of converting your voice into a digital signal, compressing it, and transmitting it over the internet. The call is set up between all participants by a VoIP service provider.

At the receiving end, the digital data is decompressed into the sound you hear through your telephone or speakerphone.

People choose VoIP because it allows them to make phone calls without using a phone line. You won’t need to run any more copper connections if you have internet access. Employees can work from home or commute to the workplace as a result.

To make a VoIP call, you’ll need a SIP-compatible desk phone or a VoIP calling app, which means it has an IP address and can make calls from your network. Unlike landline phones, they can make high-definition (HD) phone calls.

Furthermore, VoIP software works well with desktop PCs and can be used as “softphones”. The only requirement is that they allow for speech and audio input and output.

How to Select the Right VoIP Business Phone System

VoIP has piqued your interest. You’re enthusiastic about VoIP. You’re salivating at the juicy perks and pocket fattening that come with deploying a VoIP phone system.

Understandably, you’re excited. Who wouldn’t want to dive right into a project that looks so promising? However, there are a few points you should address before deciding on a budget and selecting an exceptional system.

 

  1. Will your phone system integrate seamlessly with other business systems?:
    In such a fast-changing environment, organizations need to remain adaptable and ready. With the proliferation of systems, platforms, and software in the workplace, both managers and employees want a unified and integrated solution to boost efficiency. This is why the ability of a VoIP system to integrate and interact seamlessly with other solutions is more vital than ever. When you collaborate with Vivant, you receive a partner who cares about your success. We are committed to providing you with the technology, support, and solutions you need to link your people, processes, and technology and overcome business obstacles. Make an appointment for your free business consultation today and gain the peace of mind and convenience you deserve.
  2. What unified communications features does VoIP provide?
    VoIP phone systems include a variety of telephony features for handling audio calls, but the connection with coworkers and customers isn’t restricted to voice. At its most basic level, unified communications entail consolidating a plethora of communication channels and possibilities into a single point of entry.VoIP is the foundation of most UC systems, and many VoIP providers incorporate some UC elements in their portfolios to boost capabilities and flexibility. The most common UC features include Unified Messaging, Team Collaborations, Instant Messaging, Corporate Directories, and other UC features.
  3. Examine the plans and prices offered by the provider
    VoIP is not (and should not be) thought of as a one-size-fits-all solution. Are your company’s business model and goals the same as the one down the street? Almost certainly not. As a result, dealing with a provider who just provides a cookie-cutter solution for their clients is unlikely to be beneficial. Your VoIP provider should be upfront and honest about what services they provide and how much they charge. You have to wonder what they’re hiding if they don’t tell you. Inquire about their services and costs. Once you’ve received it, you should be able to make an informed decision about what’s best for your business. Don’t worry if you’re still unsure. At this stage, your VoIP provider should supply a technology specialist who can answer any queries you may have.
  4. Business Continuity Features

Any modern disaster recovery strategy and business continuity plan must include hosted (VoIP) telephone systems. When an emergency strikes, having a backup system in place allows businesses to continue operating. Unlike a traditional phone system, a virtual phone system can quickly determine if a line is down or needs to be handled remotely. This allows you to stay in touch with your employees, customers, and service suppliers. Whether you’re working from home or somewhere else with an internet connection, a VoIP system offers you access to all of the same great features that you’d find in the office. You’re ready to go as soon as you plug in your handset. This means you can quickly and effectively set up your entire team to work from home, with no negative effects for them or your company because none of their functions will be lost.

To ensure business continuity, Vivant provides the best VoIP phone service solutions. Business owners can focus on offering world-class service to their dining guests while we keep your communications flowing smoothly, thanks to our well-known 100% uptime guarantee.

Choosing a VoIP Service Provider

You can feel more confident in your search now that you have a rough concept of how to choose the best VoIP provider for your company. Vivant VoIP is trustworthy, adaptable, and cost-effective. To stay one step ahead of the competition, contact our VoIP experts immediately.

6 Reasons Why A Phone Conversation Is Better Than An Email

We all know that these days, businesses run almost entirely on email. If you’re under the age of 30, you’ll almost certainly be using smartphone apps to the fullest extent possible. However, neither an App nor an email can substitute for the importance of a phone conversation.

In today’s corporate world, sending a quick email is considerably faster (and easier) than picking up the phone to speak with someone. To be sure, phone calls in the workplace should be used for communication rather than conversation.

A good old phone conversation, on the other hand, is worth its weight in gold if you want to develop genuine relationships with your colleagues, partners, or clients. The tone of your voice, intonation, and word choice can all make a big difference in a single phone call. To put it another way, the phone makes you more empathetic.

When your company’s voice is heard, you want them to hear your success, not network noise or phone system static. That’s why business phone solutions by Vivant are designed with your company in mind.

For a variety of reasons, a phone call is sometimes preferable over an email or text. But, if you want to preserve solid personal and professional relationships, here are six of the most critical ones.

6 times when a phone call is preferable to an email

  1. When the topic is sensitive:
    When emotions are running high, the easiest way to discuss the subject is over the phone. A warm, honest, or compassionate voice demonstrates to the other party that you care enough to work through the situation. Emailing sensitive discussion topics is a high-risk activity. In some cases, using an email to discuss sensitive topics may be considered impolite. You’re much better off handling sensitive, personal, or potentially negative discussion topics in a one-on-one setting.Consider situations where you don’t want to get it wrong, such as a poor performance review, illness, or death.
  2. When you anticipate that there will be questions:
    Eventually, you’ll find yourself in a scenario where you’ll have to respond to a flurry of inquiries. Having a real-time two-way dialogue with one or more people is the best method to cope with this. Emailing back and forth on a problem isn’t particularly efficient. Rather than spending hours or days attempting to resolve an issue via email, a brief conversation may be able to accomplish more in less time.Attempting to address this via email results in time delays and the potential for misinterpretation as each party waits for a reply.
  3. When you want to foster a sense of community:
    In the workplace, camaraderie refers to the companionship and community that develops between coworkers, as well as the understanding, loyalty, and trust that develops. It all comes down to being able to collaborate effectively. Phone conversations, whether for networking or personal catch-up, are an excellent method to improve rapport.You could check up by email, but a phone conversation allows you to add layers of information to an engaged discourse. Camaraderie is inextricably linked to the exchange of emotions, and phone conversations may accomplish this far more effective than emails.
  4. When the subject is complex:
    There are occasions when a difficult topic emerges. Attempting to explain things via email takes a lot more time and work to type all of the responses and replies. A phone call is more efficient since you can interact in real-time. This way, questions, and answers are instantly shared.Everything may appear to be in disarray if you are still in the brainstorming and idea-hashing stages of your work project. Writing an email when you don’t have a firm grasp on your ideas won’t look good in this situation. In other cases, that email might end up somewhere you didn’t expect or want it to.So, save yourself the headache and embarrassment and make a phone call to discuss it with someone. Calls allow you a lot more latitude for the kind of exploratory idea generation that leads to good results.
  5. When you need to address a problem quickly:
    According to recent studies, the average worker spends 28% of their workweek reading and responding to emails. Managing your emails requires a lot more time and effort than you might imagine. It takes a lot of effort to successfully organize your inbox and keep it as memory-friendly as possible. Urgent situations arise frequently. In these circumstances, waiting for an email response is neither practical nor wise. The easiest technique to deal with time-sensitive instances is to have a direct phone conversation so that there are no time delays.Of course, we’re not suggesting that you make a phone call for every item with which you need to communicate. This could be interpreted as insecurity. Instead, reserve phone calls for urgent or time-sensitive matters.In these high-priority situations, opting for a phone call ensures that your message is not mixed in with the rest of an email queue.
  6. When you need to make sure the proper tone is conveyed:
    The majority of people are unconcerned about the text messages they send to close friends and relatives. Email communications in the workplace, on the other hand, can be tricky. Without laughing emojis, jokes might easily be misconstrued as an insult or worse. Even if you’re careful, there’s a lot of room for misinterpretation in the email messages you compose. A phone conversation, on the other hand, allows you to communicate beyond your words through back-and-forth communication. Your voice’s tone and rhythm convey both meaning and emotion.

Vivant is the #1 choice for business phone systems

When it comes to powerful communication features and crystal-clear voice quality that exceeds industry standards, Vivant is head and shoulders above the competition. Get in touch with our business phone experts today!

Read the blog The Basics of a VoIP Business Phone System: Modernizing Communication

Connectivity and Importance of Internet As a Utility To Any Business

Families with working parents and children who want to take online classes. All of this, combined with media consumption and gaming, has pushed connectivity to the ultimate test.

If it wasn’t obvious before, it’s now obvious that internet connectivity is required to thrive in today’s environment. We could argue that internet connection is the second-most important utility, second only to electricity.

Vivant offers the best VoIP phone service options tailored to the business sector. Unlike most other VoIP system providers, our well-known 100 percent uptime guarantee helps us stand out.

This allows business owners to focus on providing outstanding service to their clients while we manage your communications.

Let’s look at why your small business needs business-class Internet access.

The Internet as a Business Utility

The internet is the lifeblood of today’s business world. Your company requires business Internet connectivity that is fast, dependable, and high-quality at a reasonable price. Any delay on your part could be interpreted as disregard to the client’s needs, or even worse, ineptitude.

For a wide range of businesses and organizations, a high-speed connection is essential.

Public WiFi can be good for business

Businesses that gave free WiFi to their guests were virtually unheard of just a few years ago. To be fair, financial, and legal ramifications precluded them from doing so. These days, however, businesses offering free Wi-Fi appear to be a common occurrence.

Several statistics and success stories have contributed to Wi-Fi being available to all. Stores, restaurants, and merchants have realized that providing internet to their customers and visitors is preferable. It is even feasible to monetize your Wi-Fi through advertising and marketing!

If your small business serves customers in any way, you’ll need public WiFi. There are several business advantages. For starters, establishing a relationship with customers to make them feel at ease. This is a great way to motivate them to stay longer and spend more money.

As with air conditioning and proper lighting, providing such connectivity is becoming increasingly important. It’s more of a utility than a nice little “extra.”

Your public WiFi is an important element of your client experience and should be a reflection of your brand, so make it great. By offering an access gateway and simplifying the login process, you can provide your guests with a memorable customer experience.

Improved Productivity and Flexibility

Telecommuting and remote work are growing more popular. High internet speeds enable remote teams to collaborate easily, regardless of distance. This can be through virtual office environments, video conferencing, and other means.

Employee productivity, motivation, and satisfaction improve when they have limitless Internet access, sufficient management, and monitoring. Employees can use the cloud computing capabilities of Vivant’s hosted PBX system to collaborate with one another and with clients both near and far.

The cloud also stores data and documents that may be accessed from any location, at any time, and using any device. However, for any of this to work properly, you must have a dependable internet connection with an adequate bandwidth. The solution is business-class Internet by Vivant.

Phone systems, like all IT activities, have improved tremendously because of digital technology. Vivant VoIP services connect your phone system to your company’s digital network. This enables it to enhance the efficiency of your data network and reduce the need to operate two networks.

We have assisted countless small company customers in saving tens of thousands of dollars per year in labor costs. Many of them can eliminate most issue tickets using the automation tools built into our VoIP services.

They even recovered 80 hours of production per week for the IT crew. Before the switch, they spent much of their time on routine duties and office relocation.

Faculty and employees can now transfer offices and simply plug their phones into the wall in their new location. All administration is handled by the system.

Cost savings

It’s normal to believe that upgrading your phone system will cost a fortune. Fortunately, when switching to Vivant’s Hosted PBX unified communications platform and VoIP phone systems, this isn’t the case.
Many businesses prioritize enhancing other aspects of their operations before modernizing their communications infrastructure. A modern phone system, on the other hand, can provide a competitive advantage. You can use a mobile app or a web interface to answer inbound and outgoing customer calls while on the go.

Vivant includes system maintenance and updates as standard. That means you’ll save money by cutting down on the time and money spent on system updates and general equipment upkeep.

Another area where firms will save money is in hardware. Because a cloud communications system is software-based, you won’t need as much hardware as you would with an on-premises solution.

The average savings experienced by businesses after converting to a VoIP system range from 30% to 50%. While the amount saved varies by company, practically all of them see a significant reduction in their telecommunication costs.

Companies who convert from an on-premise phone system to a cloud-based VoIP system like Vivant’s see the most significant expense savings.

Access to the internet is essential for businesses to succeed

As a small business owner, you may not be aware of your connectivity requirements. However, in 2021, it’s critical to realize that you rely on the internet for almost everything.

Make sure you have a strong connection that can scale, service customers, and keep your team’s workflow running smoothly. Consider upgrading to business-class connectivity with Vivant to accomplish this efficiently.

Having a dependable internet connection is essential, but outages sometimes occur due to accidents or external pressures. With Vivant’s SmartCONNECT technology, you can be assured that you will never lose revenue due to an internet outage. At a low cost, this is an ideal choice for small businesses.

Contact Vivant today to learn more about how our VoIP solutions can help your business grow.

 

What is a VoIP Business Phone System?

How does VoIP Work?

In a nutshell, a VoIP service provider routes a call between two or more callers over the internet.
When a call is made, the analog signals are converted to digital signals on the caller end. Then the signal takes multiple different forms available in the protocol on its transit to the receiver end.
The service provider has one or many VoIP server(s), which they use to connect calls to the internet and to Public Switched Telephone Network (PSTN)
In a VoIP telephone system, all that is required is a desk telephone on the user end and a call routing server for service providers. With this typical setup, there is no need for an on-site PBX system which saves money and provides a more resilient infrastructure.
Data management and security of telephone systems are made possible through cloud computing technology. This means that service providers can monitor and adjust the system remotely in order to scale or fix issues much faster without sending a technician on-site
When you use a business phone system, you are in effect saving your company costly expenses since most companies have a fiber or cable broadband connection that is already sufficient to operate a VoIP phone service

The Benefits

For most, if not all companies, the goal at the end of the day is to maximize profits by cutting down operational costs and maximizing efficiency. Internet phone service systems make this possible by providing your business with reliable and flexible services at a fraction of what it would cost in traditional systems.
While it may be tempting to have an in-house server dedicated to calls, the operational costs and lack of redundancy and scalability outweighs the saving benefits you would otherwise be aiming for.
Communication requirements in the workplace are ever-present, and this means that the communication channels should always be as reliable as can be. VoIP makes it possible for your staff to work from anywhere and everywhere if they have an internet connection through smartphone integration. This eliminates the need for a company to have their staff fixed at their work desks to use the company’s communication channels. The work freedom makes it possible for staff to work out new and existing business prospects from where they feel most comfortable.
With the internet being widespread and almost a need in most business environments, it is safe to say that almost every company has a paid internet connection. While a business may not maximize its bandwidth allocation, most Internet Service Providers (ISPs) charge a flat rate for their connections. Using a business phone service system ensures it makes full use of its bandwidth.
You can tweak the existing infrastructure of a company to enable use with an internet phone system. In analog phones, you can use an Analog Adapter to make it work with the new system.
Business phone systems eliminate the need for complex infrastructure to make communication possible. While landline technology came with the need to have cables run all over the premises, most devices come with wireless capabilities or utilize the existing internet wiring in place. You can see this even from the use of integrated personal devices like smartphones.
Using VoIP, you can get detailed caller insights such as the total number of inbound and outbound per each advertising channel, the number of answered, missed and voicemail calls, each user’s activity per day and hourly, and much more actionable insights otherwise not available in a traditional phone system.

Features VoIP Has to Offer

Using this type of system not only makes high-definition voice calls possible, but it also opens up a wide array of possibilities, all made possible by the internet.
Here are some of the features and benefits your company will get to enjoy when you switch to a business system:

Conference Calling

It is possible for you to have simultaneous communication with many people without loss in voice quality. Depending on the package you have subscribed to, the service providers can configure it to let you make conference calls with varying numbers of participants.

High-definition Voice-call Quality

Compared to landline technologies, VOIP lets you enjoy clear voice quality in your calls. These advancements in communication technologies make the connections less prone to external interferences, therefore, improving call quality.

Unlimited Calling

When making calls over the internet, you are not limited by the bounds of the physical locations of the connection lines. While in landlines, calls were only possible within the connection range, calls span through the breadth of the internet itself. This makes it possible for you to enjoy even international calls at near-negligible rates when compared to other technologies like landlines.

Call Queueing

Depending on your subscription, you can tweak your service to queue your calls whenever your team is held up automatically. This makes it possible for you to keep your customers engaged and patiently waiting at times when no one in your team can get to the phone.

Voicemail-to-Email

For any company, continuity is essential, and any revenue loss is not good. When using our services, the voicemails you receive can be routed to any email account, making it possible for it to be acted upon promptly, therefore maximizing your team’s efficiency

Smartphone Integration

Our systems can be integrated to work on devices other than desk phones. This is possible using apps for both Android and iOS, giving you access to the communication systems whenever and wherever if you have an internet connection. You can also use built-in phones in your browser to provide you with a complete unified communication system no matter where you are.

Read the blog The Role of a Robust Phone System in Business Performance

 

4 Reasons Why Your Business Should Switch to a Hosted PBX System

So if you’re looking for a business phone system that delivers secure and reliable services, a hosted PBX system is the solution you need. Let’s take a look at some of the best reasons your business should make the switch to a hosted PBX system today.

 

What is a hosted PBX system?

A hosted PBX system is a cloud-based phone system that enables communication from within and outside an organization. Using Vivant’s world-class hosted PBX services means that you are essentially migrating your business communication from rigid onsite infrastructures to the cloud.

That’s right, all the telephony services for your business will be delivered entirely via the internet. Right off the bat, you’ll be saving yourself from the extensive hardware and software costs that traditional PBX business phone systems require.

Not only that but using Vivant’s hosted PBX solutions will spare you the hassle of spending time and money monitoring your on-premise PBX system or paying expensive service call fees just to make simple changes to your phone system.

At Vivant, we provide a 100% hands-off PBX solution to our clients so they can focus on their business while we provide you with business phone services with a 100% uptime guarantee. In addition, with our free support and maintenance, never pay for changes to your system or the maintenance cost of the system.

4 reasons why a hosted PBX system is right for your business

  1. Keeps costs low and predictable:
    In these uncertain times, costs are a huge consideration for any serious business owner. Fortunately, using a hosted PBX system will eliminate your long-distance cost and reduce your international call costs. The fact that calls are made over the internet means that they are practically toll-free.For businesses who regularly make national and international calls as part of their day-to-day operations, this is certainly welcome news.There are multiple cost benefits of switching to Vivant’s hosted PBX solutions instead of using conventional phone services.For starters, using a hosted PBX system virtually eliminates having to make significant upfront investments in bulky telephone systems. Not only do these systems take valuable time and space to install, but they will also need to be maintained periodically.Of course, that may often require having to pay someone who is trained to conduct maintenance updates.At Vivant, we provide the hardware, software, and implementation services to get you up and running within a few short days. You run your business and we’ll take care of operating and maintaining your business phone service.
  2. Your PBX system will grow with your business:
    The process of onboarding new staff members to an organization is notoriously slow and resource-intensive. This may put businesses at a disadvantage especially when they need to scale up or down quickly in response to current business conditions.If you’re stuck using a traditional business phone system, adding a new user would require installing new phone lines and the collaboration between different staff members.Luckily, Vivant’s hosted PBX solutions make the process of adding or removing staff quick and pain-free. Unlike traditional business phone systems, a virtual system can be scaled up on-demand effortlessly.Just buy as many phones that you need and simply plug into the internet connection to add the line to your system.If your business is expanding its presence with new office locations and additional staff, you can rest easy knowing that your communications capabilities will remain secure and reliable. Connecting additional offices is just as simple and all of your team will be connected as if they are in the same office.
  3. Remote working made easy and efficient:
    One of the reasons that make Vivant’s hosted PBX system a top choice for local businesses is the flexibility and security it provides to employees working from remote locations.By simply using Voice Over Internet Protocol (VoIP), an employee can have their calls forwarded to their phone, laptop, or any other device.Vivant’s hosted PBX system helps you boost employee productivity by letting remote employees communicate and collaborate seamlessly with their work colleagues. In addition, you can rest easy knowing that your remote workers are projecting the right image for your business regardless of their location.When you use a cloud-based PBX, the office becomes wherever your employee happens to be located. Even if they are located across the globe, employees will maintain access to all the tools they need to carry out their work.

Built-in analytics allows you to monitor all employees including remote employees’ productivity to see how many calls they have made, answered, missed calls and a visual graph of hourly productivity throughout the day

  1. Ensures business continuity:
    Life is full of unexpected events and they can sometimes force a disruption in the operations of a business. While many big corporations may be better able to weather the storm, the effects of disruption on smaller businesses can be devastating.You never know when disaster can strike but here are a few reasons why they happen:
    Natural disasters (like storms and earthquakes).
    Technology system breakdowns.
    Communications systems breakdowns.
    Security breaches (hacks and software viruses).

    That’s why having a robust, secure, and effective hosted PBX system as provided by Vivant can help ensure business continuity for your firm. When you use Vivant PBX solutions, there is no need to worry about any physical equipment on the premises of your firm. That’s because there isn’t any equipment.Our hosted services mean that we keep all the necessary hardware in safe storage and with expert personnel to keep them up-to-date.Should your business go through an unfortunate natural catastrophe, you can rest easy knowing that your communications system is still up and running as if nothing ever happened.

Hosted PBX systems are quickly being adopted by local businesses for the amazing benefits they offer, including the ones outlined above. The changes we’ve experienced these last few years have had consequential changes with how businesses are run and operated. 

Switching to a cloud-based PBX service by Vivant is one of the most effective and cost-efficient ways to stay competitive in 2021 and beyond.

Read this blog: What to Consider When Choosing a VoIP Phone System