How a VoIP Business Phone Can Become Your Personal Assistant

Posted by

Jun 2, 2014 11:47:00 AM

For those making use of VoIP, or voice over Internet protocol, there's a number of ways to make your cloud hosting experience efficient and, dare it be implied, fun.

When a company decides to fully embrace cloud technology, it's important to ensure that employees and executives alike remain on the cutting edge to maximize the use of cloud servers, web hosting for small businesses and business phone services. With so many wonderful developments in the field, where's a user to begin? For those making use of VoIP, or voice over Internet protocol, there are a number of ways to make your cloud hosting experience efficient and, dare it be implied, fun.

Making use of voice commands in everyday office life
In the past, voice commands have been joked about around the office as being unreliable and often "mishearing" users to produce goofy, inconsistent answers. In recent years, the technology has grown leaps and bound to become one of the leading uses of business phone lines around the world - examples like Apple's Siri have emerged as a reliable and effective tool. VoIP equipment can make highly productive use of this technology as well, and voice automation can be used to treat your telephone as a built-in personal assistant.

Productivity blog No Jitter recently published a piece on the easy-to-adopt advantages a VoIP system can offer an individual or a business as a whole. Though writer Dave Michels also noted the use of applications, video and and existing systems integration as other advantages, voice automation came in at the top of his list as the most effective use of VoIP.

"Particularly in a mobile world, being able to speak (rather than type) to an "assistant" regarding meetings, calls and message processing is helpful," he wrote.

VoIP allows a user to leave the Rolodex in the past and import contacts in an existing service to use a business phone just as one would use a cell phone on the go. A simple spoken request to call a colleague or client saves the time that used to be spent looking up the number in a paper or digital database, and certainly stands to improve an individual's office workflow.

Video solutions give VoIP a face-to-face communication tool
Offices across the world have saved money while maintaining a direct and reliable connection with clients by making productive use of video conferencing under their VoIP provider. This can be used as a mobile business solution when a customer has his or her business mobile on the go, or in as formal an environment as the conference room to hold a conversation with another office or external user.

In past years, small businesses have allocated thousands of dollars in valuable funds to travel, lodging, food, sending a critical member of a company's team to court or sealing a deal with a prospective client. With VoIP, this same task can be accomplished in half the time with none of the cost - video conferencing provides the necessary face-to-face communication that allows service providers and customers to establish trust and speak freely without the normal disembodied voice and frequent delays of conference calls. What's more, the home office doesn't lose a member of staff for days or even weeks, maximizing productivity and ultimately making better use of the company's resources.

VoIP services often come included with a web hosting provider, meaning that video calls will be made on the most secure connection possible to avoid the embarrassment of a loss of service that could make your business appear unreliable. Bundling these and other services together will make for a more cohesive in-office solution that works seamlessly with the needs of your organization and clients.

Make your equipment work for you, not the other way around
As with most contemporary technology, VoIP services can go to waste when a company is not taking advantages of its easily integrated interface and ability to make use of applications. WhatTech, a leading blog on the latest in digital innovation, released an article by Yuon Statin on important best practices when introducing VoIP technology into an office. One of his major points was the equipment selection process.

"Determine which phone handset models suit each job role," Statin advised in his article. "Your various staff members need to have different features and functions in their VoIP phones to be efficient and productive."

For companies that provide their employees with business phone solutions, this advice cannot be overestimated. Leading VoIP and cloud hosting providers often give clients a choice in different types of phone hardware for the office and varying mobile phone models for those who will use the technology from home or while traveling. Every business is different - while a sturdy cell with a keyboard may make sense for one company's workflow, an army of iPhones may be wiser for another. Take advantage of any and all flexibility offered by your provider in order to keep your employees as happy - and, by extension, productive - as possible.

With a little innovation, VoIP technology can transform the way you do business and interact with employees and customers alike.

Topics: SMB Solutions, Cloud Trends, How